Item Import
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 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 NameusingItem Number. -
Item Numberusing theItem Name. -
Item NameandItem Numberby including bothSupplierandSupplier Part Num.
For supplier items, depending on the Item loader you use, we do a lookup based on:
-
Item NumberorNameplusSupplier(Standard or Background loader through the UI) orItem 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 Numbercan only match on one item. -
Manufacturer NameandManufacturer Part Numberreturn the first created matched item. -
Supplier Part NumberandSupplier Aux Part Number(andContractif present) return the last updated matched item. -
Catalog Item Namereturns 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 Item. 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
Item
| Field Name | Required Field | Unique? | Field Type | Field Description | Possible Values |
| Name | Yes | No | string(255) | Item Short Name | |
| Description | Yes | No | text | Full Item Description | |
| UOM code | No | No | A valid UOM code that has already been configured in Coupa | ||
| Purchasable | No | No | If the item is currently purchasable or not | ||
| active | No | No | boolean | Existing supplier items will be destroyed if set to No | |
| Purchasing Questionnaire | No | No | Purchasing Questionnaire Name that has already been configured in Coupa | ||
| RFQ Questionnaire | No | No | Request for Quote Questionnaire Name that has already been configured in Coupa | ||
| Receiving Questionnaire | No | No | Receiving Questionnaire Name that has already been configured in Coupa | ||
| Item Number | No | Yes | string(255) | Item Identification Number | |
| Item Classification | No | No | Item Classification Name that has already been configured in Coupa | ||
| Image Url | No | No | string | A valid and publically accessible URL where a product image can be downloaded from | |
| Image Filename | No | No | relative path to image filename included in uploaded zipfile | ||
| Commodity | No | No | Commodity Name for the item | ||
| Tags | No | No | Item Tags. Separate tags with spaces. For tags with more than one word, surround the tag in double quotations. | ||
| Supplier | No | No | Supplier Name. Must Exist in Coupa | ||
| Supplier Number | No | No | Supplier Number. Must Exist in Coupa | ||
| Preferred | No | No | If the Supplier is a preferred supplier | ||
| Contract Number | No | No | Contract Number. Must exist in coupa | ||
| Pricing Type | No | No | How the Inventory Valuation should be calculated (Fixed Price, Inventory) | ||
| Price | No | No | Item price for supplier | ||
| Currency | No | No | Item price currency. Must exist and be active in Coupa. | ||
| Supplier Part Num | No | No | Supplier Part Numer | ||
| Supplier Aux Part Num | No | No | Supplier Auxiliary Part Number | ||
| Lead Time | No | No | Items Lead Time in Days | ||
| Manufacturer | No | No | Manufacturer name | ||
| Savings % | No | No | Savings % | ||
| Minimum Order Quantity | No | No | Supplier Minimum Order Quantity | ||
| Order Increment | No | No | Supplier Order Increment | ||
| Availability | No | No | Availability | ||
| Availability Date | No | No | Availability Date | ||
| Require Inspection | No | No | boolean | Does the item require inspection to be received? | |
| Require Asset Tag | No | No | boolean | Does the item require an Asset Tag to be received? | |
| Require RFID | No | No | Does the item require an RFID? | ||
| Storage Quantity | No | No | integer | Quantity in which to hold items in inventory | |
| Storage UOM | No | No | UOM in which to hold items in inventory | ||
| Consumption Quantity | No | No | integer | Quantity in which to consume items | |
| Consumption UOM | No | No | UOM in which to consume items | ||
| Use Pack Weight | No | No | boolean | Has the item calculate with the Pack Weight instead of item weight | |
| Pack Quantity | Yes | No | decimal(30,6) | Quanitity of items in a pack | |
| Pack Weight | Yes | No | decimal(30,6) | The weight of one pack | |
| Pack Weight UOM | No | No | The UOM for a Pack | ||
| Receive Catch Weight | No | No | boolean | Forces the item to be received as catch weight | |
| UNSPSC Code | No | No | United Nations Standard Products and Services Code | ||
| Contract Term | No | No | The Contract Term by which the pricing tier is decided. Created beforehand in Coupa | ||
| Allow Partial Qty | No | No | boolean | If this item allows for partial quantities | |
| Require Barcode | No | No | Does the item require a barcode? | ||
| Inventory Lot Tracking Enabled | No | No | boolean | Allow item to suport lot tracking information | |
| Inventory Lot Expiration Type | No | No | string | Set expiration type for item | |
| Manufacturer Name | Yes | No | string(255) | Manufacturer name for unique identification of item with manufacturer part number | |
