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Invoice Payment Import

The invoice payments integration loader uses only a single set of header columns.

Overview

The Invoice Payments Import process read files from the ./Incoming/InvoicePayments folder in the SFTP. These files will be moved to the archive folder located at ./Archive/Incoming/InvoicePayments/ before being processed in Alphanumeric order. Flat Files are then transformed to Coupa's XML format.

In the standard integration, a validation routine determines whether a payment has already been applied to an invoice by comparing the payment date, check number, and amount fields to the payment record.

Void/Check Cancelations: The Coupa Integration does not support deleting or voiding a check directly. The best practice in this scenario is to create a new 'payment' for negative the amount of the check to cancel. The check # can be the same or have a string such as 'Void' appended.

Keys/Validations

Coupa finds invoices in approved status and scope based on the following criteria:

If the Invoice ID / Number is provided, only the Invoice ID / Number is matched.
If the Supplier Name and/or Supplier Number is provided, Coupa searches for the supplier.
- If a matching supplier is found, Coupa uses the supplier as a filtering criterion.
- If a matching supplier is not found, Coupa does not include the supplier as part of the scope.
If the Invoice Date is provided, Coupa scopes approved invoices to that invoice date.
- The Invoice Date is needed if a customer reuses the same invoice number for different calendar years.
Coupa will create a payment only if exactly one invoice is found from the above queries.

Note

Invoice payments can't be updated via Integration.

Column Name	Description	Req'd	Unique	Type	Allowable Values
Supplier Name	Supplier Name. Include at least the suppler name or number.	TRUE*	FALSE	string(100)	any
Supplier Number	Supplier Number. Include at least the supplier name or number.	TRUE*	FALSE	string(255)	any
Invoice Number	Invoice Number	TRUE	FALSE	string(40)	any
Invoice Date	Invoice Date of invoice related to current payment	FALSE	FALSE		any
Invoice ID	Database ID of the invoice	FALSE	FALSE		any
Expense Report Id	Expense Report Id	FALSE	FALSE		any
Paid	This is the paid field on the invoice header. It's set to a true or false value.	FALSE	FALSE	boolean	true,false/Yes,No/Y,N/T,F
Paid-in-Full Date	Paid-in-Full Date	FALSE	FALSE	datetime	YYYY-MM-DDTHH:MM:SS+HH:MM
Paid-in-Full Note	Paid-in-Full Note	FALSE	FALSE	string(255)	any
Check Amount Paid	Check Amount Paid	FALSE	FALSE	decimal(32,4)	any
Check # / Note	Check # / Note	FALSE	FALSE	string(255)	any
Check Payment Date	Check Payment Date	FALSE	FALSE	datetime	YYYY-MM-DDTHH:MM:SS+HH:MM