Suppliers Import
The suppliers integration loader uses supplier and site header columns.
Overview
The Supplier Import process reads files from ./Incoming/Suppliers/
in the standard SFTP setup. These files are moved to the archive folder located at ./Incoming/Archive/Suppliers/
before being processed in alphanumeric order.
Not all fields on the supplier object are available through the UI. Use the UI's bulk-loader template to see what fields are available through the UI. If you're unsure about which fields to use for your supplier integration, talk to your Coupa Implementation Manager.
Key Priority
The following are the fields used to look up the supplier record:
- ID
- Supplier Number
- Name
If more than one field is specified, the highest priority field is used.
Validations
ID
is Coupa's unique value for the supplier, so it can't be modified. Use it to update any field. You can also update any field (except ID
) if you use either Supplier Number
or Suppler Name
.
Supplier Name
and Supplier Number
must be unique.
Additionally, if the CSV file contains the same supplier record more than once, and if the supplier numbers differ for both records, Coupa will update the supplier number with the value from the row closest to the end of the file.
Column Name | Description | Req'd | Unique | Type | Allowable Values |
---|---|---|---|---|---|
ID | This is the unique identifier (database ID) Coupa assigns when a new record is created. It can’t be modified, but can be used to update the record. | FALSE | TRUE | integer | any |
Name* | Supplier site Name | TRUE | TRUE | string(100) | any |
Supplier Number | Often used to cross-reference your supplier number from the financial system. *While not required, if you plan to use remit-to address integrations, we recommend that you treat this field as required. | TRUE* | TRUE | string(255) | any |
Display Name | Supplier display name | FALSE | FALSE | string(255) | any |
Account Number | Your account number with the supplier to be printed on the purchase order | FALSE | FALSE | string(255) | any |
DUNS | Your supplier's DUNS number | FALSE | FALSE | string | any |
Invoice Matching Level | Possible values are none, 2-way or 3-way. Only used for invoicing. Required when creating a supplier. Not required when updating a supplier. | TRUE | FALSE | string(255) | 2-way, 3-way, 3-way-direct, none |
PO Method | Possible values are email, cxml, xml, buy_online or prompt. If email, the system will send the PO via email (must fill in the PO email address). If cxml, system will send the PO via XML (must fill in the cXML values). If prompt, the system will hold the PO and wait for you to manually release the order. | FALSE | FALSE | string(255) | cxml, xml, email, prompt, mark_as_sent, buy_online |
PO Change Method | Possible values are email, cxml, xml, buy_online or prompt. If email, the system will send the PO via email (must fill in the PO email address). If cxml, system will send the PO via XML (must fill in the cXML values). If prompt, the system will hold the PO and wait for you to manually release the order. | FALSE | FALSE | string(255) | cxml, xml, email, prompt, mark_as_sent, buy_online |
PO Email | Required if PO method is email. Can contain more than one email address. Place all the addresses within quotes, separated by commas. | FALSE | FALSE | string(255) | Must be valid email format: user@example.com |
Payment Method | Must be "Invoice", "P-Card", "Invoice Only", or "P-Card Only" | TRUE | FALSE | string(255) | invoice, pcard, invoice_only, pcard_only, virtual_card |
Remit-To Requirements | Must be either "Address Only" or "Must include payment information" | FALSE | FALSE | integer | Address Only, Must include payment information |
Tax ID | Your suppliers Tax Identification Number (TIN) | FALSE | TRUE | string(255) | any |
PO cXML URL | Required if PO method is cXML and wasn't previously configured. | TRUE | FALSE | string(255) | any |
PO cXML Domain | Required if PO method is cXML and wasn't previously configured. | TRUE | FALSE | string(255) | any |
PO cXML Identity | Required if PO method is cXML and wasn't previously configured. | TRUE | TRUE | string(255) | any |
PO cXML Supplier Domain | Required if PO method is cXML and wasn't previously configured. | TRUE | FALSE | string(255) | any |
PO cXML Supplier Identity | Required if PO method is cXML and wasn't previously configured. | TRUE | TRUE | string(255) | any |
PO cXML Secret | Required if PO method is cXML and wasn't previously configured. | TRUE | FALSE | string(940) | any |
PO cXML Protocol | Required if PO method is cXML and wasn't previously configured. | TRUE | FALSE | string(255) | any |
