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Set Up the Coupa Integration

Updated

Requires the following user role:  Owner

Overview

Tropic’s Coupa integration automatically syncs suppliers and users from Coupa to Tropic. Once connected, the integration also unlocks Coupa-related workflow tasks in Tropic. These tasks enable you to:

  • Create a Coupa purchase requisition from a Tropic request
  • Follow approvals for the linked Coupa purchase requisition
  • Auto-link and follow Coupa purchase orders in a Tropic Request
  • Start the onboarding of new suppliers to Coupa or your ERP

For a comprehensive understanding of how this integration fits into Tropic, please refer to the Integration Overview user guide. 

Prerequisites

Before setting up the integration, ensure you have the necessary roles:

  • Coupa: Admin role required to manage and configure integration settings.
  • Tropic: Owner role required to control the integration in Tropic.

As the individual assigned to manage this integration—whether an IT Admin, Procurement Manager, or another relevant team member—you should have a clear understanding of both systems. You may also choose to assign an Integration Manager to oversee the process.

Note: You can view all roles and permissions under Settings → Users in Tropic. For more details, see User Roles and Permissions.

Steps To Connect

1. Navigate to the Coupa Integration Setup (Done in Tropic) 

  • Go to Integrations in Tropic.
  • Search for Coupa and click View Details.
  • Click Setup Integration to begin.

If you are not the correct person to complete this setup, you can assign the step to the appropriate team member.

2. Retrieve Your Coupa Domain (Done in Coupa)

Before entering your Coupa domain in Tropic, you must retrieve it from Coupa.

  • Sign in to Coupa.
  • Locate your sign-in URL. Your domain is the part immediately after https:// and before the first forward slash (/).
    • Example: If your URL is https://example-coupalink.coupacloud.com/sessions/new, your Coupa domain is example-coupalink.coupacloud.com.

3. Enter the Coupa Domain in Tropic (Done in Tropic)

Once you have retrieved your domain:

  • Go back to Tropic's Coupa integration setup page
  • Scroll down to Connect to Coupa section and paste your Coupa domain into the Domain field.

4. Connect Coupa to Tropic (Done in Both Coupa and Tropic)

To establish the connection, create an OAuth client in Coupa.

Create an OAuth Client in Coupa (Done in Coupa)

  • Click the Coupa OAuth2 Client setup page link. This action opens the OAuth2/OpenID Connect Clients page in Coupa. Sign in to Coupa if necessary
  • On Coupa’s OAuth2/OpenID Connect Clients page, click Create.
  • Configure the client by specifying:
    • Grant type: Client Credentials
    • Name: Provide a name for the integration (e.g., Tropic Integration). Any name is permitted.
    • To fill in the Login and Contact Email sections, you'll need to provide an email address that will be used to create a new user in Coupa. This new user will be the link between Coupa and Tropic. Think of this like creating a new email account for a team member.

We suggest that you use a general email alias, like admin@yourcompanyname.com. For example, if your company is called Acme.co, you could use admin@acme.co. Don't worry, this user does not need to be registered in Tropic, and you can even use a fake email address - it will still work!

  • Contact First Name and Contact Last Name: Name for the new Coupa user. If using an email alias, we recommend using a related first and last name, such as Admin User.

  • Select the following Scopes: 
    • core.approval.configuration.read 
    •  core.common.read 
    • core.invoice.create 
    • core.purchase_order.read 
    • core.requisition.read 
    • core.requisition.write 
    • core.supplier.read 
    • core.user.read
    • core.contract.read 
    • core.easy_form_response.read 
    • core.easy_form_response.write 
    • core.easy_form.read 
    • core.accounting.read
  • Click Save
  • Copy the Identifier and Secret values from Coupa

Enter OAuth Credentials in Tropic (Done in Tropic)

  • Return to Tropic.
  • Paste the Identifier and Secret into the respective fields.
  • Click Connect and Continue.
  • If successful, you’ll see a Connected status.
  • Click Continue.

6. Sync Users from Coupa to Tropic in Tropic's System (Auto-sync for Purchasing Users)

Important Note: In Tropic's system, the integration automatically syncs any Coupa users with a Purchasing License to Tropic. You can’t disable this sync in Tropic. Please be aware of this automatic sync process before proceeding.

Select how you’d like to sync and invite other Coupa users to Tropic.

  • Check Expense License to sync Coupa users with an Expense License to Tropic. Syncing users with an Expense License allows these users to manage their expenses in Tropic, providing a comprehensive view of all financial transactions.
  • Select When to send Tropic account invites. In most cases, we recommend selecting Send invites later. This lets you manually choose which users to invite to Tropic later.
  • Click Sync and Continue.

7. Configure the Onboard Suppliers Task

  • Define default instructions for the Onboard Supplier task. The fields define the default instructions for the Onboard Supplier task
  • Owners can override these defaults when adding the task to a workflow
  • Click Save.

It may take up to 60 minutes for your Coupa data to sync to Tropic.

After your data syncs, you can immediately see the synced information, such as Coupa licenses and supplier onboarding details, in the Connection Details section on the integration page.

Post-Setup Steps

View Synced Data (Done in Tropic)

To view your account’s Tropic users, go to Settings --> Users. On the Users page, each user’s Coupa status and licenses are displayed under Coupa User.

View Coupa Suppliers in Tropic

You can find the corresponding Coupa names for your Tropic suppliers.

In Tropic, click Suppliers. On the Suppliers page, each supplier’s Coupa Name is displayed.

User Data Migration from Coupa to Tropic

When integrating with Coupa, we migrate specific data elements from Coupa to Tropic. These include:

  • Id
  • Name
  • Purchasing-user (Y/N)
  • Expense-user (Y/N)
  • Created-at
  • Updated-at
  • Active (Y/N)
  • Department-name
  • Role-name
  • Role-id
  • Role-system-role
  • Content-group-name
  • Content-group-id
  • Email

Please note that the user scope we import is read-only. This means that we cannot alter any user information on the Coupa side. The data we import is used strictly for powering the integration itself and we do not make any changes to settings within Tropic, such as managers, departments, etc.

Effect on Existing Users (Done Automatically in Tropic)

  • If an email exists in Tropic, the user is matched.
  • If the user is new, they are placed in the awaiting invitation bucket.
  • The integration does not create duplicate users.

Limitations

  • The integration doesn’t support catalog punchouts.
  •  Sync occurs hourly (no real-time sync).
  • Non-internal attachment type custom fields are not supported

Next steps

As a next step, you can add Coupa-related tasks to your Tropic workflows. See Manage Coupa purchase requisitions in Tropic.

Contact our support team

Still need help? Our support team is available Monday-Friday.

Submit a ticket