Integration Schedules and File Names

Coupa's standard integrations run on a periodic basis to determine if any data needs to be integrated.

Integration Schedules

Coupa's standard integrations run on a polling schedule. This means that Coupa will interrogate the target system on a periodic basis to determine if any data needs to be integrated. The frequency of the polling schedule can be controlled per business object.

Schedules - Frequency

Typically, master or reference data is integrated on a Daily basis, while transaction data is integrated on an Hourly basis. You can work with your Coupa (or Partner) integration technical team to determine the appropriate frequency for each business object.

Schedules - Times

It is recommended that data which is synchronized daily should be run during 'non-peak' hours (eg. 4am) to minimize the impact of additional system load produced by the integrations.

Business Object Primary System Synced System Frequency of Integration
Users HR System Coupa Daily
Account Codes Financial System Coupa Daily
Suppliers Financial System Coupa Daily
Requisitions Coupa Financial System Hourly
Purchase Orders Coupa Financial System Hourly
Purchase Order Revisions Coupa Financial System Hourly
Invoices Coupa Financial System Hourly
Invoice Voids/Credit Memos Coupa Financial System Hourly
Invoice Payments Financial System Coupa Hourly
Exchange Rates Financial System Coupa Daily
Budget Line Information Financial System Coupa Daily
Expense Lines Financial System Coupa Hourly

File Names

Depending on the method of integration there may be a requirement for a specific file format. When data is put into a file, we have a specific file format that we encourage customers to use, in order to streamline integrations.

Your implementation manager can provide those formats. In addition to the format of the file, we also have a specific naming convention for any files that are generated from Coupa or that we require from our customers.

Please see the table below for those file names, please note the date time stamp in order to ensure that files do not override each other. The Inbound file naming conventions can be changed by customers as per their own conventions, Coupa has no restrictions on inbound file naming conventions. The outbound files from COUPA will only be sent in the format mentioned below. If it's mandatory to change the file format name, then please document that in the table below.

Business Object File Name To or From COUPA
Users users_<YYYYMMDD_HHMMSSZ>.<file format> To Coupa
Account Codes accounts_<YYYYMMDD_HHMMSSZ>.<file format> To Coupa
Suppliers suppliers_<YYYYMMDD_HHMMSSZ>.<file format> To Coupa

RequisitionHeader_<YYYYMMDD_HHMMSSZ>.<file format>

From Coupa
Purchase Orders OrderHeader_<YYYYMMDD_HHMMSSZ>.<file format> From Coupa
Purchase Order Revisions OrderHeader_<YYYYMMDD_HHMMSSZ>.<file format> From Coupa
Invoices InvoiceHeader_<YYYYMMDD_HHMMSSZ>.<file format> From Coupa
Invoice Payments payments_<YYYYMMDD_HHMMSSZ>.<file format> To Coupa
Exchange Rates fx_rates_<YYYYMMDD_HHMMSSZ>.<file format> To Coupa
Budget Line Information budget_lines_<YYYYMMDD_HHMMSSZ>.<file format> To Coupa
Expenses ExpenseReport_<YYYYMMDD_HHMMSSZ>.<file format> From Coupa
Inventory Transactions or Receipts Inventory_<YYYYMMDD_HHMMSSZ>.<file format> From Coupa

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