Install and configure Vendor Insights using Coupa data

Edit online

Overview

This document provides instructions for the TBMA to deploy Vendor Insights using the Coupa data from the Coupa Datalink (Classic) Connector.

Prerequisites

Before installing Vendor Insights components, you must have:

  1. TBM Studio 12.6.1 and Datalink (Classic) 4.8 (Build 11122 or greater). If you are not running the correct version or have questions about the version you are running, contact Apptio customer support for assistance.
  2. A new or existing TBM Studio project dedicated to Vendor Insights exists with time settings configured, checked in, and calculated in the development environment. TIP : Follow the same time period used in Costing Standard or create a time period that starts from the beginning of the current year.
    • If you would like Vendor Insights to be a stand-alone product, create a new custom project type. Otherwise, you can install the Vendor Insights component into an existing project.
  3. Coupa has been configured for Apptio . To learn more, see Configure Coupa for Apptio . Otherwise, the following fields will not be available from the Coupa Datalink (Classic) Connector:
    • IT Tower - Vendor Master Data
    • IT Sub-Tower - Vendor Master Data
    • Cost Pool - Accounts Payable Master Data, Purchase Order Master Data
    • Cost Sub-Pool - Accounts Payable Master Data, Purchase Order Master Data
  4. The Datalink (Classic) Coupa Connector has been configured and executed for both the initial and delta data for the following Coupa objects. The output of each of the Coupa Connectors should be placed into the z_Coupa_Raw folder in TBM Studio . To learn more, see Configure the Coupa Vendor Insights data for Apptio .
    This results in the following tables:
    Coupa object Retrieval mode Catalog Sample output table name
    Suppliers Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_Supplier_Initial_Raw
    Coupa_Supplier_Delta_Raw
    Contracts Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_Contract_Initial_Raw
    Coupa_Contract_Delta_Raw
    Purchase Orders Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_PO_Initial_Raw
    Coupa_PO_Delta_Raw
    Purchase Order Lines Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_PO_Line_Initial_Raw
    Coupa_PO_Line_Delta_Raw
    Purchase Order Line Accounts Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_PO_Line_Acct_Initial_Raw
    Coupa_PO_Line_acct_Delta_Raw
    Invoices Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_Invoice_Initial_Raw
    Coupa_Invoice_Delta_Raw
    Invoice Lines Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_Invoice_Line_Initial_Raw
    Coupa_Invoice_Line_Delta_Raw
    Invoice Line Accounts Initial Data
    Delta Data     		z_Coupa_Raw
    z_Coupa_Raw     		Coupa_Invoice_Line_Acct_Initial_Raw
    Coupa_Invoice_Line_Acct_Delta_Raw

Instructions

Task 1: Install the Vendor Insights components

  1. Open the project in Studio.
  2. Click the Project tab.
  3. Click Components .
  4. Click Vendor Insights Foundation , then click Install .
  5. Click Vendor Insights PO , then click Install .
  6. Click Vendor Insights Contracts , then click Install .
  7. Check in your project.

You may need to update the visibility settings in Access Administration to see the Vendor Insights project and reports .

Task 2: Map the Coupa transform tables to the Vendor Insights master datasets

Append the following transformation tables to the Vendor Insights master datasets. Because field names in the transformation tables are identical to those in the Vendor Insights master datasets, the field names automatically map to each other (unless otherwise noted).

You will map the following Vendor Insights tables to the associated Coupa Transform tables:

Vendor Insights table Coupa Transform table
Vendor Master Data Coupa_Transform_Supplier
Accounts Payable Master Data Coupa_Transform_Invoice
Purchase Orders Master Data Coupa_Transform_PO
Contracts Master Data Coupa_Transform_Contract
PO to Contract Master Data Coupa_Transform_PO-to-Contract

For the exception fields, nothing needs to be mapped.

