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Item Import

Coupa uses the CSV bulk loader to import data into Coupa via integration, or directly through the user interface.

Overview

The Items Import process read files from ./Incoming/Items/ in the SFTP. These files will be moved to the archive folder located at./Incoming/Archive/Items/ before being processed in alphanumeric order.

Note

If you're a newly-implementing customer on R23.3 or newer, the loader includes additional columns. See Improved Item and Catalog Loaders for more info.

Unique Keys

Item ID
Item Number
Item Name

Supplier Item uniqueness is based on a combination of Supplier, Supplier Part Num, and Contract.

Validations

You can use the SFTP loader to update:

Item Name using Item Number
Item Number using the Item Name.
Item Name and Item Number by including both Supplier and Supplier Part Num.

For supplier items, depending on the Item loader you use, we do a lookup based on:

Item Number or Name plus Supplier (Standard or Background loader through the UI) or Supplier Number (Standard loader).

Note

You cannot update Contract Number or Supplier Part Num on a supplier item.

Item finder logic

Catalog Items are found with the following query terms, in the following order. If a match is found, that item is returned and Coupa stops searching.

Item Number can only match on one item.
Manufacturer Name and Manufacturer Part Number return the first created matched item.
Supplier Part Number and Supplier Aux Part Number (and Contract if present) return the last updated matched item.
Catalog Item Name returns last updated matched item.

If Supplier Part Number and/or Supplier Aux Part Number are provided, Coupa first searches for an item with attached Supplier Item that matches the provided attributes. This is necessary in cases where the instance is configured with multiple Items with the same Item Name, but different associated Supplier Items. If no match is found with a joined query, a query with only item details are used as a fallback.

Supplier Part Number (and Supplier Aux Part Number) default to the requisition or order line if provided in CSV. If the Supplier Item exists, Supplier Part Number (and Supplier Aux Part Number) default from the Supplier Item. Supplier Part Number (and Supplier Aux Part Number) in CSV are used to try to find a supplier item.

Note

For Supplier Item custom fields, add the prefix Supplier Item before custom field name in the CSV file.

Example:

Custom field name: Warehouse
Field name in CSV file: Supplier Item Warehouse

Column Name	Description	Req'd	Unique	Type	Allowable Values
Name*	Item Short Name	TRUE	FALSE	string(255)	any
Description*	Full Item Description	TRUE	FALSE	text(255)	any
UOM code*	A valid UOM code that has already been configured in Coupa	TRUE	FALSE	string(6)	Must be active in Coupa
Purchasable*	If the item is currently purchasable or not	TRUE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
active	Existing supplier items will be destroyed if set to No	FALSE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
Purchasing Questionnaire	Purchasing Questionnaire Name that has already been configured in Coupa	FALSE	FALSE	string(100)	any
RFQ Questionnaire	Request for Quote Questionnaire Name that has already been configured in Coupa	FALSE	FALSE	string(100)	any
Receiving Questionnaire	Receiving Questionnaire Name that has already been configured in Coupa	FALSE	FALSE	string(100)	any
Item Number	Item Identification Number	FALSE	TRUE	string(255)	any
Item Classification	Item Label Name that has already been configured in Coupa. These are used as flags to identify something special about the item.	FALSE	FALSE	string(255)	any
Image Url	A valid and publically accessible URL where a product image can be downloaded from	FALSE	FALSE	string(255)	any
Image Filename	relative path to image filename included in uploaded zipfile	FALSE	FALSE	string(255)	any
Commodity	Commodity Name for the item	FALSE	FALSE	string(255)	any
Tags	Item Tags. Separate tags with spaces. For tags with more than one word, surround the tag in double quotations: "Tag with spaces".	FALSE	FALSE	string(300)	30 characters per tag
Supplier	Supplier Name. Must Exist in Coupa. If specified, must include `Price` and `Currency` fields.	TRUE	FALSE	string(100)	any
Supplier Number	Supplier Number. Must Exist in Coupa	TRUE	FALSE	string(255)	any
Preferred	If the Supplier is a preferred supplier	FALSE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
Contract Number	Contract Number. Must exist in Coupa	FALSE	FALSE	string(50)	any
Pricing Type	How the Inventory Valuation should be calculated: Fixed Price or Inventory.	FALSE	FALSE	string(255)	Fixed Price, Inventory
Price	Item price for supplier. Required when the suppler is provided.	TRUE	FALSE	decimal(30,6)	any
Currency	Item price currency. Must exist and be active in Coupa. Required when the supplier is provided.	TRUE	FALSE	string(6)	Any ISO 4217 three letter currency code that's active in Coupa
Supplier Part Num	Supplier Part Number	FALSE	FALSE	string(255)	any
Supplier Aux Part Num	Supplier Auxiliary Part Number	FALSE	FALSE	string(255)	any
Lead Time	Items Lead Time in Days	FALSE	FALSE	int(11)	any
Manufacturer	Manufacturer name	FALSE	FALSE	string(255)	any
Savings %	Savings %	FALSE	FALSE	decimal(8,2)	any
Require Inspection	Does the item require inspection to be received?	FALSE	FALSE	boolean	any
Require Asset Tag	Does the item require an Asset Tag to be received?	FALSE	FALSE	boolean	any
Require RFID	Does the item require an RFID?	FALSE	FALSE	boolean	any
Storage Quantity	Quantity in which to hold items in inventory	FALSE	FALSE	integer(11)	any
Storage UOM	UOM in which to hold items in inventory	FALSE	FALSE	string(6)	Must exist in Coupa
Consumption Quantity	Quantity in which to consume items	FALSE	FALSE	integer(11)	any
Consumption UOM	UOM in which to consume items	FALSE	FALSE	string(6)	Must exist in Coupa
Use Pack Weight	Has the item calculate with the Pack Weight instead of item weight	FALSE	FALSE	integer(1)	any
Pack Quantity	Quanitity of items in a pack	FALSE	FALSE	decimal(30,6)	any
Pack Weight	The weight of one pack	FALSE	FALSE	decimal(30,6)	any
Pack Weight UOM	The UOM for a Pack	FALSE	FALSE	string(6)	Must exist in Coupa
Receive Catch Weight	Forces the item to be received as catch weight	FALSE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
UNSPSC Code	United Nations Standard Products and Services Code	FALSE	FALSE	string(255)	Any valid UNSPSC code
Contract Term	The Contract Term by which the pricing tier is decided. Created beforehand in Coupa	FALSE	FALSE	string(255)	Must exist in Coupa
Allow Partial Qty	If this item allows for partial quantities	FALSE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
Require Barcode	Does the item require a barcode?	FALSE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
Inventory Lot Tracking Enabled	Allow item to support lot tracking information	FALSE	FALSE	boolean	true, false
Inventory Lot Expiration Type	Set expiration type for item	FALSE	FALSE	int(11)	any
Link 0 Title	If adding URL Links, This is the Title of the Link	FALSE	FALSE	string(255)	any
Link 0 URL	If adding URL Links, This is the URL of the Link	FALSE	FALSE	string(255)	any
Link 1 Title	If adding URL Links, This is the Title of the Link	FALSE	FALSE	string(255)	any
Link 1 URL	If adding URL Links, This is the URL of the Link	FALSE	FALSE	string(255)	any
Link 2 Title	If adding URL Links, This is the Title of the Link	FALSE	FALSE	string(255)	any
Link 2 URL	If adding URL Links, This is the URL of the Link	FALSE	FALSE	string(255)	any
Link 3 Title	If adding URL Links, This is the Title of the Link	FALSE	FALSE	string(255)	any
Link 3 URL	If adding URL Links, This is the URL of the Link	FALSE	FALSE	string(255)	any
Link 4 Title	If adding URL Links, This is the Title of the Link	FALSE	FALSE	string(255)	any
Link 4 URL	If adding URL Links, This is the URL of the Link	FALSE	FALSE	string(255)	any
Link 5 Title	If adding URL Links, This is the Title of the Link	FALSE	FALSE	string(255)	any
Link 5 URL	If adding URL Links, This is the URL of the Link	FALSE	FALSE	string(255)	any
Image 0 Url	If adding images, This is a valid and publicly accessible URL for an image	FALSE	FALSE	string(255)	any
Image 1 Url	If adding images, This is a valid and publicly accessible URL for an image	FALSE	FALSE	string(255)	any
Image 2 Url	If adding images, This is a valid and publicly accessible URL for an image	FALSE	FALSE	string(255)	any
Image 3 Url	If adding images, This is a valid and publicly accessible URL for an image	FALSE	FALSE	string(255)	any
Image 4 Url	If adding images, This is a valid and publicly accessible URL for an image	FALSE	FALSE	string(255)	any
Image 5 Url	If adding images, This is a valid and publicly accessible URL for an image	FALSE	FALSE	string(255)	any
Price (Tier 1)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 2)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 3)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 4)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 5)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 6)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 7)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 8)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 9)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 10)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 11)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 12)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 13)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 14)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 15)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 16)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 17)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 18)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 19)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Price (Tier 20)	Price at different contract spend tiers. Typically goes down as more items are purchased	FALSE	FALSE	decimal(30,6)	any
Minimum Order Quantity	Supplier Minimum Order Quantity	FALSE	FALSE		any
Order Increment	Supplier Order Increment	FALSE	FALSE		any
Availability	Availability	FALSE	FALSE		any
Availability Date	Availability Date	FALSE	FALSE		any

New item model columns

These columns are also included in the loader for newly implementing customers on R23.3 or later.

Column Name	Description	Req'd	Unique	Type	Allowable Values
Manufacturer Name	Manufacturer name for unique identification of item with manufacturer part number	No	No	string(255)	Any
Manufacturer Part Number	Manufacturer part number for unique identification of item with manufacturer name	No	No	string(255)	Any
Coupa Internal Number	Coupa Internal Number (CIN) for unique identification of an item	No	Yes	integer(11)	Any
Coupa Supplier Internal Number	Coupa Supplier Internal Number (CSIN) for unique identification of a supplier item	No	Yes	integer(11)	Any
Catalog	Use this field to identify and update Supplier Items that are in a specific catalog. This field can't be used to create a new catalog or add items to an existing catalog. It can only be used to update existing catalog items.	No	No	string(255)	Must be an active catalog