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Your Purchase to Pay - Invoice Processing Data Template

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Purchase to Pay - Invoice Processing Attributes (21) Purchase to Pay - Invoice Processing Activities (14) Extraction Guides (3)

Your Purchase to Pay - Invoice Processing Data Template

This template guides you through the essential data points needed to effectively analyze your invoice processing within Coupa. It outlines the crucial attributes to collect and the key activities to track in your event log. Additionally, you will find practical guidance on extracting this data from your Coupa system, ensuring a smooth start to your process mining journey.

Recommended attributes to collect
Key activities to track
Extraction guidance for Coupa

New to event logs? Learn how to create a process mining event log.

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Purchase to Pay - Invoice Processing Attributes

These are the recommended data fields to include in your event log for comprehensive analysis of your Purchase to Pay invoice processing.

3 Required 6 Recommended 12 Optional

	Name	Description
	Event Time EventTime	The precise timestamp indicating when a specific activity or event occurred.
Description Event Time, or timestamp, records the exact date and time that an activity was performed. It is the temporal foundation of the process log, ordering all events chronologically for each case. This attribute is essential for all time-based analysis in process mining. It is used to calculate cycle times between activities, identify the duration of bottlenecks, measure waiting times, and analyze process performance over different time periods. Accurate timestamps are critical for building realistic process models and deriving meaningful performance KPIs. Why it matters It provides the chronological data necessary to calculate all durations, cycle times, and waiting times, which are fundamental to performance analysis. Where to get This data is captured in the audit trail or history logs for Invoice objects in Coupa. Each logged action or status change will have an associated timestamp. Examples 2023-10-26T10:00:00Z2023-11-05T14:32:15Z2023-11-15T09:01:45Z
	Invoice Number InvoiceNumber	The unique identifier for a supplier's invoice. This serves as the primary key for tracking the invoice throughout its entire lifecycle.
Description The Invoice Number is the unique reference assigned by a supplier to an invoice document. In process mining, it functions as the Case ID, linking all related activities from receipt and validation to approval and final payment. Analyzing processes by Invoice Number allows for a complete end-to-end view of each invoice's journey. This helps identify variations in processing paths, measure cycle times accurately, and pinpoint which specific invoices encounter delays, holds, or exceptions. It is the foundational attribute for understanding invoice processing performance at a granular level. Why it matters It is the essential case identifier that connects all events for a single invoice, enabling a coherent, end-to-end process analysis. Where to get This is a primary field on the Invoice object in Coupa. It can be found on the invoice header details in the UI or via the Invoices API. Examples INV-2023-00123785549-APO45001-INV
	Activity ActivityName	The name of a specific business event or task that occurred during the invoice processing lifecycle.
Description The Activity Name describes a step in the invoice processing workflow, such as 'Invoice Created', 'Invoice Sent for Approval', or 'Payment Executed'. Each activity represents a distinct point in time where the invoice's state or ownership changed. In process mining, the sequence of activities forms the process flow map. Analyzing these activities helps visualize the actual process, identify common and rare paths, detect bottlenecks where activities take too long, and spot non-compliant or inefficient steps like rework loops. Why it matters This attribute is crucial for constructing the process map, allowing for the visualization and analysis of the actual invoice processing workflow. Where to get This attribute is typically derived from event logs, audit trails, or status changes within Coupa's Invoice module. It often requires mapping status changes or specific user actions to defined activity names. Examples Invoice Submitted for ProcessingInvoice ApprovedInvoice Hold PlacedPayment Executed
	Invoice Status InvoiceStatus	The current state of the invoice in its processing workflow.
Description The Invoice Status provides a snapshot of where an invoice is at any given time, for example 'pending approval', 'approved', 'on hold', or 'paid'. This attribute is dynamic and changes as the invoice moves through the process. This is a key attribute for operational monitoring dashboards like the Invoice Processing Throughput & Status dashboard. It allows for tracking the current inventory of open invoices and their distribution across different stages. Analyzing status transitions over time is also a primary source for deriving the 'ActivityName' attribute. Why it matters It provides a real-time view of an invoice's position in the workflow, crucial for operational dashboards and status tracking. Where to get This is a primary status field on the Invoice object in Coupa. Examples Pending ApprovalApprovedVoidedPaid
	Invoice Total Amount InvoiceTotalAmount	The total monetary value of the invoice, including taxes and other charges.
Description This attribute represents the total amount due on the invoice. It is a fundamental financial data point used in a wide range of analyses. Analyzing the process based on invoice amount can reveal important patterns. For example, high-value invoices might follow a different, more rigorous approval path, potentially leading to longer cycle times. It is also used to assess the financial impact of process inefficiencies, such as the value of invoices currently blocked or delayed. Why it matters It provides crucial financial context, enabling analysis of how process behavior changes with invoice value and the financial impact of delays. Where to get This is a standard field on the Invoice object in Coupa, usually named 'Total' or 'Total Amount'. Examples 1500.75250.0012345.50
	Payment Due Date PaymentDueDate	The date by which the invoice must be paid to avoid being overdue.
Description The Payment Due Date is a critical date calculated based on the invoice date and the agreed-upon payment terms. It represents the deadline for payment to the vendor. This attribute is the benchmark for measuring on-time payment performance. It is directly used to calculate the On-Time Payment Rate KPI by comparing it with the actual payment execution date. Analyzing deviations from this date helps identify systemic issues causing payment delays and assess the impact on vendor relationships and potential late fees. Why it matters It is the primary benchmark for measuring on-time payment performance and is essential for managing vendor relationships and avoiding penalties. Where to get This date is usually calculated by Coupa based on the 'Invoice Date' and 'Payment Terms' fields. It should be available on the invoice record. Examples 2023-11-302023-12-152024-01-10
	Purchase Order Number PurchaseOrderNumber	The identifier of the Purchase Order (PO) against which the invoice is being billed.
Description The Purchase Order Number links an invoice to the original purchasing document. This connection is fundamental for the PO matching process, which is a key step in invoice validation for many organizations. In process mining, this attribute is crucial for analyzing the PO matching and discrepancy resolution process. It allows for filtering invoices related to specific POs and is essential for the PO Matching Discrepancy Overview dashboard. A high rate of invoices without a PO number can indicate maverick buying or non-compliant procurement. Why it matters It links the invoice to the procurement process, enabling analysis of PO matching efficiency and discrepancy handling. Where to get This is a standard field on the Invoice Line object in Coupa, used to associate invoice lines with PO lines. Examples PO4500123PO4500456PO4500789
	User User	The user or system agent who performed the activity.
Description This attribute identifies the individual or automated system responsible for executing a specific process step, such as approving an invoice or releasing a hold. It is often represented by a user ID, name, or email. Analyzing the process by user is key to understanding team performance, workload distribution, and identifying training opportunities. It is essential for bottleneck analysis, as it can reveal if delays are concentrated with specific approvers or teams. It also helps differentiate between manual and automated activities. Why it matters It enables workload analysis, pinpoints bottlenecks caused by specific users or teams, and helps in assessing user performance and compliance. Where to get User information is typically recorded in the audit trail or history of an invoice in Coupa, associated with each action taken. Examples john.doe@company.comjane.smithSystem.Automation
	Vendor Name VendorName	The name of the supplier or vendor who submitted the invoice.
Description The Vendor Name identifies the business partner from whom the goods or services were procured. This is a critical piece of contextual data for analyzing payment performance and relationships. This attribute allows for segmenting the invoice process by vendor. It helps answer questions like 'Which vendors have the longest invoice processing times?' or 'Are we consistently paying certain strategic vendors on time?'. Analyzing by vendor is crucial for the Vendor Payment Timeliness dashboard and for managing supplier relationships effectively. Why it matters It allows for segmenting and analyzing the process by vendor, which is key for managing supplier relationships and identifying vendor-specific issues. Where to get This information is part of the core invoice data in Coupa, linked from the Supplier/Vendor object. Examples Global Office SuppliesTech Solutions Inc.Creative Marketing Agency
	Company Code CompanyCode	The identifier for the legal entity or company responsible for the invoice.
Description The Company Code represents a specific legal entity within a larger organization. Invoices are booked against a company code for financial accounting and reporting purposes. This attribute is essential for filtering and segmenting process analysis by legal entity. It allows for comparing process performance across different parts of the business, answering questions like 'Does the invoice approval process in the US entity differ from the German entity?'. This is crucial for large, multinational organizations. Why it matters It enables process comparison and performance benchmarking across different legal entities or business units within the organization. Where to get This is a fundamental accounting field on the Invoice object in Coupa, often required for financial posting. Examples 1000US01DE01
