Creating an extended integration for Coupa invoice line items

Sync Oomnitza with Coupa to gain visibility of invoice line-item data.

You can also create an integration that ingests purchase order summary and related line-item data. See Creating an extended integration for Coupa invoices.

Contents

1. Before you start
2. Adding an integration user
3. Adding OAuth credentials
4. Adding the integration
5. Mapping fields
6. Launching the integration

Before you start

You must retrieve the following information from Coupa, to create credentials and add the integration:

You must retrieve the following information from Coupa, to create credentials and add the integration:

• Coupa URL. The URL has the following format: https://<companyname>.coupahost.com.
• Scopes. You enter a space separated list of scopes such as:
  • core.invoice.read  to read invoice header data.
  • core.invoice_line.read to read invoice line item details.
  • core.supplier.read to read supplier and vendor information.
  • core.accounting.read to read accounting and financial data.

Adding an integration user

To easily find the records that are uploaded to Oomnitza, it's best practice to create a dedicated user account for each integration. This will make it easier for you to retrieve the records that are uploaded to Oomnitza from the vendor application. 

Creating integration users 

Adding OAuth credentials

Make life easier and add your credentials to Oomnitza before you create the integration.  

1. In Oomnitza, click Configuration > Security > Credentials.
2. Click Add new credential (+).
3. Search for the integration, and then click the forward arrow > to select the integration.
4. Enter your client credentials and any other additional information.
5. Click Authenticate. You are prompted to log in to authorize your request.
6. Click CREATE.

Adding the integration

1. Click Configuration.
2. On the Integrations: Overview page, click Add new integration . 
3. Enter invoice as the search criteria.
4. Select Invoice Line Items.
5. Add the Invoice Line Items Load.
6. Click Edit integration details .
7. Edit the name of the integration.
8. As Installation type, Cloud is selected.
9. As Integration preferences, Create and Update is selected.
10. Select the integration user that you added.

11. Select the name or names of the integration contacts.  Integration contacts will receive an in-app notification and an email:

    • When the integration fails

    • When the integration fails to complete within 24 hours

    • When the scheduled integration fails to run

12. Enter the base URL to connect to Coupa. 
13. Enter a filter. By default the filter is set to all to retrieve all of the line items. To refine the  data that is synced with Oomnitza, you can add a filter such as updated-at[gt]=2025-01-01&status=approvedto retrieve line items with a status of ordered and that were updated after January 1, 2025.

Learn more about filters ▼

The syntax of the filters is as follows:

Example: updated-at[gt]=2025-01-01&status=ordered

Filter part	Description
updated_at	API field filter
[gt]	Operator, which in this case is 'greater than'. Other operators are: [gt_or_eq] Greater than or equal to [lt] Less than [lt_or_eq] Less than or equal to [not_eq] Not equal to [in] Match a value in a list [contains] Match part of a string
=2025-01-01	Value, which in this case is the date in this format YYYY-M-D
&	Query string separator which is used to add another field filter
status	API field filter
=ordered	In this case, only purchase order line items updated after 1 of January 2025 and with a status of ordered are retrieved

Other status values that you can use in filters

• new
• approved
• disputed
• pending_receipt
• tolerance_hold

Useful links

Coupa operators

Adding credentials

1. Click Edit credential details .
2. Select the credentials that you created.

Scheduling the integration

By default, data is synced once every day. Change the interval or the time so that the data is synced when your system isn't busy.

1. Click Edit .
2. Save your changes.

Mappable fields

You can map the following fields to Oomnitza:

Account Code
Account Name
Billing Notes
Category
Connector Sync Time
Coupa Invoice ID
Coupa Invoice Line ID
Created Date
Currency
Description
Discount Amount
End Date
Exported Flag
Invoice Amount Due
Invoice Date
Invoice Gross Total
Invoice Number
Invoice Status
Invoice Total With Taxes
Line Number
Order Line ID
Order Line Number
Paid Flag
Payment Date
Payment Terms
PO Number
Price
Quantity
Start Date
Status
Supplier Name
Supplier Number
Tax Amount
Tax Rate
Total Amount
Total Tax Amount
Updated Date

Mapping fields

1. Click Edit mappings .
2. Click SMART MAPPING.

Mapping more fields

Drag and drop

You can map additional fields to Oomnitza.

1. Drag and drop the fields onto the Add new Oomnitza field area in the Oomnitza column.
2. Rename the field.
3. Make your changes.
4. Save your changes.

Mapping a field to sync the data

1. In the Coupa column, click the dropdown arrow in a field that has unique values.
2. Select Add new Oomnitza field.
3. Enter a user friendly name.
4. Select the Unique checkbox. 
5. Save your changes.

Next

Select the Sync key checkbox.

Selecting sync keys

You must select at least one field as the sync key field. To ensure that the sync runs successfully, the field must contain unique values such as the serial number of an asset record or the email address of a user record. Records that do not contain a value for the sync key are skipped.   

See Configuring multiple sync keys.

Launching the integration

Your integration is in Draft mode until the required mandatory fields are added. When added, click Launch to activate your integration. 

Next

When the sync is complete, review the data that is collected.

1. Click Configuration.
2. Click Data Model > Objects.
3. Search for invoice.
4. Click Invoice Line Items.
5. Click the number in the Total records cell.

See Adding custom objects to the main menu. Make it easy to navigate to the purchase order line items by adding it as a menu option.
 

Related articles

Creating workflows

Workflows