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External Orders Import

The external orders loader has header columns, line columns, and line allocation columns.

Overview

The Purchase Order Import process reads files from the SFTP folder: ./Incoming/PurchaseOrders/

These files will be moved to the archive folder located at ./Incoming/Archive/PurchaseOrders/ before being processed in Alphanumeric order.

Coupa can't update an order via flat file Integration.

The External Purchase Orders FAQ has a lot useful information about loading orders from third party systems.

Keys

Supplier Name
Supplier Number

For soft-closing a PO, update the PO with Action = Close

For hard-closing a PO, update the PO a second time with Action = Close

Item finder logic

Coupa searches Supplier Item for Ship To User on Item with Supplier Part Number matching. If nothing found, Coupa searches for the next best Supplier Item for Ship To User.

Note

The External Orders import now validates the ship-to address ID against other address IDs in Coupa. If the ID matches an existing address with a different type (supplier address, remit-to, etc.) Coupa now shows the error “Invalid Ship-To Address”.

Column Name	Description	Req'd	Unique	Type	Allowable Values
Header	Indicates the type of row	No	No	-	Header
Hide Price	Hide Price from supplier	No	No	boolean	TRUE, FALSE
Action	Dictates what happens to the PO. If soft-close is enabled then Reopen is also an allowed action.	No	No	string	Cancel, Close, Reopen, IssueWithSend, IssueWithoutSend, IgnoreWindowsAndIssue
Version Number	Allows you to override Coupa's default versioning rules. See the PO SFTP Loader documentation for more info.	No	No	Integer(11)	If specified, must be equal to or greater than the current order version number.
PO Number	Use to determine if Coupa will modify an existing PO or creating a new PO.	No	Yes	string(20)	any
Supplier Name	Used to identify the supplier for the PO. Can pass the supplier number, in lieu of this field, but Coupa must identify an active supplier record for each PO	Yes*	No	string(255)	any
Supplier Number	Used to identify the supplier for the PO. Can pass the supplier name, in lieu of this field, but Coupa must identify an active supplier record for each PO	Yes*	No	string(11)	any
Supplier Site Code	Supplier Site Code	No	No	string(20)	any
Currency Code	Currency Code	No	No	string(6)	Any ISO 4217 three letter currency code
Chart of Account Name	Chart of Accounts for the order. The CoA must exist in Coupa and be active.	Yes	No	string(50)	Must be an active CoA
Payment Method	Same as req loader	No	No	string(255)	any
Payment Term Code	Same as req loader	No	No	string(255)	any
Shipping Term Code	Same as req loader	No	No	string(255)	any
Ship To Id	Ship To Id	No	No		any
Ship To Name	Name of Address. Must exist in Coupa. Must include a ship-to address, either new or preexisting in Coupa.	Yes*	No	string(50)	any
Ship To Attention	Ship to Address attention. Either the Requester or the attention linked to Address in Coupa (defaults to the requester).	No	No	string(255)	any
Ship To Street 1	Ship to Address Line1. Provide if the address does not exist in Coupa.	No	No	string(100)	any
Ship To Street 2	Ship to Address Line2. Provide if the address does not exist in Coupa.	No	No	string(100)	any
Ship To City	Ship to Address City. Provide if the address does not exist in Coupa.	No	No	string(50)	any
Ship To State	Ship to Address state. Provide if the address does not exist in Coupa.	No	No	string(50)	any
Ship To Postal Code	Ship to Address Postal code. Provide if the address does not exist in Coupa.	No	No	string(50)	any
Ship To Country Code	Ship to Address Country Code. Must exist in Coupa.	No	No	string(4)	any
Ship To Country Name	Ship to Address Country Name	No	No	string(100)	any
Ship To Location Code	Ship to Address Location Code * If this value is provided, the rest of the Ship to Address values can be omitted. Coupa will find the Ship To Address based on the location code and copy all address values to the external order.	Yes*	No	string(255)	any
Ship To Employee Number	The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login.	Yes*	No	string(255)	any
Ship To Email	The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login.	Yes*	No	string(255)	any
Ship To Login	The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login.	Yes*	No	string(255)	any
Transmission Method Override	Transmission Method Override	No	Yes	string(30)	supplier_default, email, do_not_transmit
Transmission Emails	Transmission Emails	No	No	text	any
Confirmation Level	Confirmation Level	No	No		any
Confirm By Hrs	Confirm By Hrs	No	No	integer	0..87600

