• Last edited on: 25 January 2023

Requisitions Import

The requisition loader has header columns and line columns.

Overview

The Requisition Import process reads files from the ./Incoming/Requisitions/ in the SFTP. These files are moved to the archive folder located at ./Incoming/Archive/Requisitions/ before being processed in alphanumeric order.

Coupa can't update a requisition using flat file Integration.

Note

When specifying a ship-to address, Coupa first looks for Ship to Id and then Ship to Country Location Code. If neither field is found, then a new ship-to address is created.

Item finder logic 

Coupa searches Supplier Items for Header Requestor User on an item with a matching Supplier Part Number. If nothing is found, Coupa uses the first created Supplier Item for Header Requestor User.

If your search is successful, refer to the Requisition Line Defaults for All Lines section below.

If you run into errors, refer to the Item Finder Errors section below.

    Column Name Description Req'd Unique Type Allowable Values
    Requisition Field indicating record type (Header) Yes No string Requisition
    Record Identifier Used to identify record to associate header & lines. Only used in load, not sent to Coupa. Yes No string(255)
    Submit For Approval? Should the requisition be immediately submitted for approval (otherwise it will be left in Draft mode) Yes No boolean yes, cart
    Need By Date Item Need By Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
    Hide Price Hide Price from supplier No No boolean TRUE, FALSE
    Justification Requisition Justification Comments No No string(65535)
    Department Name Requisition Department No No string(255)
    Buyer Note Any comments or notes from the Buyer No No string(65535)
    Requested By (Email)

    User email of requisition requester (will be the 'on behalf of' user if requisition is on behalf of another user)

    Yes No string(60)
    Requested By (Login) User login of requisition requester (will be the 'on behalf of' user if requisition is on behalf of another user) Yes No string(80)
    PCard Name Name of PCard No No string(255)
    Ship To Name Name of Address. No No string(50)
    Ship To Id Unique ID of the address. If specified, must exist in Coupa, but no other address fields required. No No integer(11) If specified, must exist in Coupa
    Ship To Attention Either the Requester or the attention linked to Address in Coupa (defaults to the requester). No No string(255)
    Ship To Street 1

    Ship to Address Line1. Provide if the address does not exist in Coupa.

    No No string(255)
    Ship To Street 2 Ship to Address Line2. Provide if the address does not exist in Coupa. No No string(255)
    Ship To City Ship to Address City. Provide if the address does not exist in Coupa. No No string(255)
    Ship To State Ship to Address state. Provide if the address does not exist in Coupa. No No string(255)
    Ship To Postal Code Ship to Address Postal code. Provide if the address does not exist in Coupa. No No string(255)
    Ship to Country Code Ship to Address Country Code. Must exist in Coupa. No No string(255) Must exist in Coupa
    Ship to Country Name Ship to Address Country Name No No string(255)
    Ship to Location Code If specified and exists in Coupa, no other address fields required. If doesn't exist in Coupa, a new address is created. No No string(255)
    Transmission Method Override Transmission Method Override No No any
    Transmission Emails Transmission Emails No No any
    Payment Agreement Payment Agreement No No any
    Amount Amount No No any
    Percent Percent No No any
    Type Type No No any
    Amount Type Amount Type No No any
    Description Description No No any
    Due Date Due Date No No any
    Position Position No No any
    Tag Tag No No any
    Object Number* The parent object's number, used to add a tagging to a header level object Yes No any
    Name* The Tag's name Yes No any
    System Tag System Tag, defaults to false if not specified No No any
    Requisition Title Requisition Title No No string(50) any
    Confirm By (In Hours) Confirm By (In Hours) No No any
    Order Confirmation Level Order Confirmation Level No No any
    Service Type Service type being requested No No string

    Service (Amt), Service (Qty), or Resource

    Start Date Service start date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
    Due Date Service due (or end) date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
    Manager Manager requesting the service Yes No string(50) Any
    Work Confirmer Email Email of the manager performing the service Yes No string(60)

