Configuring Tungsten AP Essentials for use with Coupa

Extraction settings

You must edit the extraction settings for each document type you use and make sure the required Tungsten AP Essentials fields are specified for the corresponding fields in Coupa. If a document type you use lacks a required field, you must add a custom field using the field type name specified in the tables below. Likewise, the Coupa system must use the required fields specified in the tables below.

Tungsten AP Essentials field type name

Coupa field

Note

Header fields

SupplierName

Supplier record of the same name

Required.

You do not need to specify a supplier name field in the document type. The supplier name is taken from master data.

InvoiceNumber

Invoice number

Required.

InvoiceDate

Invoice Date

Invoice due date

The due date is calculated in Coupa based on the net payment terms.

InvoiceCurrency

Currency

OriginalInvoiceNumber

Original Invoice Number

OriginalInvoiceNumber and OriginalInvoiceDate are custom fields that you must add to the document type, if you want to process credit notes. When adding OriginalInvoiceDate, make sure you set the Type to Date.

If you do not add the OriginalInvoiceNumber and OriginalInvoiceDate fields to the document type and an invoice is marked as a credit note, the fields are mapped as noted below:

Tungsten AP Essentials field	Coupa field
InvoiceNumber + "_credit"	Invoice number
InvoiceNumber	Original Invoice Number
InvoiceDate	Original Invoice Date

OriginalInvoiceDate

Original Invoice Date

Requester

Requester is an optional custom field that you can add to the document type. You can use the Lookup names setting to import invoice requesters from Coupa as master data. Then you can connect the Requester field to the master data to provide autocomplete functionality in Tungsten AP Essentials.

InvoiceTaxRate1, InvoiceTaxRate2, InvoiceTaxRate3 etc.

Tax Rate (Summary)

InvoiceTaxAmount1, InvoiceTaxAmount2, InvoiceTaxAmount3 etc.

Tax Amount (Summary)

InvoiceTotalVatExcludedAmount

Subtotal amount

InvoiceTotalVatAmount

Invoice tax value

DeliveryCost

Shipping amount

ContractNumber

Contract field (line items)

ChartOfAccount

Chart of accounts

If this field is empty, or does not exist, the value is copied from the Default chart of accounts setting.

BillingAccount

If LIT_BillingAccount is empty in the line-item table, the billing account is taken from this field. If this field is empty, or does not exist, the value is copied from the Default billing account setting.

InvoiceOrderNumber

If LIT_OrderNumber is empty in the line-item table, PO numbers are copied from this field.

Line-item fields

LIT_RowIdentifier

Purchase order line number

LIT_ArticleName

Line description

Required.

LIT_DeliveredQuantity

Quantity

Required for lines whose Type is set to Qty in Coupa.

For header-only invoices, an empty value is submitted.

LIT_UnitPriceAmount

Unit price

Required for lines whose Type is set to Qty in Coupa.

For header-only invoices, an empty value is submitted.

LIT_DeliveredQuantityUnitCode

unit of measure

Required for lines whose Type is set to Qty in Coupa.

LIT_VatExcludedAmount

Subtotal amount

Required for lines whose Type is set to Amt in Coupa.

LIT_VATRate1, LIT_VATRate2, LIT_VATRate3 etc.

Tax Rate (line item)

If multiple tax rates are found on the invoice, they are mapped to separate tax lines in Coupa.

LIT_VATAmount1, LIT_VATAmount2, LIT_VATAmount3 etc.

Tax Amount (line item)

If multiple tax amounts are found on the invoice, they are mapped to separate tax lines in Coupa.

LIT_BillingAccount

Billing account

LIT_OrderNumber

Purchase order number

Target system settings

Adjust the target system settings in Tungsten AP Essentials.

In Admin Center, navigate to the Target system view and click EDIT.
Select Coupa and click Configuration.
Specify the settings in the view that appears.

If you use the Purchase order service, you must specify a Coupa API filter.
Click TEST to test the connection settings.

Make corrections if necessary.
Click OK to confirm your settings and return to the Target system view.
Click SAVE.

Enforcing line level taxation

In Coupa, you can disable tax fields on the header level using the Enforce line level taxation setting. If you use the Enforce line level taxation setting in Coupa, you should also select Enforce line level taxation in the target system settings in Tungsten AP Essentials. You can also select Calculate missing tax rates to ensure any missing rates are calculated inserted in the line-item table.

This table depicts various outcomes of enforcing line level taxation:

Invoice field layout	Taxes	Result in Coupa
Header fields only	Single or multiple tax rates and tax amounts are specified in header fields on the invoice.	An invoice with one line item containing the tax information is exported to Coupa.
Header fields and one line item	Single or multiple tax rates and tax amounts are specified in header fields on the invoice.	Tax information from the header is used to set the tax amounts in the line item.
Header fields and multiple line items	Tax information is specified in header fields and line items on the invoice.	Tax information from the header is ignored, and the tax information in the line items is lines exported as is.
	A single tax rate is specified in the invoice header.	Tax information from the header is used to set the tax amounts in each line item.
	A single tax amount is specified in the invoice header.	An extra line item is created with the tax amount, but no price. The line-item description is set to "Automatic tax line". If Calculate missing tax rates is enabled, the tax amount from the header and the calculated tax rate is set on each line item.
	A single tax rate and tax amount is specified in the invoice header.	The tax rate is set in every line item. An extra line item is created with the tax amount, but no price. The line-item description is set to "Automatic tax line". If Calculate missing tax rates is enabled, the tax amount is calculated on each line item. If tax rate is missing in the invoice header, but the tax amount and net amount are specified, the tax rate is also calculated.
	Multiple taxes are specified in the invoice header.	An extra line item is created with the tax amount, but no price. The line-item description is set to "Automatic tax line". If Calculate missing tax rates is enabled, the tax amount is calculated on each line item. If tax rate is missing in the invoice header, but the tax amount and net amount are specified, the tax rate is also calculated.

