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4. Invoice (OK-to-Pay) Integration Scenarios
4.1 Single-Line PO-Backed Invoice Approved and Ready to Pay in ERP
4.1 Single-Line PO-Backed Invoice Approved and Ready to Pay in ERP
Using API
- Create an Invoice in Coupa.
- Approve the Invoice in Coupa (all approval).
- The ERP Connector platform should trigger an API call to Coupa to query Invoices in approved status since the last query date.
- Take the OK-to-Pay information and post it to the ERP system.
- Ensure that you get a 200 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. - (Optional) Set the
exported
flag totrue
using API PUT. - Make a payment in the ERP for the approved Invoice.
Sample API
In this example, all approved Invoices ready for payment are queried from 2016-05-30, and the export
flag is changed for each Invoice.
GET
https://<instance_url>/api/invoices?status=approve&updated-at[gt]=2016-05-30
Set the exported
flag for each Invoice. The <id>
must be used from the query.
PUT (for each invoice)
https://<instance_url>/api/invoices/<id>
Payload
<?xml version="1.0" encoding="UTF-8"?> <invoice-header> <exported type="boolean">true</exported> </invoice-header>
Using CSV
- Create an Invoice in Coupa.
- Approve the Invoice in Coupa (all approval).
- Coupa exports the OK-To-Pay file to the
/Outgoing/Invoice folder
on the Coupa sFTP site based on the set schedule. Coupa sets theexported
flag toyes
. - The ERP Connector platform picks up the OK-to-Pay file from the
/Outgoing/Invoice
folder on the Coupa sFTP site. Once the file is processed, it should be deleted from the Coupa sFTP site. - The OK-to-Pay Invoice information is imported to the ERP system.
- Error handling should be built in the middleware layer to log errors on ERP import.
- Payment is made by the ERP system.
Sample CSV
For a sample file, see singleline_pobacked_invoice.csv.