Task 2.1: Vendor Master Data

Map the following master data fields to the associated Coupa_Transform_Supplier fields:

Master data field Coupa_Transform_Supplier field
Parent Vendor ID =Parent Vendor ID
Parent Vendor Name =Parent Vendor Name
Vendor Contract =Vendor Contact
Vendor Description =Vendor Description
Vendor Name =Vendor Name
Vendor Service =Vendor Service

Task 2.2: Accounts Payable Master Data

Map the following master data fields to the associated Coupa_Transform_Invoice fields:

Master data field Coupa_Transform_Invoice field
Account =Account
Account Description =Account Description
Accounts Payable ID =Vendor Contact
Cost Center TBD
Cost Center Name =Cost Center Name
Cost Center Owner =Cost Pool
Cost Sub Pool ={Cost Sub-Pool}
Department =Department
Department Description =Department Description
Description =Description
Invoice Date =Invoice Date Orig
Invoice Number =Invoice Number
Monetary Amount =Monetary Amount
Purchase Order Number =Purchase Order Number
Vendor ID =Vendor ID
Vendor Key Metafield =Vendor ID
Vendor Name =Vendor Name

Task 2.3: Purchase Orders Master Data

Map the following master data fields to the associated Coupa_Transform_PO fields:

Master data field Coupa_Transform_PO field
Amount Amount
Cost Center Cost Center
Cost Center Name Cost Center Name
Cost Center Owner Cost Center Owner
Department Department
Department Description Department Description
Prior Monetary Amount Prior Monetary Amount
Purchase Order Date Purchase Order Date
Purchase Order Description Purchase Order Description
Purchase Order Number Purchase Order Number
Purchase Order Status Purchase Order Status
Requester Requester
Vendor ID Vendor ID
Vendor Name Vendor Name

Task 2.4: Contracts Master Data

Map the following master data fields to the associated Coupa_Transform_Contracts fields:

Master data field Coupa_Transform_Contracts field
Contract Amount =Contract Amount
Contract Description =Contract Description
Contract ID =Contract Number
Contract Number =Contract Number
Contract Owner =Contract Owner
Contract Owner Email =Contract Owner Email
Contract Title =Contract Title
Cost Center Number =Contract Title
Contract Title =Cost Center Number Lookup
Cost Pool �
Cost Sub Pool �
End Date =Contract End Date
Function �
Minimum Committed Spend Minimum Committed Spend
Parent Contract Parent Contract
Renewal Plans Renewal Plans
Start Date =Contract Start Date
Status =Status
Vendor ID =Vendor ID
Vendor Manager =Vendor Manager
Vendor Name =Vendor Name
Vendor Type =Vendor Type
Contract Notify Days =Contract Notify Days

Task 2.5: PO to Contract Master Data

Map the following master data fields to the associated Coupa_Transform_PO-to-Contract fields:

  • Contract ID to =Contract ID
  • Purchase Order Number to =Purchase Order Number

Task 3: Configure the Vendor Insights Foundation component

The Vendor Insights Foundation component contains the datasets, models, and reports used to rationalize vendors and understand vendor spending. For more information on this component, see Install the Vendor Insights Foundation component . Vendor Insights configuration is required to update the model and map fields that are not available in Coupa.

The following tables are missing the fields listed. These fields impact reports in Vendor Insights :

Vendor Master Data:

  • Vendor Manager
  • Vendor Type
  • Cost Pool
  • Vendor Owner
  • IT Resource Tower
  • IT Resource Sub-Tower
  • Vendor Function
  • Vendor Service
  • Vendor Location

Accounts Payable Master Data:

  • Account
  • Account Description
  • Cost Sub Pool
  • Cost Pool
  • Cost Center
  • Cost Center Name
  • Cost Center Owner
  • Department
  • Department Description
  • Purchase Order Description

Purchase Order Master Data:

  • Cost Center
  • Cost Center Name
  • Department
  • Department Description

Contract Master Data:

  • Contract Owner
  • Function
  • Contract Notify Days
  • Department
  • Contract Criticality
  • Vendor Manager

Task 4: Configure the Vendor Insights PO component

The Vendor Insights PO component contains the datasets, models, and reports used to manage purchase orders (POs). For more information on this component, see Install the Vendor Insight PO component . Additional Vendor Insights configuration is required to update the model and map fields that are not available in Coupa.