cXML Invoicing - Supplier Domain | Required if Allow cXML Invoicing is Yes | TRUE | FALSE | string(255) | any |
cXML Invoicing - Supplier Identity |
Required if Allow cXML Invoicing is Yes. This field is unique across multiple suppliers. See Unique "cXML Invoice Supplier Identity" Required for more info. |
TRUE | TRUE | string(255) | any |
cXML Invoicing - Buyer Domain | Required if Allow cXML Invoicing is Yes | TRUE | FALSE | string(255) | any |
cXML Invoicing - Buyer Identity | Required if Allow cXML Invoicing is Yes | TRUE | TRUE | string(255) | any |
cXML Invoicing Shared Key | Required if Allow cXML Invoicing is Yes | TRUE | FALSE | string(255) | any |
PO cXML HTTP Basic Auth Username | Required If sending PO cXML requires HTTP Basic Auth | TRUE | FALSE | string(255) | any |
PO cXML HTTP Basic Auth Password | Required if sending PO cXML requires HTTP Basic Auth | TRUE | FALSE | string(255) | any |
cXML SSL Version | Blank to use the latest version available (recommended). Set to TLSv1 or SSLv3 to override | TRUE | FALSE | string(255) | any |
Savings (%) | Can be any number. It is used to generate the savings from using this preferred supplier on your purchases | FALSE | FALSE | decimal(8,2) | any |
Website | Supplier Website | FALSE | FALSE | string(255) | any |
Email domain | Default contact email | FALSE | FALSE | string(255) | any |
Default contact email | Email Domain (ex. ibmlabs.com) | FALSE | FALSE | string(255) | any |
Hold invoices for AP review | Prevent invoices from this supplier from being approved before AP reviews them. | FALSE | FALSE | boolean | |
Buyer Hold | Possible values are Yes or No. If yes, then the buyer will need to review the PO before issuing. If no, the system will automatically send the PO via the preferred PO transmission method. | FALSE | FALSE | boolean | Yes/No |
Default Locale | Will accept any valid locale short code i.e. en, en-GB, fr, fr-CA, etc. | FALSE | FALSE | string(255) | |
Allow cXML Invoicing | Possible values are Yes or No. If yes, then supplier will be able to send cXML invoices. | FALSE | FALSE | boolean | Yes/No |
On Hold | Possible values are Yes or No. If yes, then the supplier is on hold and POs can not be transmitted to this supplier. | FALSE | FALSE | boolean | Yes/No |
Always Route Invoices From This Supplier For Approval | Possible values are Yes or No. If yes, then invoices will all be sent thru approvals, regardless of total amount. | FALSE | FALSE | boolean | Yes/No |
Allow Invoicing From CSN |
Possible values are Yes or No. If yes, then the supplier can create invoices against their POs or Contracts in CSP. Note
If you enabled the CSP, this field is TRUE by default. |
FALSE | FALSE | boolean | Yes/No |
Allow Invoicing Choose Billing Account From CSN | Possible values are Yes or No. If yes, then the supplier can choose the billing account for invoices in CSN. | FALSE | FALSE | boolean | Yes/No |
Disable Cert Verify | Disable SSL Certificate Checking | FALSE | FALSE | boolean | Yes/No |
Create Invoices with No Backing Document | Possible values are Yes or No. If yes, then the supplier can create invoices without a backing PO or Contract in CSN. | FALSE | FALSE | boolean | Yes/No |
Allow Non-Backed Lines on PO Invoices | Possible values are Yes or No. If yes, then the supplier can create invoices lines without a backing PO or Contract on the supplier portal. | FALSE | FALSE | boolean | Yes/No |
Allow Invoicing No Backing Doc From CSN | Possible values are Yes or No. If yes, then the supplier can create invoices without a backing PO or Contract in CSN. | FALSE | FALSE | boolean | Yes/No |
Online Store URL | Online Store URL | FALSE | FALSE | string(255) | any |
Online Store Login | Online Store Login | FALSE | FALSE | string(255) | any |
Online Store Password | Online Store Password | FALSE | FALSE | string(255) | any |
Primary Contact Email |
Your supplier contact's email. A primary contact can only have one email address. Note
If you include multiple email addresses, you will need to delete one from the primary contact in Coupa before you can edit and save the Supplier record. |
FALSE | FALSE | string(255) | any |
Primary Contact Phone Work | Your supplier contact's work phone number | FALSE | FALSE | string(255) | US numbers should be in the format xxx yyy zzzz eeee, where 'eeee' represents an optional extension. Non-US numbers must be prefaced by a + sign and the country code. +aa xxx yyy zzzz eeee |
Primary Contact Phone Mobile | Your supplier contact's mobile phone number | FALSE | FALSE | string(255) | US numbers should be in the format xxx yyy zzzz. Non-US numbers must be prefaced by a + sign and the country code. +aa xxx yyy zzzz |