| Manufacturer Part Number | No | Yes | string(255) | Manufacturer part number for unique identification of item with manufacturer name | |
| Coupa Internal Number | No | No | Coupa Internal Number for unique identification of an item | ||
| Coupa Supplier Internal Number | No | No | Coupa Supplier Internal Number for unique identification of a supplier item | ||
| Catalog | No | No | Catalog name to look for supplier items with this catalog | ||
| Sustainability | No | No | Sustainability | ||
| Sustainability URL | No | No | Sustainability URL | ||
| Link 0 Title | No | No | If adding URL Links, This is the Title of the Link | ||
| Link 0 URL | No | No | If adding URL Links, This is the URL of the Link | ||
| Link 1 Title | No | No | If adding URL Links, This is the Title of the Link | ||
| Link 1 URL | No | No | If adding URL Links, This is the URL of the Link | ||
| Link 2 Title | No | No | If adding URL Links, This is the Title of the Link | ||
| Link 2 URL | No | No | If adding URL Links, This is the URL of the Link | ||
| Link 3 Title | No | No | If adding URL Links, This is the Title of the Link | ||
| Link 3 URL | No | No | If adding URL Links, This is the URL of the Link | ||
| Link 4 Title | No | No | If adding URL Links, This is the Title of the Link | ||
| Link 4 URL | No | No | If adding URL Links, This is the URL of the Link | ||
| Link 5 Title | No | No | If adding URL Links, This is the Title of the Link | ||
| Link 5 URL | No | No | If adding URL Links, This is the URL of the Link | ||
| Image 0 Url | No | No | If adding images, This is a valid and publically accessible URL for an image | ||
| Image 1 Url | No | No | If adding images, This is a valid and publically accessible URL for an image | ||
| Image 2 Url | No | No | If adding images, This is a valid and publically accessible URL for an image | ||
| Image 3 Url | No | No | If adding images, This is a valid and publically accessible URL for an image | ||
| Image 4 Url | No | No | If adding images, This is a valid and publically accessible URL for an image | ||
| Image 5 Url | No | No | If adding images, This is a valid and publically accessible URL for an image | ||
| Price (Tier 1) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 2) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 3) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 4) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 5) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 6) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 7) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 8) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 9) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 10) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 11) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 12) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 13) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 14) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 15) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 16) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 17) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 18) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 19) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased | ||
| Price (Tier 20) | No | No | Price at different contract spend tiers. Typically goes down as more items are purchased |
Item History
| Field Name | Required Field | Unique? | Field Type | Field Description | Possible Values |
| Action | No | No | Action For History | ||
| Created By | No | No | Created By | ||
| Created At | No | No | Created At | ||
| Item | No | No | Item | ||
| Item Name | No | No | Item Name | ||
| Item Uom | No | No | Item Uom | ||
| Item Image | No | No | Item Image | ||
| Item Item Number | No | No | Item Item Number | ||
| Item Reorder Point | No | No | Item Reorder Point | ||
| Item Require Inspection | No | No | Item Require Inspection | ||
| Item Require Asset Tag | No | No | Item Require Asset Tag | ||
| Item Require Rfid | No | No | Item Require Rfid | ||
| Item Require Barcode | No | No | Item Require Barcode | ||
| Item Allow Partial Quantity | No | No | Item Allow Partial Quantity | ||
| Item Receiving form | No | No | Item Receiving form | ||
| Item Commodity | No | No | Item Commodity | ||
| Item Product Reviews Count | No | No | Item Product Reviews Count | ||
| Item Avg rating | No | No | Item Avg rating | ||
| Item Created By | No | No | Item Created By | ||
| Item Created At | No | No | Item Created At | ||
| Item Updated By | No | No | Item Updated By | ||
| Item Updated At | No | No | Item Updated At | ||
| Item Description | No | No | Item Description | ||
| Item Active | No | No | Item Active | ||
| Item Image File Name | No | No | Item Image File Name | ||
| Item Image Content Type | No | No | Item Image Content Type | ||
| Item Image File Size | No | No | Item Image File Size | ||
| Item Custom Field 1 | No | No | Item Custom Field 1 | ||
