3.1 Create an Account

Overview

The first step in the Account maintenance process is to create an Account in Coupa based on the Finance / Procurement system data.

Each Finance / Procurement system can store different levels of Account information, so ensure that you can incorporate all Coupa standard fields/tags by default and you have the flexibility in your tool to allow custom fields if required.

Using API

1. Create an Account in the Finance / Procurement system.
2. The ERP Connector platform should trigger an API call to Coupa using POST API to create an Account with your ERP Connector platform.
3. Ensure that you get a 201 API response and it is logged in your ERP Connector platform logging engine. If you get a different API response (for example, 400) error, the API error (returned on API response <errors><error> tag(s)) must be logged in the ERP Connector platform logging engine and a notification must be sent to the relevant person.
4. Validate that the new Account is created and all Account details are added correctly in Coupa.

Sample API

In this example, the following Account is created for COA: Ace Corporate with 3 Segments.

POST

https://<instance_url>/api/accounts

Payload

<?xml version="1.0" encoding="UTF-8"?>
<account>
  <name>Seg1-Seg2-Seg3</name>
  <active type="boolean">true</active>
  <segment-1>Seg1</segment-1>
  <segment-2>Seg2</segment-2>
  <segment-3>Seg3</segment-3>
  <account-type>
    <name>Ace Corporate</name>
  </account-type>
</account>

Using CSV

1. Create an Account in the Finance / Procurement system.
2. The ERP Connector platform generates an CSV flat file from your ERP Connector platform for a new Account. (The file must have at least the mandatory fields populated.)
3. The ERP Connector platform places the CSV file to the /Incoming/Accounts folder on the Coupa sFTP site.
4. Once the scheduled job picks up and processes the file, validate that the new Account object is created and all Account details are added correctly in Coupa.

Sample CSV

Place the CSV file to the/Incoming/Accounts folder, where the file is picked up and processed in 5 minutes, and validate that the new Account is created.

For a sample file, see create_account.csv.

The CSV flat file upload is monitored in Coupa at https://<instance>/data_sources. Coupa sends a notification to Coupa Admin on an upload failure, and Coupa Admin needs to investigate further.

Note

• Changing either the Account name or any segment creates a new row and it does not update existing Account rows based on ID using CSV load.
• When using API, you can make changes to individual tags by using ID or Name as key reference fields.