Overview
This reference reproduces the Auditoria AP business objects data mapping template for Coupa, one section per workbook sheet. Each table lists the Auditoria field name, field type, description, and the corresponding source-of-record field. Cells that are blank in the template are kept blank.
Note: Standard fields are mandatory. Extended fields are optional and are defined during implementation.
Vendor
A vendor (supplier) is a company or person your organization buys goods or services from. The vendor record holds the master data used to identify and pay that supplier, such as name, identifiers, tax details, address, and contacts.
Table 1. Vendor
| Auditoria Vendor Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Field Name |
|---|---|---|---|
| Vendor Name | Standard | Supplier's Business Name | name |
| ID | Standard | The unique ID of the Supplier record in the SOR | id |
| Classification | Standard | Supplier's category from the SOR (Optional) | |
| Status (Active/Inactive) | Standard | Is the Supplier marked as active in SOR? Yes/No | status |
| Tags | Standard | NOT MAPPED TO AN SOR FIELD | |
| Entity | Standard | This is the list of entities that the Vendor belongs to in the SOR | enterprise |
| Standard | Primary email for Supplier | primary-contact.email | |
| Tax ID | Standard | Business tax ID | tax-id |
| Address | Standard | Mailing address of the Supplier | primary-address |
| Contacts | Standard | List of Contacts for Vendor - contacts we do business with | contacts |
| Business Name | Standard | Another name that the Supplier is doing business as and is in the ERP or W9 | name |
| Tax ID Type (EIN/SSN) | Standard | EIN vs SSN | tax-type |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Bill
A bill (vendor invoice) is the document a vendor sends to request payment for goods or services. The bill record holds the invoice header data, including amounts, currency, dates, status, and payment terms.
Table 2. Bill
| Auditoria Vendor Bill Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Field Name |
|---|---|---|---|
| Vendor Bill Internal ID | Standard | The unique ID of the supplier bill record in the SOR | id |
| Vendor Bill Ext ID | Standard | The supplier's bill ID, as shown on the original bill received from the respective supplier. | invoice-number |
| Due Date | Standard | The due date of the supplier bill | net-due-date |
| Foreign Currency | Standard | Currency of the bill | currency |
| Total Amount | Standard | NOT MAPPED TO AN SOR FIELD. This is the Converted Total in the Book Currency. It's computed by Auditoria (see column D). | exchange-rate,gross-total |
| Total Tax | Standard | This is the Total Tax amount | tax-amount |
| Amount Remaining | Standard | NOT MAPPED TO AN SOR FIELD This is the Total Amount Less Amount Paid in book currency. This field is calculated by Auditoria. It's computed by Auditoria (see column D). | amount-due, exchange-rate |
| Foreign Amount Paid | Standard | This is the amount paid in the Bill Currency | gross-total, amount-due |
| Vendor Name | Standard | DO NOT MAP. DERIVED FROM BILL-VENDOR RELATIONSHIP. Vendor's name for the bill | |
| Status (Draft/Open/Partially Paid/Paid/Cancelled) | Standard | Invoice status in the ERP. ERP statuses should be mapped to the Auditoria statuses (see column A). | status |
| Age | Standard | NOT MAPPED TO AN SOR FIELD This is the age of the bill calculated by Auditoira. | |
| Exchange Rate | Standard | FX rate to convert from bill currency to book currency | exchange-rate |
| Total Discount Applied | Standard | This is the amount of any Discount Applied. | discount-amount |
| Invoice Received Date | Standard | The Date the email with the vendor bill was received. | This is a custom field in Coupa. |
| Payment Terms | Standard | These are the payment terms for a bill. | payment-term |
| Foreign Amount Remaining | Standard | This is the Foreign Total less the Foreign Amount Paid in the bill currency. | amount-due |
| Entity | Standard | This is the entity for the bill. This field is usually called "Enterprise" in ERP. | supplier.enterprise |
| Date | Standard | The date of the supplier bill | invoice-date |
| Currency | Standard | This is the Book Currency for the entity of the bill. | currency |
| Bill To Address | Standard | NOT MAPPED TO AN SOR FIELD This field is extracted from the bill and used to assign entity and/or vendor when needed. | |
| Net Amount | Standard | This is the amount of the bill net of taxes | gross-total, tax-amount |
| Amount Paid | Standard | NOT MAPPED TO AN SOR FIELD This is the Foreign Amount Paid converted to Book Currency using Exchange Rate. It's computed by Auditoria (see column D). | exchange-rate, amountPaid |
| Foreign Total | Standard | Bill total from the invoice in Bill Currency | gross-total |
| Tags | Standard | NOT MAPPED TO AN SOR FIELD | |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Bill line items
Bill line items are the individual lines on a vendor bill. Each line records what was billed, such as the amount, quantity, account, tax code, and any matched purchase order or contract line.