External order line columns

Column Name	Description	Req'd	Unique	Type	Allowable Values
Line	Indicates the type of row	No	No	-	Line
Action	Dictates what happens to the PO line.	No	No	string	delete, SoftCloseForReceiving, SoftCloseForInvoicing, ReopenForReceiving, ReopenForInvoicing
Receiving Warehouse Name	Used for inventory orders only	No	No	string(255)	any
Contract Number	Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract name.	No	No	string(50)	any
Contract Name	Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract number.	No	No	string(100)	any
Record Identifier	Record Identifier	No	No		any
Line Number	Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines.	No	No	string(255)	any
Catalog Item Number	Can be used to identify catalog items, in lieu of item name.	No	No	string(255)	any
Catalog Item Name	Can be used to identify catalog items, in lieu of item number.	No	No	string(255)	any
Non Catalog Item Description	Item description for non-catalog items.	No	No	string(255)	any
Department Name	Same as req loader	No	No	string(255)	any
Supplier Part Number	Can be used to help identify a supplier item. See PO SFTP Loader documentation for more details	No	No	string(255)	any
Quantity	Line Qty Amount (blank for Service-based line)	No*	No	decimal(30,6)	any
Price	Item unit price	Yes***	No	decimal(30,6)	any
Need By Date	Need by date	No	No	datetime	YYYY-MM-DDTHH:MM:SS+HH:MM
UOM Code	Code for the unit of measure. Must exist in Coupa.	No*	No	string(6)	any
Commodity Name	Commodity Name. Must exist in Coupa.	No	No	string(255)	Must exist in Coupa
Asset Tags	Not currently used	No	No		any
Account Name	Same as req loader	No	No	string(100)	any
Account Code	Same as req loader	No	No	string(2020)	any
Account Segment 1	Account Segment 1	No	No	string(100)	any
Account Segment 2	Account Segment 2	No	No	string(100)	any
Account Segment 3	Account Segment 3	No	No	string(100)	any
Account Segment 4	Account Segment 4	No	No	string(100)	any
Account Segment 5	Account Segment 5	No	No	string(100)	any
Account Segment 6	Account Segment 6	No	No	string(100)	any
Account Segment 7	Account Segment 7	No	No	string(100)	any
Account Segment 8	Account Segment 8	No	No	string(100)	any
Account Segment 9	Account Segment 9	No	No	string(100)	any
Account Segment 10	Account Segment 10	No	No	string(100)	any
Account Segment 11	Account Segment 11	No	No	string(100)	any
Account Segment 12	Account Segment 12	No	No	string(100)	any
Account Segment 13	Account Segment 13	No	No	string(100)	any
Account Segment 14	Account Segment 14	No	No	string(100)	any
Account Segment 15	Account Segment 15	No	No	string(100)	any
Account Segment 16	Account Segment 16	No	No	string(100)	any
Account Segment 17	Account Segment 17	No	No	string(100)	any
Account Segment 18	Account Segment 18	No	No	string(100)	any
Account Segment 19	Account Segment 19	No	No	string(100)	any
Account Segment 20	Account Segment 20	No	No	string(100)	any
Budget Period Name	The name of the budget period	No	No	string(255)	any
Bulk Price	Bulk Price	No	No	decimal(30,6)	any
Bulk Price Conversion Numerator	Bulk Price Conversion Numerator	No	No	decimal(30,6)	any
Bulk Price Conversion Denominator	Bulk Price Conversion Denominator	No	No	decimal(30,6)	any
Bulk Price Qty	Bulk Price Qty	No	No	decimal(30,6)	any
Bulk Price UoM Code	Bulk Price UoM Code	No	No	int(11)	any
Supplier Aux Part Number	Supplier Aux Part Number	No	No		any
Manufacturer Name	Manufacturer Name	No	No		any
Manufacturer Part Number	Manufacturer Part Number	No	No		any

Hidden columns

These columns are available for use in External Order Lines rows but aren't included in the template. You can add them manually if you need to use them.