	Currency CurrencyCode	The ISO currency code for the invoice amount.
Description The Currency Code specifies the unit of money for the invoice's financial values, such as USD, EUR, or GBP. This is essential for organizations that operate globally and deal with invoices in multiple currencies. In analysis, this attribute is necessary to correctly interpret and aggregate financial data. Dashboards and KPIs must filter or convert currencies to provide meaningful financial summaries. It prevents the erroneous aggregation of different currency values and allows for currency-specific process analysis. Why it matters It ensures accurate financial analysis and reporting by providing the necessary context for all monetary values in a multi-currency environment. Where to get This is a standard field on the Invoice object in Coupa, typically linked to the vendor or specified on the invoice itself. Examples USDEURGBP
	Discount Captured EarlyPaymentDiscountCaptured	A flag indicating whether an available early payment discount was successfully taken.
Description This attribute is a boolean value indicating if an organization successfully paid an invoice within the discount window defined by the payment terms, such as paying within 10 days for '2% 10, Net 30' terms. It is the core metric for the Early Payment Discount Tracking dashboard and the associated KPI. Analyzing when this flag is false helps identify missed savings opportunities. It allows the business to investigate why discountable invoices are not being processed quickly enough and to implement changes to capture more discounts, optimizing working capital. Why it matters It directly measures the financial benefit realized from efficient invoice processing and helps identify missed savings opportunities. Where to get This is a calculated attribute. The logic involves checking if the payment date falls within the discount period defined in the 'Payment Terms' and if a discount was actually applied. Examples truefalse
	Hold Reason HoldReason	The specific reason why an invoice has been placed on hold or blocked for payment.
Description A Hold Reason explains why an invoice is prevented from proceeding to payment. Examples include 'Quantity Mismatch' or 'Pending Receipt of Goods'. This information is critical for understanding the causes of payment delays. This attribute is the key to the Payment Block Root Cause Analysis dashboard. By categorizing and counting the occurrences of different hold reasons, a business can identify the most common problems that disrupt the payment process. This allows for targeted improvements to prevent future holds and accelerate payments. Why it matters It explains why payments are delayed, enabling targeted root cause analysis to reduce the frequency and duration of payment blocks. Where to get When an invoice is put on hold in Coupa, a reason is typically selected or entered. This data is associated with the invoice's hold status. Examples PO Price MismatchAwaiting Goods ReceiptDuplicate Invoice
	Invoice Cycle Time InvoiceCycleTime	The total time elapsed from the first activity (e.g., invoice creation) to the final payment activity for an invoice.
Description Invoice Cycle Time is a key performance indicator that measures the end-to-end duration of the invoice processing lifecycle. It is calculated as the difference between the timestamp of the last significant event (like 'Payment Executed') and the first event (like 'Invoice Created' or 'Invoice Received'). This calculated metric is the cornerstone of the Invoice Cycle Time Analysis dashboard. It provides a high-level measure of overall process efficiency. Breaking it down by vendor, amount, or company code can reveal sources of inefficiency and help prioritize improvement efforts. Why it matters This is a primary KPI for measuring overall process velocity and efficiency, directly highlighting how long it takes to process an invoice. Where to get This attribute is calculated in the process mining tool by taking the difference between the maximum and minimum event times for each case (Invoice Number). Examples 15 days 4 hours32 days 1 hour5 days 8 hours
	Invoice Date InvoiceDate	The date on the vendor's invoice document.
Description The Invoice Date is the date assigned to the invoice by the supplier. It typically marks the official start of the payment lifecycle and is used as the basis for calculating the payment due date according to the payment terms. This attribute serves as a key starting point for many cycle time calculations. It is a critical input for calculating the Payment Due Date and determining eligibility for early payment discounts. Analyzing the delta between the Invoice Date and the date it was entered into the system can reveal delays in invoice submission or receipt. Why it matters It is the primary date used to calculate payment due dates and is a critical reference point for measuring payment timeliness and capturing discounts. Where to get This is a standard, mandatory field on the Invoice object in Coupa. Examples 2023-10-152023-11-012023-12-20
	Is Automated IsAutomated	A flag indicating whether an activity was performed by an automated system or a human user.
Description This boolean attribute distinguishes between tasks executed by system automation, such as automated PO matching or system-generated postings, and those performed manually by a user. Analyzing this attribute helps quantify the level of automation in the invoice processing workflow. It is used to measure the success of automation initiatives, identify remaining manual touchpoints that could be automated, and compare the efficiency and error rates of automated versus manual activities. This is key for understanding the true cost and efficiency of the process. Why it matters It helps measure the level of automation in the process, identifying opportunities for further automation and assessing the impact of existing bots. Where to get This is typically derived by checking if the 'User' associated with an activity is a system or service account versus a human user account. Examples truefalse
	Is On Time Payment IsOnTimePayment	A boolean flag that indicates whether the invoice was paid on or before its due date.
Description This calculated attribute provides a simple true or false indicator of payment timeliness for each invoice. It is derived by comparing the timestamp of the 'Payment Executed' activity with the 'Payment Due Date'. If the payment timestamp is on or before the due date, the value is true. This flag simplifies the calculation of the On-Time Payment Rate KPI. It allows for easy filtering and segmentation to analyze the characteristics of late payments, such as common vendors, departments, or invoice values associated with delays. Why it matters It simplifies the analysis of payment performance and is the basis for calculating the critical On-Time Payment Rate KPI. Where to get This is a calculated attribute. The logic is: 'Payment Executed Date' <= 'Payment Due Date'. This is implemented in the process mining tool. Examples truefalse
	Last Data Update LastDataUpdate	The timestamp indicating the last time the data for this event was refreshed from the source system.
Description This attribute records when the data was last extracted and loaded into the process mining tool. It provides context on the freshness of the analysis and is crucial for understanding the timeliness of the insights presented in dashboards. Knowing the last data update time is important for operational monitoring use cases. It helps users trust the data by making it clear how current the information is and ensures that decisions are not made based on outdated process views. Why it matters It provides critical context about the timeliness and relevance of the process data, ensuring users understand how current the analysis is. Where to get This timestamp is generated and added to the dataset during the data extraction and transformation (ETL) process. Examples 2024-05-20T04:00:00Z2024-05-19T04:00:00Z
	Payment Terms PaymentTerms	The agreed-upon terms for invoice payment, such as 'Net 30' or '2% 10, Net 30'.
Description Payment Terms define the rules for paying a vendor, including the due date and any available discounts for early payment. This information is usually established in the vendor master data and applied to invoices. This attribute is essential for calculating the Payment Due Date and for identifying opportunities for early payment discounts. It is a direct input for the Early Payment Discount Tracking dashboard and the associated KPI. Analyzing by payment terms can reveal if certain terms are correlated with payment delays. Why it matters It is the basis for calculating payment due dates and identifying early payment discount opportunities, directly impacting working capital. Where to get This is a standard field in Coupa, typically defaulted from the Supplier/Vendor record onto the Invoice. Examples Net 30Net 602% 10, Net 30
	Rejection Reason RejectionReason	The reason provided when an invoice is rejected during the approval process.
Description When an approver rejects an invoice, they typically provide a reason for the rejection, such as 'Incorrect Amount' or 'Duplicate Invoice'. This attribute captures that free-text or coded reason. This data is invaluable for root cause analysis of approval delays and rework. By analyzing the frequency of different rejection reasons, organizations can identify systemic problems in the upstream process, such as issues with PO accuracy or vendor invoicing habits. This information supports the Invoice Approval Bottleneck Analysis dashboard. Why it matters It provides direct insight into the root causes of invoice rejections, helping to identify areas for process improvement and reduce rework. Where to get This information is captured when a user performs the 'Reject' action in an approval workflow. It is often stored in the comments or audit trail. Examples Incorrect quantityPrice does not match PODuplicate invoice submission
	Source System SourceSystem	The originating system from which the event data was extracted.
Description The Source System attribute identifies the application or platform where the invoice processing activity was recorded. While the primary system is Coupa, invoices or related data may originate from other integrated systems like an ERP or a vendor portal. This information is valuable in complex IT landscapes to understand how different systems contribute to the overall process. It helps in diagnosing data quality issues, understanding system handoffs, and analyzing processes that span multiple applications. Why it matters It clarifies the origin of the data, which is essential for troubleshooting and for analyzing processes that involve multiple integrated systems. Where to get This is typically a static value added during data extraction to identify the data's origin. For Coupa, this would be set to 'Coupa'. Examples CoupaSAP S/4HANAOracle Fusion

