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Set Up Coupa Contract Sync

Ariana Kemp
  • Updated

This topic will walk you through how to set up Coupa contract sync.

This topic will walk you through how to set up mappings for your Coupa Contract Sync integration.
If you have not set up your instance yet,  refer to Set Up Mappings for Coupa Integration topic and complete the Connect Coupa to Ironclad section before continuing with this topic.

 

Complete the following steps in order:

 

 

Connect Your Contract Sync Configuration To Coupa

Required Permissions: Administrator
SyncConfiguration.jpeg

  1. In Coupa, click the Contract Sync tab, and then click Add Contract Configuration.
  2. Select the type of record you want to integrate with Coupa. You must do these steps and the remaining steps in this topic for each record type you want to sync to Coupa.

 

 

Set Up Your Supplier Info

Required Permissions: Administrator
Depending on which option you select for the supplier, the behavior of the integration will differ. It is important to choose the one that works best for your team. If you are using Requisition Sync in addition to Contract Sync, it does not matter which you select and the contract is always attached to the supplier from the requisition. Both approaches have their benefits, with Supplier Name more streamlined in scenarios where many suppliers don't already exist in Coupa, and Supplier ID less likely to create duplicates when onboarding suppliers in Coupa.

  1. In the Identity Supplier Based On dropdown, select one of two options to identify the Coupa supplier for this contract:
    • Coupa Supplier Name: If you use Supplier Name for mapping the supplier, Ironclad starts by looking for a Coupa supplier with that name. If a supplier isn’t identified, a new one is created and the contract attached. If a supplier is identified, the contract is added to that supplier.
    • Coupa Supplier ID: More strict. Ironclad starts by looking for a Coupa supplier with that ID. If a supplier isn’t identified, the sync fails. An error is generated and admins can reinitiate the sync by editing the record once the supplier is created in Coupa. If a supplier is identified, the contract is added to the supplier. Supplier.jpeg
  3. ​​​​In the Get Supplier Name/ID From The Ironclad Record Property dropdown, select the Ironclad record property that is used to fill in the supplier name or ID on the Coupa contract.GetSupplierName.jpeg

 

 

Set Up Your Contract Mappings

Required Permissions: Administrator

  1. Click the Contract Sync tab, and then click Add Attribute to begin the process of mapping values from an Ironclad record type to a Coupa contract. Only the fields you proactively map are sent from Ironclad to Coupa.ContractMappings.jpeg
  2. Select the Coupa field that you want to map Ironclad record values into. This field comes from the contract object within Coupa.CoupaField.jpeg
  3. Under the Attribute Mapping section, click the Select dropdown next to the attribute you want to map. The dropdown options refer to the type of data you want to pull in from an Ironclad record:
    • Pick a field from Ironclad record: Choose a simple field located directly on an Ironclad record, such as Counterparty Name or Agreement Date.
    • Pick a field from a nested object field in Ironclad record: Choose a field that’s contained within a more complex object located on an Ironclad record, such as Monetary Amounts.
    • Pick a field from the first item of a list of objects field in Ironclad record: Choose the first value from a list located on an Ironclad record, such as the first item from a dynamic table or line items.PickField.jpeg
  4. Select the field from the Ironclad record that you want to map to that Coupa contract field.CoupaContractField.jpeg
  5. Repeat this process for each field on the Coupa contract you want to map values to.
  6. To create published contracts in Coupa, you must include start-date and end-date in your field mappings. If you do not do this, Ironclad can only create draft contracts in Coupa.Draft.jpeg

 

 

Save Your Settings

Required Permissions: Administrator
SaveSettings.jpeg

  1. Click Save. A saved sync displays.

 

 

Test Your Configuration

Required Permissions: Ability to launch & archive the integrated workflow
In order to test that your configuration is working correctly, you must launch a test workflow that has been configured through the process above.

  1. Configure a workflow using the process above (or use an existing configuration that was already set up).
  2. Launch the associated workflow from your Ironclad Dashboard, using test data.
  3. Progress the workflow to the Archive step, and then complete the workflow by archiving it.
  4. Click the link to the record in the Activity Feed.ActivityFeed.jpeg
  5. On the record, there should be a View in Coupa link under the External Links section. Click this link.ViewInCoupa.jpeg
  6. After being redirected to Coupa, you should land on the associated Coupa contract with data pulled in correctly from the Ironclad record.
  7. Verify that all the data looks correct based on the values in Ironclad.
  8. [Optional] Change a value on the Ironclad record associated with the Coupa contract, and confirm that the contract object updates with the new value.

 

 

Custom Fields

Required Permissions: Administrator
To set up custom fields for your contract sync, refer to Use Custom Fields in Coupa Integration.

 

Related Articles

Coupa Requisition Sync Setup


Coupa Contract Sync Setup

  • Set Up Coupa Contract Sync (Current Topic)


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