Column Name	Description	Req'd	Unique	Type	Allowable Values
Reason Insight ID	If a reason insight needs to be specified (required for opening line or PO), one of the ID or CODE is required, along with a comment.	True*	false	integer	any
Reason Insight Code	If a reason insight needs to be specified (required for opening line or PO), one of the ID or CODE is required, along with a comment.	True*	false	string(255)	any
Reason Insight Event Comment	Required comment if a reason insight ID or code is provided.	True*	false	string(255)	any

External order account allocation columns

Column Name	Description	Req'd	Unique	Type	Allowable Values
Account Allocation	Indicates the type of row	No	No	-	Account Allocation
Record Identifier		No	No		any
Line Number	Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines.	No	No	string(255)	any
Amount	Amount	No	No	decimal(30,3)	any
Percent	Percent	No	No	decimal(16,10)	any
Account Name	Same as req loader	No	No	string(100)	any
Account Code	Same as req loader	No	No	string(20)	any
Account Segments 1 - 20	Account Segments 1 through 20	No	No	string(100)	any
Budget Period Name	The name of the budget period	No	No	string(255)	any

* Service based lines don't have a quantity or UOM
** Requires one of Supplier Name or Supplier Number
*** This field is only required if a value is not currently assigned for an item within Coupa

Order line defaults for all lines

Line Attribute	Source	Source Attribute	Conditions
description	Item	name
unit_price	CSV	csv_row[ rice]	If provided
unit_price	SupplierItem	price	If CSV value (above) is blank
contract	#load_contract	csv_row[:contract_number] or csv_row[:contract_name]	Matching Name or Number
contract	SupplierItem	contract	If CSV value (above) is blank
source_part_num	CSV	csv_row[:supplier_part_number]	If provided
source_part_num	SupplierItem	supplier_part_num	If CSV value (above) is blank
supplier_aux_part_num	CSV	csv_row[:supplier_aux_part_number]	If provided
supplier_aux_part_num	SupplierItem	supplier_aux_part_num	If CSV value (above) is blank
supplier	#load_supplier	Supplier	Matching Name or Number & "active"
supplier_site	CSV	OrderHeader
uom	#load_uom	Uom	Matching "Uom Code"
uom	Item	Uom	If CSV value (above) is blank
commodity	#load_commodity	Commodity	Matching Commodity Name
currency	OrderHeader	Currency
period	#load_period	BudgetPeriod	Matching "Budget Period Name" for AccountType (above)
line_num	CSV	csv_row[:line_number]
quantity	CSV	csv_row[:quantity]
need_by_date	CSV	csv_row[:need_by_date]

Defaults for free-form requisition lines

Line Attribute	Source	Source Attribute	Conditions
description	CSV	csv_row[:non_catalog_item_description]

Item finder errors

An error will be returned if:

"Catalog..." and/or "Manufacturer" details are included in the loader input and no Catalog Item is found. This includes cases where there is an existing match to "Catalog..." details but with different "Manufacturer..." details
Catalog Item cannot be found and Non Catalog Item Description is blank in loader input
No Supplier Item is found
Neither Price nor Bulk Price are found

The following cases result in a Catalog Item Not Found error message:

Catalog Item Number or Catalog Item Name are present in the payload, but an item cannot be found
Catalog Item Name and MFG details are present in the payload and Catalog Item Name does not match Name of the selected Item
Manufacturer Name is present in the payload and configured on the selected Item and not matching
Manufacturer Part Number is present in the payload and configured on the selected Item and not matching

The Catalog Not Found error message says "Catalog Item not found for LIST OF ATTRIBUTES AND VALUES IN PAYLOAD". For example, the error message could be, "Catalog Item not found for Catalog Item Number with value ABC123, Catalog Item Name with value ABC 123 ITEM."

In addition to the above messages, in the Requisition Header loader, if the setup key csv_requisition_loader_supplier_item_required? is set to true and the loader cannot match a Supplier Item, a Supplier Item Not Found error is returned. For example, the error message could be, "Supplier Item not found for Catalog Item Name with value ABC 123 ITEM, Supplier Part Number with value SUPP123."