Required Recommended Optional

Purchase to Pay - Invoice Processing Activities

These are the key process steps and milestones to capture in your event log for accurate process discovery and analysis.

5 Recommended 9 Optional

	Activity	Description
	Invoice Approved	This activity signifies that the invoice has successfully passed all required steps in the approval workflow. It is captured from the approval history when the final required approver takes a positive action.
Why it matters This key milestone marks the end of the approval cycle and unlocks the invoice for payment processing. It is essential for measuring approval duration and overall process efficiency. Where to get This is an explicit event captured from the approval history log or a change in the invoice header status to 'approved'. The final approval action in the log provides a precise timestamp. Capture Capture the timestamp of the final approval action in the approval history. Event type explicit
	Invoice Created	This activity marks the initial creation of an invoice record in the Coupa system. The event is captured when a new invoice object is instantiated, either through manual entry, an integrated supplier network like the Coupa Supplier Portal, or via automated OCR scanning.
Why it matters As the start of the invoice lifecycle, this activity is essential for measuring the total end-to-end processing time. It provides the baseline for all subsequent cycle time and throughput analysis. Where to get This is an explicit event captured from the creation timestamp of the invoice record. In Coupa's data model, this corresponds to the 'created-at' timestamp on the invoice header object. Capture Use the creation timestamp of the invoice record. Event type explicit
	Invoice Posted for Payment	The approved invoice is marked as ready for payment and its financial details are often posted to an external ERP system. This is typically inferred from an integration status flag or a change in the invoice's primary status.
Why it matters This milestone represents the handoff from AP processing to the treasury or payment function. Delays before this point affect AP efficiency, while delays after affect treasury and vendor relationships. Where to get This is often inferred from a status change to 'approved for payment' or a flag like 'exported' being set to true. This information is available on the invoice header object. Capture Detect timestamp when invoice status becomes 'Approved for Payment' or an export flag is set. Event type inferred
	Invoice Sent for Approval	Marks the point where an invoice, having passed initial checks, is sent into a formal approval workflow. This is typically inferred from a status change indicating the invoice is now awaiting action from one or more approvers.
Why it matters This activity is the starting point for measuring the approval cycle time. It is critical for analyzing bottlenecks within the approval hierarchy and supports the 'Invoice Approval Bottleneck Analysis' dashboard. Where to get Inferred from the invoice status changing to 'pending approval' or a similar state. The creation of the first approval record in the invoice's approval history also signifies this event. Capture Capture timestamp when invoice status changes to 'Pending Approval' or first approval record is created. Event type inferred
	Payment Executed	This activity marks the final step in the process, where the payment is executed and sent to the vendor. This is captured from the status of the associated payment record in Coupa Payments or an integrated payment system.
Why it matters As the definitive end of the process, this activity is essential for calculating the complete end-to-end cycle time and measuring the 'On-Time Payment Rate' KPI. Where to get This event is inferred from the payment record associated with the invoice. A status of 'paid', 'completed', or a populated 'payment date' field indicates execution. Capture Use the 'payment date' from the payment record linked to the invoice. Event type inferred
	Discrepancy Resolution Started	Represents the start of manual intervention to resolve a PO matching discrepancy. This activity is difficult to capture directly and is often inferred from the first user action, such as adding a comment or editing the invoice, after a mismatch is flagged.
Why it matters Tracking the time from discrepancy identification to the start of resolution helps highlight delays in assigning or addressing exceptions. This is a key part of the 'PO Matching Discrepancy Overview' dashboard. Where to get This is challenging to source and may require advanced inference. It could be derived by finding the timestamp of the first user comment, edit, or task assignment related to the invoice after its matching status indicated a failure. Capture Find first user-initiated change event after a 'Matching Discrepancy Identified' event. Event type inferred
	Invoice Hold Placed	Represents an action taken to place a hold on an invoice, preventing it from being paid. This is an explicit event, typically recorded in the invoice's history or audit trail, often with an associated reason.
Why it matters This activity, equivalent to a payment block, is a major cause of payment delays. Tracking when holds are placed is the first step in analyzing their root causes and duration, supporting the 'Payment Block Rate' KPI. Where to get This is an explicit event found in the invoice history or audit logs. Coupa logs user or system actions, including the placement of holds. Capture Filter invoice history records for 'hold placed' or similar system events. Event type explicit
	Invoice Hold Released	A previously placed hold on the invoice has been removed, allowing it to proceed toward payment. Like placing a hold, this is an explicit action captured in the invoice's audit trail.
Why it matters The time between a hold being placed and released is critical for the 'Average Payment Block Duration' KPI. This activity marks the end of the delay, and analyzing its triggers can reveal opportunities for faster resolution. Where to get This is an explicit event found in the invoice history or audit logs. It is logged as a distinct user or system action. Capture Filter invoice history records for 'hold released' or similar system events. Event type explicit
	Invoice Matched to PO	This activity signifies that the system has successfully matched the invoice lines to the corresponding purchase order lines. The event is inferred from a change in the invoice's matching status field, indicating a successful validation against a PO.
Why it matters Successful automated matching is a key indicator of a healthy, touchless process. Tracking this activity helps measure the effectiveness of automation and straight-through processing rates. Where to get Inferred from the invoice matching status field changing to a 'matched' state. Coupa's invoice object contains flags and statuses indicating the outcome of the PO matching attempt. Capture Detect the timestamp when the PO matching status for the invoice changes to 'Matched'. Event type inferred
	Invoice Rejected	An approver has formally rejected the invoice, halting its progress in the workflow. This is an explicit action captured in the invoice's approval history, including details on who rejected it and when.
