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,