Table 3. Bill line items
| Auditoria Vendor Bill Line Items Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Field Name |
|---|---|---|---|
| Price | Standard | This is the line price on the bill. When a PO is matched, the PO line price will take precedent over the bill line price. (if applicable) | price |
| Invoice Service Period Start | Standard | This is the service period start for an invoice. (if applicable) | This is custom field in Coupa |
| Invoice Service Period End | Standard | This is the service period end for an invoice. (if applicable) | This is custom field in Coupa |
| Account | Standard | account | |
| Chart Of Account (Header Field) | account-type | ||
| Tax Code | Standard | The tax code list. Line level selection. | tax-code |
| Prepaid | Standard | This is an optional field that can be written to Coupa if needed as a Yes or a No. Auditoria will calculate the prepaid as follows. If an invoice has a service period with and end date that is in the future, then the invoice should be classified as a prepaid. | This is custom field in Coupa |
| Amount | Standard | Amount for the line | total |
| Quantity | Standard | Quantity for the line (if applicable) | quantity |
| Description | Standard | Description of the line | description |
| PO Line Number | Standard | Purchase Order line number (if applicable) | order-line-num |
| Purchase Order Number | Standard | Purchase Order for the invoice line (if applicable) | po-number |
| Line Type | Standard | type | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Purchase order
A purchase order (PO) is the document your organization issues to a vendor to authorize a purchase before goods or services are delivered. The purchase order record holds the PO header data, such as vendor, buyer, requester, currency, status, and total amount.
Table 4. Purchase order
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Field Name |
|---|---|---|---|
| Vendor Name | Standard | supplier | |
| Last Modified Date | Standard | updated-at | |
| Buyer | Standard | ship-to-user | |
| Status (Draft/Open/Closed/Canceled) | Standard | See status mapping | |
| Entity | Standard | supplier.enterprise | |
| Requisition Number | Standard | requisition-header . id | |
| Requester | Standard | requester | |
| Currency | Standard | currency | |
| Created Date | Standard | created-at | |
| Purchase Order Number | Standard | po-number | |
| Total Amount | Standard | Calculated from line amounts | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Purchase order line items
Purchase order line items are the individual lines on a purchase order. Each line records what was ordered, such as the amount, quantity, type (goods or services), account, and status, and supports matching against bill lines.
Table 5. Purchase order line items
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Field Name |
|---|---|---|---|
| Line Number | Standard | line-num | |
| Account | Standard | account | |
| Service Period Start | Standard | Only applicable for Services type | This is custom field in Coupa |
| Service Period End | Standard | Only applicable for Services type | This is custom field in Coupa |
| Type (Goods/Services) | Standard | type | |
| Line Status (DRAFT/ OPEN/ CLOSED/ CANCELED) | Standard | Derived from amounts | |
| PO Line Description | Standard | description | |
| Rate | Standard | Only applicable for Goods Type | price |
| PO Line Amount | Standard | total | |
| Matched Quantity | Standard | invoiced | |
| Quantity | Standard | Only applicable for Goods Type | quantity |
| Matched Amount | Standard | Only applicable for Services type | invoiced |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Status mapping
Status mapping defines how the statuses in your system of record (SOR) translate to the statuses Auditoria supports.