Why it matters Rejections create rework and significantly increase cycle times. Analyzing the frequency and reasons for rejections is key to process improvement and is needed to calculate the 'First-Pass Approval Rate' KPI. Where to get This is an explicit event recorded in the invoice's approval history log. Each approval step has a record with a status, timestamp, and the approver's action. Capture Filter approval history records for 'reject' or 'rejected' actions. Event type explicit
	Invoice Submitted for Processing	Represents the formal submission of a newly created invoice into the processing workflow. This is typically triggered by a user after all initial data has been entered and verified. This event is captured from the audit trail when the invoice status changes from a draft state to a submitted state.
Why it matters This activity distinguishes data entry time from active processing time. Analyzing the duration between 'Invoice Created' and this event helps identify delays in the initial data handling stage. Where to get Track the status change of the invoice from 'draft' or 'new' to 'submitted' or 'pending approval'. This is available in Coupa's invoice history or audit log tables. Capture Capture the timestamp when the invoice status first becomes 'submitted'. Event type explicit
	Invoice Voided	The invoice has been cancelled and will not be processed or paid. This is an explicit, terminal status change for an invoice, captured directly from its status field in the system.
Why it matters This represents an alternative, unsuccessful end to the process. Analyzing why invoices are voided can uncover upstream issues in procurement or vendor communication. Where to get This is an explicit event captured when the invoice status is changed to 'voided'. This is a standard status in Coupa's invoice management. Capture Capture the timestamp when the invoice status is updated to 'Voided'. Event type explicit
	Matching Discrepancy Identified	Occurs when the automated system fails to match an invoice to a purchase order due to discrepancies in quantity, price, or other details. This is inferred from the invoice status changing to a state that requires manual intervention, such as 'unmatched' or 'mismatched'.
Why it matters This activity is the entry point for exception handling, a common source of delays. Analyzing its frequency and root causes is crucial for improving first-time match rates and reducing manual workload. Where to get Inferred from the invoice's matching status. A status of 'unmatched', 'mismatched', or similar indicates a discrepancy that requires manual review. This is tracked on the invoice object. Capture Detect the timestamp when the PO matching status changes to a value indicating failure. Event type inferred
	Payment Scheduled	The invoice has been included in a payment batch scheduled to be executed on a future date. This event is inferred by the invoice being associated with a payment run or payment batch object in the system.
Why it matters This activity provides visibility into the final stage of the process, distinguishing between an invoice being ready for payment and the payment actually being initiated. It helps in cash flow forecasting. Where to get Inferred from the creation of a payment record or batch record that includes the invoice ID. The 'scheduled payment date' on the payment object provides the relevant timing. Capture Use the creation date of the payment batch record associated with the invoice. Event type inferred

Recommended Optional

Extraction Guides

How to get your data from Coupa

Steps

Prerequisites: Ensure you have a Coupa user account with roles and permissions that allow creating, editing, and scheduling reports. You will also need access to the following Coupa data objects: Invoice Header, Invoice Audit Trail, Approval, and Payment Information.
Navigate to Reporting: Log in to your Coupa instance and navigate to the Reports section. This is typically found under the main menu or a dedicated analytics tab.
Create Core Invoice Report: Click on 'Create Report'. Select 'Invoice Header' as your primary data source. This report will be the foundation for several status-based activities. Name it something descriptive, like 'ProcessMind - Invoice Master Data'.
Add Related Data Objects: In the report builder, join the 'Invoice Header' object with related objects to enrich the data. Add 'Supplier', 'Created By User', and 'Updated By User' to get vendor and user details. This is crucial for populating the recommended attributes.
Create Specific Event Reports: Due to the nature of event logs, you cannot generate all required rows from a single report. You must create multiple reports designed to capture different types of events, which will be combined later.
- Report A: Invoice Status Events: Create a report based on the 'Invoice Audit Trail' object, joined with 'Invoice Header'. This report will capture activities like 'Invoice Created', 'Invoice Submitted', 'Invoice Hold Placed', 'Invoice Hold Released', and 'Invoice Voided' by filtering the audit trail for specific status changes.
- Report B: Approval Events: Create a report based on the 'Approval' object, joined with 'Invoice Header'. This report will capture 'Invoice Sent for Approval', 'Invoice Approved', and 'Invoice Rejected' activities.
- Report C: Payment Events: Create a report based on the 'Payment Information' object, joined with 'Invoice Header'. This will capture 'Payment Scheduled' and 'Payment Executed' events.
Configure Columns for Each Report: For each report you create, add the necessary columns. You will need to manually map Coupa fields to the required event log schema. For example, in the Approval Events report, you would add 'Approval > Created At' and rename it to 'EventTime', add a custom column with the text 'Invoice Approved' and name it 'ActivityName', and add 'Invoice Header > Invoice Number' as 'InvoiceNumber'.
Define Report Filters: In each report's filter section, add a date filter to limit the data volume. It is recommended to filter on 'Invoice Header > Created At' for the last 3 to 6 months. Also, add filters for specific company codes or legal entities if required.
Run and Export the Reports: Save and run each report individually. Export the results of each report as a CSV file. Verify that the data in each file looks correct and contains the columns you configured.
Schedule the Exports: Once you have confirmed the reports are correct, schedule them to run on a regular basis (e.g., daily). Configure the schedule to export the CSV files to a designated location, preferably an SFTP server, for automated retrieval.
Combine and Transform Data: Use an external script (e.g., Python, PowerShell) or an ETL tool to perform the final data transformation. This script must:
- Download all CSV files from the SFTP server.
- Standardize column names across all files to match the event log schema (InvoiceNumber, ActivityName, EventTime, etc.).
- Union all the rows from the individual files into a single, consolidated event log file.
Final Formatting and Upload: Ensure the final consolidated file is saved as a UTF-8 encoded CSV. This file is now ready to be uploaded to the ProcessMind application for analysis.