    Requisition line columns

    Column Name Description Req'd Unique Type Allowable Values
    Requisition Line Field indicating record type (Line) Yes string Requisition Line
    Record Identifier Used to identify record to associate header & lines. Only used in load, not sent to Coupa. Yes string(255)
    Line Number Line Number No No integer(11)
    Catalog Item Number Catalog Item Number (blank if Non Catalog Item) No No string(255)
    Catalog Item Name Catalog Item Name (blank if Non Catalog Item) No No string(255)
    Non Catalog Item Description Item Description for Non Catalog Items No No string(255)
    Supplier Part Number Supplier Part Number No No string(255)
    Supplier Aux Part Number Supplier Aux Part Number No No any
    Quantity Line Qty Amount (blank for Service-based line) No* No decimal(30,6)
    Price Item Unit Price No No decimal(30,3)
    Need By Date Item Need By Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
    Supplier Name Supplier Name (required unless Supplier Number is provided) Yes** No string(100)
    Supplier Number Supplier Number (required unless Supplier Name is provided) Yes** No string(255)
    Supplier Site Code ID of Supplier Site No No integer(11)
    UOM Code Unit of Measure Code No* No string(6)
    Commodity Name Commodity Name No No string(255)
    Contract Name Name of Contract used for purchase No No string(100)
    Currency Code Currency Code Yes No string(6) Any ISO 4217 three letter currency code
    Asset Tags Not currently used No No string(255)
    Chart of Account Name Chart of Accounts for Line. Although this field isn't required, you should enter something in this field. If this value is left blank, your integration may not work. No No string(50)
    Account Name Account Name No No string(100)
    Account Code Account Code (can be provided instead of Account Segments below) No No string(2020)
    Account Segment 1..20 Account Billing Code Segment for Line No No string(100)
    Account Allocation Amount Not currently used No No float
    Account Allocation Percent Not currently used No No
    Payment Term Code Payment Term Code No No string(255)
    Shipping Term Code Shipping Term Code No No string(255)
    Budget Period Name Name fo budget period No No string(255)
    Manufacturer Name Manufacturer Name No No any
    Manufacturer Part Number Manufacturer Part Number No No any

    * Service based lines don't have a quantity or UOM
    ** Requires one of Supplier Name or Supplier Number

    Requisition line defaults for all lines

    Line Attribute

    Source

    Source Attribute

    Conditions

    description

    Item

    name

     

    line_num

    CSV

    csv_row[:line_number]

     

    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]

    If provided

    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

    unspsc_code

    SupplierItem

    unspsc_code

     

    supplier

    #load_supplier

    Supplier

    Matching Name or Number & "active"

    supplier_site

    #load_supplier_site

    SupplierSite

    Find with "Supplier Site Code" for Supplier and "Requested By" User

    uom

    #load_uom

    Uom

    Matching "Uom Code"

    commodity

    #load_commodity

    Commodity

    Matching Commodity Name

    contract

    #load_contract

    Contract

    Matching Name or Number

    currency

    #load_supplier

    Currency

    Matching "Currency Code"

    shipping_term

    #load_shipping_term

    ShippingTerm

    Matching "Shipping Term Code"

    payment_term

    #load_payment_term

    PaymentTerm

    Matching "Payment Term Code"

    account_type

    #load_account_type

    AccountType

    Matching "Chart Of Account Name"

    period

    #load_period

    BudgetPeriod

    Matching "Budget Period Name" for AccountType (above)

    need_by_date

    CSV

    csv_row[:need_by_date]

     

    transmission_method_override

    CSV

    csv_row[:transmission_method_override]

    If provided

    transmission_method_override

    RequisitionLine

    .transmission_method_default_value

    If CSV value (above) is blank

    transmission_emails

    CSV

    csv_row[:transmission_emails]

     

    Additional defaults for quantity-based requisition lines

    Line Attribute

    Source

    Source Attribute

    Conditions

    minimum_order_quantity

    Supplier Item

    minimum_order_quantity

     

    order_increment

    Supplier Item

    order_increment

     

    Defaults for free-form requisition lines

    Line Attribute

    Source

    Source Attribute

    Conditions

    description

    CSV

    csv_row[:non_catalog_item_description]

     

    Item finder errors

    • Supplier Name or Supplier Number cannot find a Supplier
    • 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.
    • The Supplier Item Required? setup key is enabled and no Supplier Item is found.
    • Supplier Item is found and the line type is Order Quantity Line and:
      • Quantity is less than the Minimum Order Quantity
      • Quantity is not a multiple of Order Increment
    • If no details are provided in loader data for "Catalog..." or "Manufacturer...", a "free-form" Requisition Line will be created and Non Catalog Item Description will be copied to the Requisition Line description. No error is returned for a  blank description.
    • Service Type is set to Service (Amt), however, a Quantity is entered.
    • Service Type is set to Service (Qty), however, a Quantity or UOM is not entered (or the UOM Code entered doesn't match one of the UOM Codes configured).
    • Service Type is set to Resource, however, a Quantity is not entered, or a UOM Code is entered,

    Related Items


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