Primary Contact Phone Fax | Your supplier contact's fax phone number | FALSE | FALSE | string(255) | US numbers should be in the format xxx yyy zzzz. Non-US numbers must be prefaced by a + sign and the country code. +aa xxx yyy zzzz |
Primary Contact Name Given | Your supplier contact's Name Given | FALSE | FALSE | string(255) | any |
Primary Contact Name Family | Your supplier contact's Name Family | FALSE | FALSE | string(255) | any |
Primary Address Street1 | Your supplier's Address Street Line 1 | FALSE | FALSE | string(255) | any |
Primary Address Street2 | Your supplier's Address Street Line 2 | FALSE | FALSE | string(255) | any |
Primary Address Street3 | Your supplier's Address Street Line 3 | FALSE | FALSE | any | |
Primary Address Street4 | Your supplier's Address Street Line 4 | FALSE | FALSE | any | |
Primary Address City | Your supplier's Address City | FALSE | FALSE | string(255) | any |
Primary Address State | Your supplier's Address State | FALSE | FALSE | string(255) | any |
Primary Address Postal Code | Your supplier's Address Postal Code | FALSE | FALSE | string(255) | any |
Primary Address Country Code | Your supplier's Address Country Code | FALSE | FALSE | string(4) | Any ISO 3166-1 two letter country code |
Primary Address Vat Number | Your supplier's Address Vat registration number | FALSE | FALSE | string(255) | any |
Primary Address Vat Country Code | Your supplier's 2-digit country code | FALSE | FALSE | string(4) | Any ISO 3166-1 two letter country code |
Primary Address Local Tax Number | Your supplier's Address local tax number | FALSE | FALSE | string(255) | any |
Content Groups | The content groups for the supplier (for security). | FALSE | FALSE | string(100) | A semi-colon (;) separated list of Content Groups. Multiple Content Groups can be entered. |
Status | Possible values are active, inactive, onboarding or draft. | FALSE | FALSE | string(255) | active, inactive, draft, onboarding |
Parent Company | Supplier Parent Company | FALSE | FALSE | string(255) | any |
Commodity | Must match the commodity name exactly. | FALSE | FALSE | string(255) | Must already exist in Coupa. |
Tax Code | If filled in, must match one of your Tax Codes | FALSE | FALSE | string(255) | any |
Restricted account types | Chart of Accounts that supplier is restricted to select billing for. This column is only applicable if the supplier is on CSN. It can't be used for restricting suppliers to a CoA. | FALSE | FALSE | string(50) | any |
Invoice Emails | Registered email addresses allowed to send invoices via email to invoices@{{yourhost}}.coupahost.com . | FALSE | FALSE | string(255) | any |
Account Types | Chart of Accounts for supplier | FALSE | FALSE | ||
Payment Terms |
If filled in, must match one of your Payment Terms |
FALSE | FALSE | string(255) | any |
Shipping Terms | If filled in, must match one of your Shipping Terms | FALSE | FALSE | string(255) | any |
Enterprise Code | Must match the enterprise code exactly. | FALSE | FALSE | string(6) | any |
Allow CSP Access without Two Factor | Allows supplier to access Customer's data from CSP without Two Factor | FALSE | FALSE | boolean | Yes/No |
Request Change Requests | Allow supplier to initiate an Order change requests | FALSE | FALSE | integer | any |
Enable for Early Payments | Enable supplier for Dynamic Discounting | FALSE | FALSE | boolean | Yes/No |
Early Payment Programs | Dynamic Discounting Settings to be whitelisted for the supplier | FALSE | FALSE | string | any |
Supply Chain Finance Configurations | Supply Chain Finance Configurations to be whitelisted for the supplier | FALSE | FALSE | string | any |
Send Email Added Notification | Send Email Added Notification | FALSE | FALSE | any | |
Only pay financed invoices via Coupa Pay | Only financed invoice will be paid via Coupa Pay, others via ERP | FALSE | FALSE | boolean | any |
Enable for Dynamic Discounting | Enable for Dynamic Discounting | FALSE | FALSE | any | |
Parent Business Entity Name | Business Entity Name | FALSE | FALSE | any | |
Preferred Commodities | Preferred Commodities | FALSE | FALSE | Commodities must be separated with a semicolon (;), not a comma | |
Tags | Tags | FALSE | FALSE | any | |
One Time Supplier | Is this a One Time Supplier? | FALSE | FALSE | boolean | any |
Scope Three Emissions | Do you track Scope Three Emissions? | FALSE | FALSE | boolean | any |
Last Invited Email | Last invited email | FALSE | FALSE | any | |
Last Invited At | Last invited at | FALSE | FALSE | any | |
Last Reminded At | Last reminded at | FALSE | FALSE | any | |
Proxy ID | Proxy ID | FALSE | FALSE | any | |
Do Not Offer Static Discounting | FALSE | FALSE | boolean | ||
Create Credit Notes without Backing Invoice | Create Credit Notes without Backing Invoice | FALSE | FALSE | boolean |