Configuration

Primary Data Objects: The extraction relies on several core Coupa objects that must be accessible. These include: Invoice Header, Invoice Audit Trail, Approval, Payment Information, and Supplier.
Date Range Filtering: To manage performance and data volume, it is critical to apply a date filter. A filter on Invoice Header > Created At for a rolling period of 3 to 6 months is recommended for initial analysis.
Essential Filters: Always filter by Company Code or Legal Entity to ensure the data is relevant to the business unit being analyzed. You may also want to exclude certain invoice statuses, such as 'draft', if they are not relevant to the process.
Report Scheduling: Coupa allows reports to be scheduled to run daily, weekly, or monthly. For process mining, a daily export is recommended to keep the analysis current. Configure the export to deliver a CSV file to an SFTP server for automation.
User Permissions: The user account configuring and running these reports must have a role with permissions to create and schedule reports, as well as read access to all the data objects listed above.

a Sample Query config

// This is a configuration guide for creating multiple Coupa reports. These reports must be combined externally to form the final event log.

// --- Report 1: Invoice Creation Event ---
// Primary Object: Invoice Header
// Columns:
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Created' (Static Value)
//   'EventTime' = Invoice Header > Created At
//   'User' = Invoice Header > Created By > Login
//   'VendorName' = Invoice Header > Supplier > Name
//   'InvoiceTotalAmount' = Invoice Header > Total
//   'PaymentDueDate' = Invoice Header > Payment Due Date
//   'PurchaseOrderNumber' = Invoice Header > PO Number
//   'InvoiceStatus' = Invoice Header > Status

// --- Report 2: Invoice Status Change Events ---
// Primary Object: Invoice Audit Trail
// Joined Object: Invoice Header (on Invoice ID)
// Columns:
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = CASE WHEN (Field Name = 'status' AND Old Value = 'new' AND New Value = 'pending_approval') THEN 'Invoice Submitted for Processing' WHEN (Field Name = 'po_match_status' AND New Value = 'matched') THEN 'Invoice Matched to PO' WHEN (Field Name = 'po_match_status' AND New Value = 'unmatched') THEN 'Matching Discrepancy Identified' WHEN (Field Name = 'status' AND New Value = 'on_hold') THEN 'Invoice Hold Placed' WHEN (Field Name = 'status' AND Old Value = 'on_hold') THEN 'Invoice Hold Released' WHEN (Field Name = 'exported' AND New Value = 't') THEN 'Invoice Posted for Payment' WHEN (Field Name = 'status' AND New Value = 'voided') THEN 'Invoice Voided' END
//   'EventTime' = Invoice Audit Trail > Created At
//   'User' = Invoice Audit Trail > Updated By > Login
//   'VendorName', 'InvoiceTotalAmount', etc. from joined Invoice Header.
// Filters:
//   Field Name IN ('status', 'po_match_status', 'exported')

// --- Report 3: Invoice Approval Events ---
// Primary Object: Approval
// Joined Object: Invoice Header (on Invoice ID)
// This report will create multiple rows from one source object. This logic needs to be applied in the external transformation script.
// Logic Block 1: Invoice Sent for Approval (First Approver Record for the Invoice)
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Sent for Approval'
//   'EventTime' = MIN(Approval > Created At) GROUP BY InvoiceNumber
//   'User' = Approver associated with the MIN(Created At) timestamp.
// Logic Block 2: Invoice Rejected
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Rejected'
//   'EventTime' = Approval > Created At
//   'User' = Approval > Approver > Login
//   Filter: Approval > Status = 'rejected'
// Logic Block 3: Invoice Approved (Final Approver Record)
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Approved'
//   'EventTime' = MAX(Approval > Created At) where Status is 'approved'
//   'User' = Approver associated with the MAX(Created At) timestamp.

// --- Report 4: Discrepancy Resolution Event ---
// Primary Object: Invoice Audit Trail
// Joined Object: Invoice Header (on Invoice ID)
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Discrepancy Resolution Started'
//   'EventTime' = Invoice Audit Trail > Created At
//   'User' = Invoice Audit Trail > Updated By > Login
// Filter:
//   This event is difficult. A common proxy is the first user comment or field change after the PO match status changes to 'unmatched'.
//   Logic: Find the MIN(Created At) from the audit trail where the timestamp is greater than the timestamp of the 'Matching Discrepancy Identified' event.

// --- Report 5: Payment Events ---
// Primary Object: Payment Information
// Joined Object: Invoice Header (on Invoice ID)
// Logic Block 1: Payment Scheduled
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Payment Scheduled'
//   'EventTime' = Payment Information > Payment Date
//   'User' = 'System'
// Logic Block 2: Payment Executed
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Payment Executed'
//   'EventTime' = Payment Information > Paid At
//   'User' = 'System'
// Filter:
//   Payment Information > Paid At IS NOT NULL

