Coupa to Oracle Integration Points

Purchase Orders and Purchase Order Revisions

Typically Purchase Orders are integrated from Coupa to Oracle when you are using Coupa for “Procure to Order” and invoicing is done in Oracle. Depending on your needs, you can use any of our three integration options to integrate Purchase Orders from Coupa to Oracle.

Integration Options

• Coupa Standard Flat Files
• Coupa API

With PO revisions it is important to understand that you may get PO line cancelations, new PO lines and edits/updates to existing PO lines at the same time or with the same revision.

Coupa can be configured to start with a Purchase Order number that matches a valid number range in Oracle (490000000 for example) which allows the Coupa PO ID and the Oracle PO Number to be identical. This significantly simplifies the integration of change orders, receipts, and invoices.

Invoices (OK to Pay)

The majority of Coupa customers do their invoice processing in Coupa. The drivers for this decision are:

• Automation with supplier systems: Coupa receives invoices from suppliers using cXML, Coupa Supplier Portal, etc. that results in savings related to their payables management costs.
• Automation with 3rd-party scanning/invoicing solutions
• Import Options: robust approval routing, hold/review, scanned image import options for PO-backed and non-PO backed invoices.
• Compliance: by facilitating 2-way and 3-way matching of the invoices in Coupa for PO backed invoices.
• Visibility: of the invoices to end users with data security control, together with access to invoice/payment information to suppliers through the Coupa Supplier Network (CSN) (thereby eliminating many inquiries to the Payables team).

After the invoices are approved, Coupa exports the approved invoices to sFTP/API for Oracle to consume.

Integration Options

• Coupa Standard Flat Files
• Coupa API

Regardless of the approach, the data will be processed by the Payables Open Interface and will require you to manage the output from this program, as exceptions happen. During the implementation phase and through the stabilization period, Coupa will work with you to manage these exceptions and put a process in place to self-manage these going forward.

Integration Considerations

Generally, our customers interface approved invoices that are ready for payment processing in Oracle.

Purging Interface Data

If you use the option to interface data to the open interface tables and you intentionally or accidentally purge any interface data, you will need to build a process into your integration design to re-export those invoices from Coupa. The reason for this is that once middleware interfaces the data either via flat file, Coupa turns on the Exported flag on the invoices so they don't get included in the subsequent job runs to avoid duplicate records from being created.

Interface Processing Feedback from Oracle to Coupa

Based on your requirements, you may choose to build a mechanism so that should the invoice import fail in Oracle (for any setup or any other valid reasons), you can choose to build a feedback integration into Oracle, marking the record as "Not Exported". This is advantageous as it enables you to fix any functional/setup problems in Oracle and have the built-in process re-export the invoices in the next data extract. You can also setup custom fields in Coupa and update the custom fields with specific failure messages from the Oracle Open Interface output.

Managing Voids and Other Interim Statuses

Based on your requirements, if you need to interface such updates from Coupa to Oracle, there will be a greater effort to build and stabilize the integration.

Alerts

For customers with a large volume of transactions, you will need to consider and build a robust process to manage any possible exceptions when transactions fail, for functional reasons rather than technical errors.

Receipts

Typically receipts are integrated from Coupa to Oracle when using Coupa for “Procure to Order” and invoicing is done in Oracle. Receipts along with Purchase Orders are sent to Oracle so that 3-way matching on the invoice can happen in Oracle.

Integration Options

• Coupa Standard Flat Files
• Coupa API