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Hi,
We are looking to integrate Coupa with D365 F&O. We are a supplier in Coupa.
They are recommending the use of cXML PO and invoice transmission. They will set us up as a cXML supplier in Coupa so that each time an order is generated in Coupa a cXML file is sent out to a URL that we provide. Also each time you create an invoice a cXML file gets sent to Coupa and we will receive the file in Coupa and create a corresponding invoice in Coupa.
https://success.coupa.com/Suppliers/Integration_Resources
Any help, pointers etc welcome. Our implementation is struggling a bit.
Thanks,
Pankaj Singhal
You need to think about a plenty of things before you can design the solution.
First of all, what do you want to integrate and which directions? You mentioned invoices, but not what kind of invoices it is and what should happen with them? You can't simply import data to invoice tables in F&O - invoices are a result of posting, which also updates accounting, tax tables, inventory (if applicable) and so on.
Then you must think about other functional and non-functional requirements, such as performance and reliability. How quickly do you need to get the data to the other system? What will be the amount of data? What should happen if there is an error? What if the target system isn't available (e.g. F&O is being updated). And so on...
We need to integrate both ways. We need to pull POs from Coupa and push invoices into it.
What happens currently is that we download POs from Coupa and then manually enter into D365. Then we do invoicing in Coupa and again enter the invoices in D365. This leads to a huge amount of duplicate effort. We have to minimise. The POs would need to be pulled everyday, invoices are typically raised in a small window of 2 days every 2 weeks.
One an invoice is submitted, there would be updates on approvals, rejections and payment status in Coupa, all of which is being tracked by us manually as of now.
You have many options, but since the frequency is low, the best option may be using files imported to F&O through document management and exported from there in similar manner.
There are already data entities for both purchase orders and vendor invoices, therefore you don't have to develop them (although you may need to extend them with extra fields).
It seems you'll need an extra step - transforming the formats used by Coupa and F&O. You can do it directly in F&O via XSLT transformations, or you may want to do it separately in a middle-tier service that will orchestrate file exchange. It might be a Logic App, for example.
The problem is that when we import invoices, they will not be set-off against sales order (so we have been told) which means that we cannot run sales order based reports.
As I said, invoices are the result of posting. You didn't tell us how you "import invoices", but I guess you create a ledger journal and post the journal. That's a very different thing than posting orders. If you want to get orders posted in F&O, you must post order invoices in F&O.
Hi Pankaj,
There is a lot of discussion that needs happen from Technical as well as Business perspective. If you can work with standarad entites or with lillte customisation then it should be ok. how many vendor invoices do you receive. Desgin depends on volume. Spending a lot a money in integration for a small vendor might not be a good idea for business. There would be many vendors so quesion for how many vendors this integration will be applicable. I saw in post that volume is low, instead of integration you may want to explore vendor collaboration portal
docs.microsoft.com/.../set-up-maintain-vendor-collaboration.
This is just a suggestion, Vendor invoicing can be handled in may ways, it can be done using EDI, Power Automate/Logic apps, import files using data management manually. We are currectly exploring OCR using AI Builder etc. All the design strategies depends on business scenarios.
Hi Vinit,
We are vendors, not the other way around. Almost of our major customers use Coupa. So some form of integration is required to reduce processing time and errors.
Coupa offers cXML format for integration, but I am open to other methods as well.
Pankaj
Hi Martin,
I am an end user, not a functional or technical expert.
Can you shed more light on the following:
My only ask is that order invoices be set-off against orders. I am open to any methodology to do this. Currently, we are doing it manually. One of the options I am exploring is to use RPA.
So Scenario is Coupa will create PO and send cXML to create SO in D365FO. When SO is invoiced(I assume manually) cXML files need to be generated from D365FO which will be imported to coupa.
Is that correct summary? If it is correct then you can use Power automate/Logic apps and recurring integration combination. You can try using OOB data entity or create custom if needed.
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