Steps

Generate Coupa API Key: Log in to your Coupa instance as an administrator. Navigate to Setup > Company Setup > API Keys. Create a new API key. Ensure the key has read permissions for the following scopes: core.invoice.read, core.user.read, core.supplier.read, core.approval.read, and core.payment.read.
Set up Python Environment: Ensure you have Python 3.6 or newer installed. Create a new project directory and install the necessary libraries using pip: pip install requests pandas.
Configure the Python Script: Create a new Python file (e.g., extract_coupa_invoices.py). Copy the provided script into this file. Replace the placeholder values for YOUR_COUPE_INSTANCE_URL, YOUR_API_KEY, and START_DATE with your specific instance details and the desired extraction start date.
Execute the Script: Run the script from your terminal using the command: python extract_coupa_invoices.py. The script will start fetching data from the Coupa API.
Monitor the Extraction: The script will print progress updates to the console, showing how many invoices have been processed. Depending on the date range and data volume, this may take a considerable amount of time due to API rate limiting.
Understand the Core Logic: The script first queries the /api/invoices endpoint to retrieve a list of all invoices updated within the specified date range. It handles pagination automatically to fetch all records.
Process Each Invoice: For each invoice retrieved, the script generates multiple event log entries based on available timestamps and related data. For example, created-at is used for 'Invoice Created', and submitted-at is used for 'Invoice Submitted for Processing'.
Fetch Approval Details: To capture approval and rejection events, the script makes a secondary API call to the /api/invoices/{invoice_id}/approvals endpoint for each invoice. It then processes this list to create 'Invoice Sent for Approval', 'Invoice Approved', and 'Invoice Rejected' activities.
Fetch Payment Details: If payment information is needed, the script queries the /api/payments endpoint, filtering by the invoice ID to find related payment records for 'Payment Scheduled' and 'Payment Executed' events.
Transform and Aggregate Data: All generated events are collected into a list of dictionaries. Each dictionary represents a single row in the final event log.
Create the Event Log File: Once all invoices have been processed, the script converts the aggregated data into a pandas DataFrame. This DataFrame is then saved as a CSV file named coupa_invoice_event_log.csv in the same directory, which is ready for upload to ProcessMind.

Configuration

API Key Permissions: The API key must have at least read-only access to the Invoices, Approvals, Users, Suppliers, and Payments objects in Coupa. Missing permissions will result in script errors or incomplete data.
Date Range: The script uses an updated-at[gt] filter to fetch only invoices that have been created or changed since the specified START_DATE. For the initial extraction, a period of 3-6 months is recommended to balance data volume with performance. For subsequent delta loads, set the START_DATE to the timestamp of the last successful extraction.
API Rate Limiting: Coupa enforces rate limits on its API. The provided script includes a time.sleep(0.5) call between processing each invoice to prevent exceeding these limits. This value may need to be adjusted based on your specific Coupa instance's configuration.
Custom Fields: This extraction script only includes standard Coupa fields. If your organization uses custom fields on invoices that are required for analysis, you will need to modify the script to parse the custom-fields element in the API response and add them as columns to the output.

a Sample Query python

import requests
import pandas as pd
import time
import os
from datetime import datetime

class=class="hl-string">"hl-comment"># --- Configuration ---
class=class="hl-string">"hl-comment"># Replace with your Coupa instance URL (e.g., class="hl-string">'https://mycompany.coupahost.com')
COUPE_INSTANCE_URL = class="hl-string">'YOUR_COUPE_INSTANCE_URL' 
class=class="hl-string">"hl-comment"># Replace with your Coupa API Key
API_KEY = class="hl-string">'YOUR_API_KEY'
class=class="hl-string">"hl-comment"># Set the start date for the extraction (YYYY-MM-DD format)
START_DATE = class="hl-string">'2023-01-01' 

class=class="hl-string">"hl-comment"># --- API Setup ---
API_BASE_URL = fclass="hl-string">"{COUPE_INSTANCE_URL}/api"
HEADERS = {
    class="hl-string">'Accept': class="hl-string">'application/json',
    class="hl-string">'X-COUPA-API-KEY': API_KEY
}

class=class="hl-string">"hl-comment"># --- Event Log Storage ---
event_log_records = []

def get_paginated_data(endpoint_url, params=None):
    class="hl-string">"""Fetches all pages of data from a Coupa API endpoint."""
    all_data = []
    url = fclass="hl-string">"{API_BASE_URL}/{endpoint_url}"
    
    class=class="hl-string">"hl-comment"># Coupa uses offset-based pagination, 50 is a common limit
    offset = 0
    while True:
        paginated_params = params.copy() if params else {}
        paginated_params[class="hl-string">'offset'] = offset
        paginated_params[class="hl-string">'limit'] = 50
        
        try:
            response = requests.get(url, headers=HEADERS, params=paginated_params)
            response.raise_for_status()
            data = response.json()
            if not data: class=class="hl-string">"hl-comment"># Break if the page is empty
                break
            all_data.extend(data)
            offset += len(data)
        except requests.exceptions.RequestException as e:
            print(fclass="hl-string">"Error fetching data from {url}: {e}")
            break
    return all_data

def add_event(invoice, activity_name, event_time, user_info=None):
    class="hl-string">"""Helper function to create and add an event record."""
    if not event_time:
        return class=class="hl-string">"hl-comment"># Do not add events without a timestamp

    record = {
        class="hl-string">'InvoiceNumber': invoice.get(class="hl-string">'invoice-number'),
        class="hl-string">'ActivityName': activity_name,
        class="hl-string">'EventTime': event_time,
        class="hl-string">'User': user_info.get(class="hl-string">'login') if user_info else None,
        class="hl-string">'VendorName': invoice.get(class="hl-string">'supplier', {}).get(class="hl-string">'name'),
        class="hl-string">'InvoiceTotalAmount': invoice.get(class="hl-string">'total-with-taxes'),
        class="hl-string">'PaymentDueDate': invoice.get(class="hl-string">'payment-date'),
        class="hl-string">'PurchaseOrderNumber': invoice.get(class="hl-string">'purchase-order', {}).get(class="hl-string">'number') if invoice.get(class="hl-string">'purchase-order') else None,
        class="hl-string">'InvoiceStatus': invoice.get(class="hl-string">'status')
    }
    event_log_records.append(record)

def main():
    class="hl-string">"""Main extraction function."""
    print(class="hl-string">"Starting Coupa invoice data extraction...")
    
    class=class="hl-string">"hl-comment"># Fetch all invoices updated since the start date
    invoice_params = {class="hl-string">'updated-at[gt]': START_DATE}
    invoices = get_paginated_data(class="hl-string">'invoices', invoice_params)
    print(fclass="hl-string">"Found {len(invoices)} invoices to process.")