| Item Custom Field 2 | No | No | Item Custom Field 2 | ||
| Item Custom Field 3 | No | No | Item Custom Field 3 | ||
| Item Custom Field 4 | No | No | Item Custom Field 4 | ||
| Item Custom Field 5 | No | No | Item Custom Field 5 | ||
| Item Custom Field 6 | No | No | Item Custom Field 6 | ||
| Item Custom Field 7 | No | No | Item Custom Field 7 | ||
| Item Custom Field 8 | No | No | Item Custom Field 8 | ||
| Item Custom Field 9 | No | No | Item Custom Field 9 | ||
| Item Custom Field 10 | No | No | Item Custom Field 10 | ||
| Item Connect Item | No | No | Item Connect Item | ||
| Item Imported From Connect | No | No | Item Imported From Connect | ||
| Item Custom Field 11 | No | No | Item Custom Field 11 | ||
| Item Custom Field 12 | No | No | Item Custom Field 12 | ||
| Item Custom Field 13 | No | No | Item Custom Field 13 | ||
| Item Custom Field 14 | No | No | Item Custom Field 14 | ||
| Item Custom Field 15 | No | No | Item Custom Field 15 | ||
| Item Custom Field 16 | No | No | Item Custom Field 16 | ||
| Item Custom Field 17 | No | No | Item Custom Field 17 | ||
| Item Custom Field 18 | No | No | Item Custom Field 18 | ||
| Item Custom Field 19 | No | No | Item Custom Field 19 | ||
| Item Custom Field 20 | No | No | Item Custom Field 20 | ||
| Item Catalog | No | No | Item Catalog | ||
| Item Type | No | No | Item Type | ||
| Item Original Item | No | No | Item Original Item | ||
| Item Form | No | No | Item Form | ||
| Item Other Fields Changed Count | No | No | Item Other Fields Changed Count | ||
| Supplier Item | No | No | Supplier Item | ||
| Supplier Item Supplier | No | No | Supplier Item Supplier | ||
| Supplier Item Contract | No | No | Supplier Item Contract | ||
| Supplier Item Price | No | No | Supplier Item Price | ||
| Supplier Item Currency | No | No | Supplier Item Currency | ||
| Supplier Item Part Num | No | No | Supplier Item Part Num | ||
| Supplier Item Supplier Aux Part Num | No | No | Supplier Item Supplier Aux Part Num | ||
| Supplier Item Lead time | No | No | Supplier Item Lead time | ||
| Supplier Item Preferred Flag | No | No | Supplier Item Preferred Flag | ||
| Supplier Item Manufacturer | No | No | Supplier Item Manufacturer | ||
| Supplier Item Created By | No | No | Supplier Item Created By | ||
| Supplier Item Created At | No | No | Supplier Item Created At | ||
| Supplier Item Updated By | No | No | Supplier Item Updated By | ||
| Supplier Item Updated At | No | No | Supplier Item Updated At | ||
| Supplier Item Reporting Price | No | No | Supplier Item Reporting Price | ||
| Supplier Item Connect Supplier Item | No | No | Supplier Item Connect Supplier Item | ||
| Supplier Item Catalog | No | No | Supplier Item Catalog | ||
| Supplier Item Price Change | No | No | Supplier Item Price Change | ||
| Supplier Item Savings Pct | No | No | Supplier Item Savings Pct | ||
| Supplier Item Contract Term | No | No | Supplier Item Contract Term | ||
| Supplier Item Price Tier 1 | No | No | Supplier Item Price Tier 1 | ||
| Supplier Item Price Tier 2 | No | No | Supplier Item Price Tier 2 | ||
| Supplier Item Price Tier 3 | No | No | Supplier Item Price Tier 3 | ||
| Supplier Item Price Tier 4 | No | No | Supplier Item Price Tier 4 | ||
| Supplier Item Price Tier 5 | No | No | Supplier Item Price Tier 5 | ||
| Supplier Item Price Tier 6 | No | No | Supplier Item Price Tier 6 | ||
| Supplier Item Price Tier 7 | No | No | Supplier Item Price Tier 7 | ||
| Supplier Item Price Tier 8 | No | No | Supplier Item Price Tier 8 | ||
| Supplier Item Price Tier 9 | No | No | Supplier Item Price Tier 9 | ||
| Supplier Item Price Tier 10 | No | No | Supplier Item Price Tier 10 | ||
| Supplier Item Price Tier 11 | No | No | Supplier Item Price Tier 11 | ||
| Supplier Item Price Tier 12 | No | No | Supplier Item Price Tier 12 | ||
| Supplier Item Price Tier 13 | No | No | Supplier Item Price Tier 13 | ||
| Supplier Item Price Tier 14 | No | No | Supplier Item Price Tier 14 | ||
| Supplier Item Price Tier 15 | No | No | Supplier Item Price Tier 15 | ||
| Supplier Item Price Tier 16 | No | No | Supplier Item Price Tier 16 | ||
| Supplier Item Price Tier 17 | No | No | Supplier Item Price Tier 17 | ||
| Supplier Item Price Tier 18 | No | No | Supplier Item Price Tier 18 | ||
| Supplier Item Price Tier 19 | No | No | Supplier Item Price Tier 19 | ||
| Supplier Item Price Tier 20 | No | No | Supplier Item Price Tier 20 | ||
| Supplier Item Item Update | No | No | Supplier Item Item Update | ||
| Rich Body Text | No | No | Rich Body Text |
Item Translation
| Field Name | Required Field | Unique? | Field Type | Field Description | Possible Values |
| Item Number | Yes | No | Item number of the item for this translation | ||
| Locale | Yes | Yes | string(255) | Locale for this translation | |
| Name | No | No | string(255) | Translated Item name | |
| Description | No | No | text | Translated Item description |