Coupa AP: Data templates

You can configure the Coupa target system service to map fields from Kofax AP Essentials to Coupa.

This topic refers to the Coupa AP integration, which is the most current version of the Coupa integration and uses the latest version of the Coupa API.

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

You can specify data templates for header and line-item fields in the Custom field mapping and Custom line-item field mapping settings, remit-to codes in the Remit-to code template settings, and requesters in the User mapping settings. See target system 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.

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 Kofax AP Essentials matches the correct type in Coupa. For example, if the Kofax 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.

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 document data or system data. Variables are enclosed in percent characters (%).

To specify a variable for a document 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.

Examples

A value in a data template can consist of multiple plain-text constants, field variables, system variables, and history variables. For example, suppose you type the following in the Custom field mapping setting:

CoupaCustomField="Invoice %InvoiceNumber% is due by %InvoiceDueDate%"

In this example, the value of the Coupa field could be, for example, "Invoice 0000558 is due by 2023-12-31".

Consider the following example which utilizes history variables and system variables:

CUSTOMFIELDAPPROVER="%@user9%";CUSTOMFIELDAPPROVALDATE="%@date9%";CUSTOMFIELDLINK="%#Permalink%"

In this example:

CUSTOMFIELDAPPROVER is set to a history variable that refers to the name of the user who verified 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 Kofax AP Essentials storage.

Variables

The Coupa AP integration supports system variables and history variables.

System variables

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

#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
#DocumentTypeSystemName
#Permalink
#ProfileName
#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	1
DocumentExtractionSucceeded	2
DocumentPendingManualVerification	3
DocumentPendingCorrection	4
DocumentCorrectionFlowStarting	5
DocumentCorrectionFlowInProgress	6
DocumentCorrectionFlowDone	7
DocumentRejectedDuringVerification	8
DocumentManuallyVerified	9
DocumentPendingRegistration	10
DocumentRegistrationInProgress	11
DocumentRegistrationSucceeded	12
DocumentRegistrationFailed	13
DocumentPendingApproval	14
DocumentApprovalInProgress	15
DocumentApproved	16
DocumentApprovalSucceeded	17
DocumentApprovalRejected	18
DocumentRequestForInformation	19
DocumentPendingAllocation	20
DocumentPendingPost	21
DocumentPostInProgress	22
DocumentPostSucceeded	23
DocumentPostFailed	24
DocumentAssignedToUser	25
DocumentApprovalStarting	26
DocumentPendingExport	27
DocumentExportPostponed	28
DocumentExportInProgress	29
DocumentExportFailed	30
DocumentExportSucceeded	31
DocumentSentToStorage	32
DocumentFailed	33
DocumentDeleted	34
DocumentCommentAdded	35
LineItemExtractionUsed	36
DocumentRequestForInformationDuringVerification	37
DocumentPendingBatchRegistration	38
DocumentPendingBatchPost	39
DocumentValidationFailed	40
DocumentCodingLinesUpdated	41

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.

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 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:

%@User16.First%

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

%@Date9.First{yyyy-MM-dd}%