    for i, invoice in enumerate(invoices):
        print(fclass="hl-string">"Processing invoice {i+1}/{len(invoices)}: {invoice.get('invoice-number')}")
        invoice_id = invoice.get(class="hl-string">'id')

        class=class="hl-string">"hl-comment"># Activity: Invoice Created
        add_event(invoice, class="hl-string">'Invoice Created', invoice.get(class="hl-string">'created-at'), invoice.get(class="hl-string">'created-by'))

        class=class="hl-string">"hl-comment"># Activity: Invoice Submitted for Processing
        add_event(invoice, class="hl-string">'Invoice Submitted for Processing', invoice.get(class="hl-string">'submitted-at'), invoice.get(class="hl-string">'submitted-by'))

        class=class="hl-string">"hl-comment"># Activities related to matching status
        if invoice.get(class="hl-string">'po-match-status') == class="hl-string">'matched':
            add_event(invoice, class="hl-string">'Invoice Matched to PO', invoice.get(class="hl-string">'updated-at'), invoice.get(class="hl-string">'updated-by'))
        elif invoice.get(class="hl-string">'po-match-status') in [class="hl-string">'unmatched', class="hl-string">'mismatched']:
            add_event(invoice, class="hl-string">'Matching Discrepancy Identified', invoice.get(class="hl-string">'updated-at'), invoice.get(class="hl-string">'updated-by'))
            class=class="hl-string">"hl-comment"># Inference for Discrepancy Resolution Started is complex. We approximate it as the next update.
            class=class="hl-string">"hl-comment"># A more robust solution would track status changes over time.
            add_event(invoice, class="hl-string">'Discrepancy Resolution Started', invoice.get(class="hl-string">'updated-at'), invoice.get(class="hl-string">'updated-by'))

        class=class="hl-string">"hl-comment"># Activities from Approvals endpoint
        approvals = get_paginated_data(fclass="hl-string">'invoices/{invoice_id}/approvals')
        if approvals:
            class=class="hl-string">"hl-comment"># Sent for Approval is often the creation of the first approval object
            first_approval = approvals[0]
            add_event(invoice, class="hl-string">'Invoice Sent for Approval', first_approval.get(class="hl-string">'created-at'), first_approval.get(class="hl-string">'created-by'))
            
            for approval in approvals:
                approver = approval.get(class="hl-string">'approver')
                if approval.get(class="hl-string">'status') == class="hl-string">'approved':
                    add_event(invoice, class="hl-string">'Invoice Approved', approval.get(class="hl-string">'updated-at'), approver)
                elif approval.get(class="hl-string">'status') == class="hl-string">'rejected':
                    add_event(invoice, class="hl-string">'Invoice Rejected', approval.get(class="hl-string">'updated-at'), approver)

        class=class="hl-string">"hl-comment"># Activities based on status and flags
        if invoice.get(class="hl-string">'on-hold'):
            class=class="hl-string">"hl-comment"># This timestamp is an approximation, representing the last update time when the hold was active.
            add_event(invoice, class="hl-string">'Invoice Hold Placed', invoice.get(class="hl-string">'updated-at'), invoice.get(class="hl-string">'updated-by'))
        class=class="hl-string">"hl-comment"># We canclass="hl-string">'t reliably detect 'Hold Released' without historical data, so we omit it for accuracy.

        if invoice.get(class="hl-string">'exported') == True:
            add_event(invoice, class="hl-string">'Invoice Posted for Payment', invoice.get(class="hl-string">'updated-at'), invoice.get(class="hl-string">'updated-by'))

        if invoice.get(class="hl-string">'status') == class="hl-string">'void':
            add_event(invoice, class="hl-string">'Invoice Voided', invoice.get(class="hl-string">'updated-at'), invoice.get(class="hl-string">'updated-by'))
        
        class=class="hl-string">"hl-comment"># Activities from Payments endpoint
        payments = get_paginated_data(class="hl-string">'payments', {class="hl-string">'invoice-id': invoice_id})
        for payment in payments:
            add_event(invoice, class="hl-string">'Payment Scheduled', payment.get(class="hl-string">'created-at'), payment.get(class="hl-string">'created-by'))
            if payment.get(class="hl-string">'payment-date'):
                add_event(invoice, class="hl-string">'Payment Executed', payment.get(class="hl-string">'payment-date'), payment.get(class="hl-string">'updated-by'))

        class=class="hl-string">"hl-comment"># A short delay to respect API rate limits
        time.sleep(0.5)

    if not event_log_records:
        print(class="hl-string">"No events were generated. Exiting.")
        return

    class=class="hl-string">"hl-comment"># Create DataFrame and save to CSV
    df = pd.DataFrame(event_log_records)
    df[class="hl-string">'EventTime'] = pd.to_datetime(df[class="hl-string">'EventTime']).dt.strftime(class="hl-string">'%Y-%m-%d %H:%M:%S')
    df = df.sort_values(by=[class="hl-string">'InvoiceNumber', class="hl-string">'EventTime'])
    
    output_filename = class="hl-string">'coupa_invoice_event_log.csv'
    df.to_csv(output_filename, index=False, encoding=class="hl-string">'utf-8')
    print(fclass="hl-string">"Extraction complete. Event log saved to {os.path.abspath(output_filename)}")

if __name__ == class="hl-string">'__main__':
    main()

Steps

Prerequisites: Ensure you have a Coupa user account with roles and permissions that allow creating, editing, and scheduling reports. You will also need access to the following Coupa data objects: Invoice Header, Invoice Audit Trail, Approval, and Payment Information.
Navigate to Reporting: Log in to your Coupa instance and navigate to the Reports section. This is typically found under the main menu or a dedicated analytics tab.
Create Core Invoice Report: Click on 'Create Report'. Select 'Invoice Header' as your primary data source. This report will be the foundation for several status-based activities. Name it something descriptive, like 'ProcessMind - Invoice Master Data'.
Add Related Data Objects: In the report builder, join the 'Invoice Header' object with related objects to enrich the data. Add 'Supplier', 'Created By User', and 'Updated By User' to get vendor and user details. This is crucial for populating the recommended attributes.
Create Specific Event Reports: Due to the nature of event logs, you cannot generate all required rows from a single report. You must create multiple reports designed to capture different types of events, which will be combined later.
- Report A: Invoice Status Events: Create a report based on the 'Invoice Audit Trail' object, joined with 'Invoice Header'. This report will capture activities like 'Invoice Created', 'Invoice Submitted', 'Invoice Hold Placed', 'Invoice Hold Released', and 'Invoice Voided' by filtering the audit trail for specific status changes.
- Report B: Approval Events: Create a report based on the 'Approval' object, joined with 'Invoice Header'. This report will capture 'Invoice Sent for Approval', 'Invoice Approved', and 'Invoice Rejected' activities.
- Report C: Payment Events: Create a report based on the 'Payment Information' object, joined with 'Invoice Header'. This will capture 'Payment Scheduled' and 'Payment Executed' events.
Configure Columns for Each Report: For each report you create, add the necessary columns. You will need to manually map Coupa fields to the required event log schema. For example, in the Approval Events report, you would add 'Approval > Created At' and rename it to 'EventTime', add a custom column with the text 'Invoice Approved' and name it 'ActivityName', and add 'Invoice Header > Invoice Number' as 'InvoiceNumber'.
Define Report Filters: In each report's filter section, add a date filter to limit the data volume. It is recommended to filter on 'Invoice Header > Created At' for the last 3 to 6 months. Also, add filters for specific company codes or legal entities if required.
Run and Export the Reports: Save and run each report individually. Export the results of each report as a CSV file. Verify that the data in each file looks correct and contains the columns you configured.
Schedule the Exports: Once you have confirmed the reports are correct, schedule them to run on a regular basis (e.g., daily). Configure the schedule to export the CSV files to a designated location, preferably an SFTP server, for automated retrieval.
Combine and Transform Data: Use an external script (e.g., Python, PowerShell) or an ETL tool to perform the final data transformation. This script must:
- Download all CSV files from the SFTP server.
- Standardize column names across all files to match the event log schema (InvoiceNumber, ActivityName, EventTime, etc.).
- Union all the rows from the individual files into a single, consolidated event log file.
Final Formatting and Upload: Ensure the final consolidated file is saved as a UTF-8 encoded CSV. This file is now ready to be uploaded to the ProcessMind application for analysis.

