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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.

Note

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.

Note

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 Orders	Allow supplier to initiate an Order change requests	FALSE	FALSE	boolean	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
Dynamic Discounting Settings	Dynamic Discounting Settings	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
Allow supplier to propose item substitute on Order Confirmations	Allow supplier to propose item substitute on Order Confirmations	FALSE	FALSE	boolean