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What can we help you find? Products Platform Integration Technical Documentation Coupa Core Flat Files (CSV) Flat File (CSV) Import External Orders Import

External Orders Import

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 is found, Coupa searches for the next best Supplier Item for Ship To User.

If your search is successful, refer to Order Line Defaults for All Lines. If you run into errors, refer to Item Finder Errors.

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”.

Possible values

Action

Cancel, Close, Reopen, IssueWithSend, IssueWithoutSend, IgnoreWindowsAndIssue

Version Number

If specified, must be equal to or greater than the current order version number.

External Order Header

Field Name Required Field Unique? Field Type Field Description Possible Values
Header No No Indicates the type of row.
Action No No Dictates what happens to the PO line.
Version Number No No Allows you to override Coupa's default versioning rules. See the PO SFTP Loader documentation for more info.
PO Number Yes Yes string(20) Use to determine if Coupa will modify an existing PO or create a new PO.
Supplier Name No No 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.
Supplier Number No No 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.
Supplier Site Code No No Supplier Site Code
Currency Code No No Currency Code
Chart of Account Name No No Chart of Accounts for the order. The CoA must exist in Coupa and be active.
Confirmation Level No No No Description Found
Confirm By Hrs No No integer No Description Found 0..87600
Payment Method No No string(255) No Description Found
Payment Term Code No No No Description Found
Shipping Term Code No No Shipping Term Code
Ship To Id No No Ship To Id
Ship To Name No No Name of Address. Must exist in Coupa. Must include a ship-to address, either new or preexisting in Coupa.
Ship To Attention No No string(255) Ship to Address attention. Either the Requester or the attention linked to Address in Coupa (defaults to the requester).
Ship To Street 1 No No Ship to Address Line 1. Provide if the address does not exist in Coupa.
Ship To Street 2 No No Ship to Address Line 2. Provide if the address does not exist in Coupa.
Ship To City No No Ship to Address City. Provide if the address does not exist in Coupa.
Ship To State No No Ship to Address state. Provide if the address does not exist in Coupa.
Ship To Postal Code No No Ship to Address Postal code. Provide if the address does not exist in Coupa.
Ship To Country Code No No Ship to Address Country Code. Must exist in Coupa.
Ship To Country Name No No Ship To Country Name
Ship To Location Code No No Ship to Address Country Code. Must exist in Coupa. 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.
Ship To Employee Number No No The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login.
Ship To Email No No The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login.
Ship To Login No No The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login.
Transmission Method Override No Yes string(30) Transmission Method Override supplier_default, email, do_not_transmit
Transmission Emails No No text Transmission Emails
Hide Price No No boolean Hide Price from supplier
Line No No Indicates the type of row.
Receiving Warehouse Name No No Used for inventory orders only.
Contract Number No No 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.
Contract Name No No 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.
Record Identifier No No Record Identifier
Line Number No No Line Number
Catalog Item Number No No Can be used to identify catalog items in lieu of item name.
Catalog Item Name No No Can be used to identify catalog items in lieu of item number.
Non Catalog Item Description No No Item description for non-catalog items.
Department Name No No No Description Found
Supplier Part Number No No Can be used to help identify a supplier item. See PO SFTP Loader documentation for more details.
Supplier Aux Part Number No No Supplier Aux Part Number
Quantity No No Line Qty Amount (blank for Service-based line).
Price No No Price
Need By Date No No Need By Date
UOM Code No No Code for the unit of measure. Must exist in Coupa.
Commodity Name No No Commodity Name
Asset Tags No No Asset Tags
Account Name No No Account Name
Account Code No No Account Code
Account Segment 1 No No Account Segment 1
Account Segment 2 No No Account Segment 2
Account Segment 3 No No Account Segment 3
Account Segment 4 No No Account Segment 4
Account Segment 5 No No Account Segment 5
Account Segment 6 No No Account Segment 6
Account Segment 7 No No Account Segment 7
Account Segment 8 No No Account Segment 8
Account Segment 9 No No Account Segment 9
Account Segment 10 No No Account Segment 10
Account Segment 11 No No Account Segment 11
Account Segment 12 No No Account Segment 12
Account Segment 13 No No Account Segment 13
Account Segment 14 No No Account Segment 14
Account Segment 15 No No Account Segment 15
Account Segment 16 No No Account Segment 16
Account Segment 17 No No Account Segment 17
Account Segment 18 No No Account Segment 18
Account Segment 19 No No Account Segment 19
Account Segment 20 No No Account Segment 20
Budget Period Name No No Budget Period Name
Bulk Price No No Bulk Price
Bulk Price Qty No No Bulk Price Qty
Bulk Price UoM Code No No Bulk Price UOM Code
Bulk Price Conversion Numerator No No Bulk Price Conversion Numerator
Bulk Price Conversion Denominator No No Bulk Price Conversion Denominator
Reason Insight Event Comment No No Required comment if a reason insight ID or code is provided.
Reason Insight ID No No 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.
Reason Insight Code No No 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.
Manufacturer Name No No Manufacturer Name
Manufacturer Part Number No No Manufacturer Part Number
Account Allocation No No Account Allocation
Amount No No Amount
Percent No No Percent

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."