Configuration

Primary Data Objects: The extraction relies on several core Coupa objects that must be accessible. These include: Invoice Header, Invoice Audit Trail, Approval, Payment Information, and Supplier.
Date Range Filtering: To manage performance and data volume, it is critical to apply a date filter. A filter on Invoice Header > Created At for a rolling period of 3 to 6 months is recommended for initial analysis.
Essential Filters: Always filter by Company Code or Legal Entity to ensure the data is relevant to the business unit being analyzed. You may also want to exclude certain invoice statuses, such as 'draft', if they are not relevant to the process.
Report Scheduling: Coupa allows reports to be scheduled to run daily, weekly, or monthly. For process mining, a daily export is recommended to keep the analysis current. Configure the export to deliver a CSV file to an SFTP server for automation.
User Permissions: The user account configuring and running these reports must have a role with permissions to create and schedule reports, as well as read access to all the data objects listed above.

a Sample Query config

// This is a configuration guide for creating multiple Coupa reports. These reports must be combined externally to form the final event log.

// --- Report 1: Invoice Creation Event ---
// Primary Object: Invoice Header
// Columns:
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Created' (Static Value)
//   'EventTime' = Invoice Header > Created At
//   'User' = Invoice Header > Created By > Login
//   'VendorName' = Invoice Header > Supplier > Name
//   'InvoiceTotalAmount' = Invoice Header > Total
//   'PaymentDueDate' = Invoice Header > Payment Due Date
//   'PurchaseOrderNumber' = Invoice Header > PO Number
//   'InvoiceStatus' = Invoice Header > Status

// --- Report 2: Invoice Status Change Events ---
// Primary Object: Invoice Audit Trail
// Joined Object: Invoice Header (on Invoice ID)
// Columns:
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = CASE WHEN (Field Name = 'status' AND Old Value = 'new' AND New Value = 'pending_approval') THEN 'Invoice Submitted for Processing' WHEN (Field Name = 'po_match_status' AND New Value = 'matched') THEN 'Invoice Matched to PO' WHEN (Field Name = 'po_match_status' AND New Value = 'unmatched') THEN 'Matching Discrepancy Identified' WHEN (Field Name = 'status' AND New Value = 'on_hold') THEN 'Invoice Hold Placed' WHEN (Field Name = 'status' AND Old Value = 'on_hold') THEN 'Invoice Hold Released' WHEN (Field Name = 'exported' AND New Value = 't') THEN 'Invoice Posted for Payment' WHEN (Field Name = 'status' AND New Value = 'voided') THEN 'Invoice Voided' END
//   'EventTime' = Invoice Audit Trail > Created At
//   'User' = Invoice Audit Trail > Updated By > Login
//   'VendorName', 'InvoiceTotalAmount', etc. from joined Invoice Header.
// Filters:
//   Field Name IN ('status', 'po_match_status', 'exported')

// --- Report 3: Invoice Approval Events ---
// Primary Object: Approval
// Joined Object: Invoice Header (on Invoice ID)
// This report will create multiple rows from one source object. This logic needs to be applied in the external transformation script.
// Logic Block 1: Invoice Sent for Approval (First Approver Record for the Invoice)
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Sent for Approval'
//   'EventTime' = MIN(Approval > Created At) GROUP BY InvoiceNumber
//   'User' = Approver associated with the MIN(Created At) timestamp.
// Logic Block 2: Invoice Rejected
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Rejected'
//   'EventTime' = Approval > Created At
//   'User' = Approval > Approver > Login
//   Filter: Approval > Status = 'rejected'
// Logic Block 3: Invoice Approved (Final Approver Record)
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Invoice Approved'
//   'EventTime' = MAX(Approval > Created At) where Status is 'approved'
//   'User' = Approver associated with the MAX(Created At) timestamp.

// --- Report 4: Discrepancy Resolution Event ---
// Primary Object: Invoice Audit Trail
// Joined Object: Invoice Header (on Invoice ID)
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Discrepancy Resolution Started'
//   'EventTime' = Invoice Audit Trail > Created At
//   'User' = Invoice Audit Trail > Updated By > Login
// Filter:
//   This event is difficult. A common proxy is the first user comment or field change after the PO match status changes to 'unmatched'.
//   Logic: Find the MIN(Created At) from the audit trail where the timestamp is greater than the timestamp of the 'Matching Discrepancy Identified' event.

// --- Report 5: Payment Events ---
// Primary Object: Payment Information
// Joined Object: Invoice Header (on Invoice ID)
// Logic Block 1: Payment Scheduled
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Payment Scheduled'
//   'EventTime' = Payment Information > Payment Date
//   'User' = 'System'
// Logic Block 2: Payment Executed
//   'InvoiceNumber' = Invoice Header > Invoice Number
//   'ActivityName' = 'Payment Executed'
//   'EventTime' = Payment Information > Paid At
//   'User' = 'System'
// Filter:
//   Payment Information > Paid At IS NOT NULL

Your Purchase to Pay - Invoice Processing Data Template

Your Purchase to Pay - Invoice Processing Data Template

Purchase to Pay - Invoice Processing Attributes

Purchase to Pay - Invoice Processing Activities

Extraction Guides

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Configuration

a Sample Query config

Python Script using Coupa REST API for Extraction

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a Sample Query python

Automated Coupa Data Export via Scheduled SFTP

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a Sample Query config

Ready to Get Started?

Unlock Peak Efficiency: Optimize Your P2P Invoice Processing Now

Your Purchase to Pay - Invoice Processing Data Template

Your Purchase to Pay - Invoice Processing Data Template

Purchase to Pay - Invoice Processing Attributes

Purchase to Pay - Invoice Processing Activities

Extraction Guides

Coupa Scheduled Reports and CSV Data Exports

Steps

Configuration

a Sample Query config

Python Script using Coupa REST API for Extraction

Steps

Configuration

a Sample Query python

Automated Coupa Data Export via Scheduled SFTP

Steps

Configuration

a Sample Query config

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