Master data

Tungsten AP Essentials automatically imports master data from Coupa and uses the data to suggest and validate field values during verification.

This table shows the correlation between Tungsten AP Essentials master data and Coupa data.

Tungsten AP Essentials field (type name)	Coupa field
Supplier master data
Name	name name + display-name (optional)
SupplierNumber	number
Street	primary-address.street1
PostalCode	primary-address.postal_code
City	primary-address.city
CountryName	primary-address.Country.Nam
PaymentTerm	payment_term.code
State	primary-address.state
Blocked	Always set to false. Only active suppliers are imported.
TaxRegistrationNumber	taxid
Supplier bank master data
BankName	name
SupplierNumber	supplier.number
AccountNumber	remit-to-code
Currency master data
Code	code
Name	code
Contract master data
Name	supplier.number - name Example: 123456 - ACME Inc
Value	number
Description	name
Active	Always set to true. Only published contracts from active suppliers are imported.
Units of measure master data
Name	name
Value	code
Purchase order master data
OrderNumber	po-number
SupplierNumber	supplier.number
SupplierName	supplier.name or supplier.displayname
CurrencyCode	The currency code from the first order line is used.
DateCreated	The current date is used.
ContactName	requisition-header.requested-by.email or ship_to_user.email
StatusText	status
Description	n/a

Master data for lookups

In Coupa, "lookups" are similar to field suggestions (autocomplete) in Tungsten AP Essentials. They are used for fields in Coupa that require users to choose from a list of options. A lookup consists of a lookup name and a number of options, each called a lookup value.

Lookup values are grouped into named sets. Each named set that you specify (comma separated) in the Lookup names setting is imported as master data with the same name. You can connect fields to master data to provide autocomplete functionality in Tungsten AP Essentials. In this manner, you can utilize Coupa lookups while processing documents in Tungsten AP Essentials.

When importing master data for lookups, the field mappings differ depending on whether the lookup is for the Requester field or general fields.

Lookup values master data: Requester field
Tungsten AP Essentials field (type name)	Coupa field
Name	External Ref Code
Value	Name
Description	Description
Active	Active

Lookup values master data: General fields
Tungsten AP Essentials field (type name)	Coupa field
Name	Name
Value	External Ref Num
Description	Description
Active	Active

Specifying a default chart of accounts and default billing account template

Normally, you specify a default chart of accounts and default billing account in their respective settings in the Target system view . Then, if the chart of accounts field or billing account field is empty or does not exist on an invoice during verification, the default values are used automatically. There may be cases, however, when you want to use different accounts on the buyer level. In this case, you can click Buyer-specific settings and use the view that appears to specify default values for individual buyers. Specifying buyer-specific settings is optional, and you do not have to specify default values for all buyers.

When Tungsten AP Essentials determines the chart of accounts and billing account values, field values entered during verification take the highest precedence. If the fields are missing or empty, Tungsten AP Essentials uses the default values specified on the buyer level. If nothing is specified on the buyer level, Tungsten AP Essentials uses the default values specified in the target system settings. In other words, the order of precedence is: verified field values, default buyer settings, default target system settings.

Using data templates to specify remit-to addresses

Suppliers in Coupa can be associated with multiple remit-to addresses. You can save time by having users specify the remit-to address while verifying invoices in Tungsten AP Essentials, rather than adjusting it later in Coupa. Tungsten AP Essentials lets you accomplish this using a data template in combination with a custom field. During verification, a user can specify an account number, for example, in the custom field which is then mapped to a remit-to address in Coupa. Behind the scenes, Tungsten AP Essentials maps the custom field to the ID reference of an InvoicePartner with remitTo role in Coupa's cXML (InvoicePartner\IdReference).

Note: In Coupa, you must map the Coupa supplier portal remit-to address with the supplier master data remit-to address. You only need to do this once for each supplier. Invoices that are processed without mapping the remit-to address are placed in a booking hold until you perform the mapping in Coupa.

To set up the custom field and data template in Tungsten AP Essentials:

Add a custom field to the document type.

For demonstration purposes, specify "CoupaIDReference" as the Type name of the field.
Specify a data template in the Remit-to code template setting.

Continuing with the example above, specify "%CoupaIDReference%" in the Remit-to code template setting. After you save your settings, you are ready to specify remit-to addresses during verification.

When a user verifies an invoice in Tungsten AP Essentials, the value from the CoupaIDReference field is used to designate the appropriate remit-to address in Coupa.

Note: You can use a data template to specify whatever value you need to match the ID reference in Coupa. For example, if your document type already captures a field that corresponds to the ID reference in Coupa, you can specify the existing field, instead of creating a new custom field.
Optionally select the Use default remit-to code setting if all, or most, of your suppliers only have one remit-to address.

When Use default remit-to code is selected, if you do not specify a remit-to code during invoice verification, and there is only one remit-to code for the current supplier, that remit-to code is used when the invoice is sent to Coupa.

Troubleshooting

If you encounter problems with delta synchronization of master data, try disabling delta synchronization in the target system settings. After synchronization is complete, you can enable delta synchronization again.
In Coupa, make sure all of the suppliers have supplier numbers. Also, make sure cXML invoicing is enabled for each supplier.
If you receive audit trail messages about problems with delta synchronization on purchase orders, enable Filtered synchronization to exclude suppliers and purchase orders that are meant to be integrated with Tungsten AP Essentials.
When invoices are posted to Coupa, the supplier number is validated and checked for uniqueness. If two suppliers are identical, they are counted as one supplier.