Table 6. Purchase Order Status
| Auditoria Supported Status | Default Coupa Record Field Name | Mapping for Purchase Order Status |
|---|---|---|
| Purchase Order Status Auditoria | Calculated based on lines | invoiceStatus |
| Open | Has at least one line status of OPEN with available balance or Quantity | N/A |
| Closed | Has no OPEN lines with available balance or quantity | N/A |
Table 7. Invoice Status
| Auditoria Supported Status | Default Coupa Record Field Name Invoice Status | Mapping for Invoice Status |
|---|---|---|
| Bill(Supplier Invoice) Status Auditoria | invoiceStatus | |
| Draft | ||
| Open | status=approved or processing and amount-due>0 | |
| Partially Paid | ||
| Paid | status=approved or processing and amount-due=0 | |
| Canceled | voided |
CoupaPOLineStatus.created || CoupaPOLineStatus.draft || CoupaPOLineStatus.partially_received - AAIPOStatus.OPEN CoupaPOLineStatus.cancelled - AAIPOStatus.CANCELED Any other status - AAIPOStatus.CLOSED
Table 8. Purchase Order Status
| Auditoria Supported Status | Default Coupa Record Field Name | Mapping for Purchase Order Status |
|---|---|---|
| Purchase Order LINE Status Auditoria | Defaul Mapping | |
| Canceled | Canceled | |
| Open | Created, Draft, Partially Received | |
| Draft | ||
| Closed | Closed |
Table 9. Payment Status
| Auditoria Supported Status | Default Coupa Record Field Name | Mapping for Payment Status |
|---|---|---|
| Payment Status Auditoria | ||
| Awaiting settlement | PAYMENT_INITIATED, PAYMENT_IN_PROGRESS | |
| Complete | COMPLETED_SUCCESSFULLY | |
| Cancelled | CANCELLED, COMPLETED_WITH_ERRORS | |
| In Progress | Draft, Pending Approval, Pending_Release_Confirmation, Submission_In_Progress, Release_In_Progress, Rejection_In_Progress, Completion_In_Progress, | |
| Other |
Payment
A payment is the disbursement your organization makes to settle one or more vendor bills. The payment record holds the payment header data, such as amounts, currency, bank account, dates, and processing status. This sheet is marked as a draft in the template.
Table 10. Payment
| Auditoria Payment Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Record Field Name |
|---|---|---|---|
| Vendor Name | Standard | Payee | |
| Currency | Standard | Base Currency | USD |
| Base Applied Amount | Standard | DO NOT MAP Calculcated by AAI Invoices paid in payment currency | N/A not mapped |
| Company | Standard | Enterprise from Supplier | |
| Bank Account | Standard | Pay From Account | |
| Discount Taken | Standard | Discount Taken | |
| Status (In Progress/Complete/Cancelled/Awaiting Settlement) | Standard | Payment processing state, wherein In Progress is applied when payment is not specifically awaiting settlement, complete, or canceled. | See status mapping |
| Total Amount | Standard | Total Originator | |
| Foreign Currency | Standard | Payment currency | INR |
| Payment Type | Standard | Payee type | |
| Settlement Date | Standard | Release Date | |
| Payment Date | Standard | Release Date | |
| Applied Amount | Standard | Invoices paid in payment currency | Invoice Amount |
| Foreign Amount | Standard | Payment Amount in payment currency | Total Payee |
| Payment Category | Standard | Payment Method | |
| Settlement Run ID | Standard | Payment Batch # | |
| Transaction Reference | Standard | Payment # | |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | N/A not mapped |
| Exchange Rate | Standard | Exchange Rate from the Vendor Bills | Exchange Rate |
| Extended Fields (Name/Value pairs) |
Payment line items
Payment line items list the bills settled by a payment, with one line for each bill paid. Each line links the payment to a specific vendor bill and the amount applied to it. This sheet is marked as a draft in the template.
Table 11. Payment line items
| Auditoria Payment Line Items Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Coupa Record Field Name |
|---|---|---|---|
| Vendor Bill Internal Id | Standard | one line for each bill paid | Coupa Invoice # |
| Vendor Bill External Id | Standard | Invoice # | |
| Amount Paid | Standard | Amount Paid | Invoice Amount |
| Invoice Date | Standard | Invoice date from Invoice | |
| Due Date | Standard | Due date of the bill | Due Date |
| Amount | Standard | Total Amount of the BIll | Invoice Amount |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED |
Version history
The version history records each revision of this template, including the version number, date, editor, and a summary of changes.
Table 12. Version history
| Version | Editor | Date | Description |
|---|---|---|---|
| Version 1 | Adina Simu | 2023-12-05 | |
| Version 2 | Taylor Schreiber | 2023-12-18 | |
| Version 3 | Taylor Schreiber | 2025-03-24 | Updated status mappings |
| Version 4 | Adina Simu | 2026-01-16 | Added the Population method for the field, Field type |
For the complete template, download the Auditoria Coupa AP business objects data mapping template.