Coupa: Data templates

You can configure the Coupa target system service to map fields and other data from Tungsten AP Essentials to Coupa.

This topic refers to an older version of the Coupa integration will eventually be phased out in favor of the latest integration, the Coupa AP integration.

By default, Tungsten AP Essentials can map fields to these Coupa fields. If your solution has custom fields, however, you can use data templates to map fields and other data from Tungsten AP Essentials to Coupa.

You can specify data templates in the Custom field mapping and Remit-to code template settings.

You specify custom field values using the format, CoupaCustomField="value", where CoupaCustomField is the target field Coupa, and value is any possible value defined later in this topic. Use a semicolon to separate multiple field specifications. For your convenience, you can click TEST, which among other things, makes sure the fields you specify exist in Coupa.

Currently, you can only map header fields in Tungsten AP Essentials to custom fields in Coupa. Three types of custom fields are supported in Coupa: text, number and date. When mapping to custom fields in Coupa, make sure the field type in Tungsten AP Essentials matches the correct type in Coupa. For example, if the Tungsten AP Essentials field has the type, Amount, the corresponding Coupa field must have the type, number. If the field types do not match, the custom field the data will not be transferred, however, the invoice will still be sent to Coupa without causing an error.

Example

Suppose you type the following in the Custom field mapping setting:

CUSTOMFIELDAPPROVER="%@user60%";CUSTOMFIELDAPPROVALDATE="%@date60%";CUSTOMFIELDLINK="%#Permalink%"

In this example:

CUSTOMFIELDAPPROVER is set to a history variable that refers to the name of the user who checked the invoice.
CUSTOMFIELDAPPROVALDATE is set to a history variable that refers to the date and time when the invoice was verified.
CUSTOMFIELDLINK is set a system variable that refers to the permanent image link (URL) in Tungsten AP Essentials storage.

A value can consist of multiple constants and variables, for example:

field="Invoice %InvoiceNumber% was approved by %@user60%"

You specify the data templates using plain-text constants and variables enclosed in percent marks.

Constants - fixed values that you specify as text.
Variables - dynamic values that are determined by invoice data or system data. Variables are enclosed in percent characters (%).

To specify a variable for an invoice field, enclose the Type name of the field in percent characters (%).

A variable can also be preceded by:

# - to indicate that it is a system variable.
@ - to indicate that it is a history variable.
$ - to indicate that it is a meta-data variable.

Example

Customer: $WebEye.CustomerID Document created: %@date0{yyyy-MM-dd}% Buyer: %#buyer.Name%

System variables

You can specify system variables to obtain the values of system variables in Tungsten AP Essentials.

#Appendices
#CreditInvoice
#BatchPrefix
#buyer.Type
#buyer.Name
#buyer.Id
#buyer.ExternalId
#buyer.Description
#buyer.TaxRegistrationNumber
#buyer.OrganizationNumber
#buyer.Street
#buyer.PostalCode
#buyer.City
#buyer.CountryName
#buyer.PaymentTerm
#buyer.PaymentMethod
#buyer.CurrencyCode
#buyer.BankAccounts
#Currency
#DateTime
#Description
#DocumentTypeSystemName
#ImageFile2
#NumberOfPagesFrontAndBack
#NumberOfInvoicePages
#NumberOfInvoicePagesFrontAndBack
#NumberOfAppendixPages
#NumberOfAppendixPagesFrontAndBack
#Pages
#Permalink
#ProfileName
#EndorserNumber
#Supplier
#Supplier.Description
#supplier.Type
#supplier.Name
#supplier.Id
#supplier.ExternalId
#supplier.TaxRegistrationNumber
#supplier.OrganizationNumber
#supplier.Street
#supplier.PostalCode
#supplier.City
#supplier.CountryName
#supplier.PaymentTerm
#supplier.PaymentMethod
#supplier.CurrencyCode
#supplier.BankAccounts

History variables

You can specify history variables to obtain the user or the date and time of a specific process. You construct a history variable using one of these formats:

@UserX
@DateX

...where User specifies that you want the user associated with the process, Date specifies that you want the date the process occurred and X specifies the numerical code of the process you want to return. For example, %@Date0% returns the date a document was created. %@User0% returns the user name that created the document.

The default date format returned by the date variable is YYY-MM-ddTHH:mm:ss.FFFFFFFZ. For example: 2021-02-28T14:46:21.1265774Z.

Process status	Numerical code
DocumentCreated	0
DocumentExtractionInProgress	30
DocumentExtractionSucceeded	40
DocumentPendingManualVerification	45
DocumentPendingCorrection	46
DocumentCorrectionFlowStarting	47
DocumentCorrectionFlowInProgress	48
DocumentCorrectionFlowDone	49
DocumentRejectedDuringVerification	50
DocumentRequestForInformationDuringVerification	55
DocumentManuallyVerified	60
DocumentPendingRegistration	61
DocumentRegistrationInProgress	62
DocumentRegistrationSucceeded	63
DocumentRegistrationFailed	64
DocumentPendingApproval	65
DocumentApprovalStarting	79
DocumentApprovalInProgress	66
DocumentApproved	67
DocumentApprovalSucceeded	68
DocumentApprovalRejected	69
DocumentRequestForInformation	70
DocumentPendingAllocation	71
DocumentPendingPost	74
DocumentPostInProgress	75
DocumentPostSucceeded	76
DocumentPostFailed	77
DocumentAssignedToUser	78
DocumentPendingBatchRegistration	80
DocumentPendingBatchPost	81
DocumentValidationFailed	82
DocumentPendingExport	90
DocumentExportPostponed	91
DocumentExportInProgress	95
DocumentExportFailed	99
DocumentExportSucceeded	100
DocumentSentToStorage	200
DocumentCommentAdded	201
LineItemExtractionUsed	202
DocumentFailed	900
DocumentDeleted	1000

Custom date formats

The default date format returned by the date variable is YYY-MM-ddTHH:mm:ss.FFFFFFFZ. For example: 2021-02-28T14:46:21.1265774Z.

If you use the Oracle Financials Cloud integration or the SAP S/4HANA Cloud ES integration, you can control the format of the date variable using standard date and time formats as well as custom formats. You specify the format of your choice by enclosing it in braces after the date variable, like this:

%@date0{yyyy-MM-dd}%

The date variable above would return for example, 2021-02-28.

Additional parameters for history variables

If a history variable has multiple records associated with it, you can append history variables with additional parameters to specify whether you want the first record, last record, or all records. For example, if a document is approved by multiple users, the history variable returns the last approver by default. However, by specifying an additional parameter, you can get the first approver instead. These parameters are available:

First — Returns the first record in the selected history.
Last — Returns the last record in the selected history. This parameter is used by default if no parameter is specified.
All — Returns all of the records in the selected history as a semicolon-separated text sting. When using this parameter, not all all target systems accept the default date format, so make sure you know what format your target system expects.

To use a parameter, append the history variable with a dot followed by the parameter. For example, to obtain the first approver:

%@User67.First%

When using additional parameters in combination with custom date history variables, specify the parameter first:

%@Date67.First{yyyy-MM-dd}%

Meta-data variables

You can specify these variables to obtain additional meta data from Tungsten AP Essentials that is not available in the variables above:

$WebEye.CustomerID
$WebEye.BatchID
$WebEye.OutputImageFormat
$WebEye.DocumentID
$ExternalId
$UploaderUserName
$OriginalFileName
$BatchTrackId
$ReceiveTime
$DocumentId
$VerifierUserName