Task 4.1: Configure the Accounts Payable model

To configure allocations, create a model to allocate cost from the driver ( Accounts Payable Master Data ) to the resulting destination ( Purchase Orders ). This allocation will be stored in a metric called Payable .

To do this, you will check out the accounts payable model you want to configure, configure the accounts payable to purchase order allocation, then configure the accounts payable to the vendors allocation.

  1. In the Studio Project Explorer , expand the Vendors Insights category, then click Accounts Payable .
  2. On the Home tab, click Check Out .

Task 4.1.1: Configure accounts payable to purchase order allocations

  1. Add a Model step, then in the Select a metric list , select Payables .
  2. Under Allocations , click the (Purchase Orders) allocation line.
  3. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  4. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the Data Relationship sub-section, click the box under Source Column , then in the Accounts Payable Master Data column, select Purchase Order Number .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the Purchase Order Master Table column, select Purchase Order Number .
    • Click OK to save the configuration.
  5. Save your changes.

In the following example, the distribution after the configuration includes:

  • Source Column : ACCOUNTS PAYABLE MASTER DATA - Purchase Order Number
  • Destination Column : PURCHASE ORDER MASTER DATA - Purchase Order Number
    TIP : When mapping accounts payable and purchase data, use the most granular field that uniquely identifies the purchase order data.

Task 4.1.2: Configure accounts payable to vendors allocations

  1. In the Studio Project Explorer , expand the Vendors Insights category, then click Accounts Payable .
  2. Add a Model step, then in the Select a metric list , select Payables .
  3. Under Allocations , click the (Vendors) allocation line.
  4. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  5. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the Data Relationship sub-section, click the box under Source Column , then in the Accounts Payable Master Data column, select Vendor ID .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the Vendor Master Table column, select Vendor ID .
    • Click OK to save the configuration.

In the following example, the distribution after the configuration includes:

  • Source Column : ACCOUNTS PAYABLE MASTER DATA - Vendor ID
  • Destination Column : VENDOR MASTER DATA - Vendor ID

Task 4.2: Configure the Purchase Order model

To configure allocations, create a model to allocate cost from the driver ( Accounts Payable Master Data ) to the resulting destination ( Purchase Orders ). This allocation will be stored in a metric called Payable . To do this, you will check out the accounts payable model you want to configure, configure the purchase order to vendor allocation, then configure the purchase order to the contract's allocation.

  1. In the Studio Project Explorer , expand the Vendors Insights category, then click Purchase Orders .
  2. On the Home tab, click Check Out .

Task 4.2.1: Configure purchase order to vendors allocations

In these instructions, the purchase order is mapped to the Vendor using the Vendor ID (best practice). If the Vendor ID does not exist, use Normalized Vendor Name .

  1. Add a Model step, then in the Select a metric list , select Payables .
  2. Under Allocations , click the (Vendors) allocation line.
  3. On the ALLOCATION TO page, expand the From section, click the X next to the condition to delete the existing condition.
  4. On the ALLOCATION TO page, in the From section, select the Send only remaining values (after the other rules run) checkbox.
  5. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  6. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the Data Relationship sub-section, click the box under Source Column , then in the Purchase Orders Master Data column, select Vendor ID .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the Vendor Master Table column, select Vendor ID .
    • Click OK to save the configuration.
  7. Save your changes.

In this example, the distribution after the configuration includes:

  • Source Column : PURCHASE ORDERS MASTER DATA - Vendor ID
  • Destination Column : VENDOR MASTER DATA - Vendor ID

Task 4.2.2: Configure purchase order to contracts allocations

  1. Add a Model step, then in the Select a metric list , select Payables .
  2. Under Allocations , click the (PO to Contract) allocation line.
  3. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  4. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the D ata Relationship sub-section, click the box under Source Column , then in the Purchase Orders Master Data column, select Purchase Order Number .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the PO to Contract Master Data column, select Purchase Order Number .
    • Click OK to save the configuration.
  5. Save your changes.

In this example, the distribution after the configuration includes:

  • Source Column : PURCHASE ORDERS MASTER DATA - Purchase Order Number
  • Destination Column : PO TO CONTRACT MASTER DATA - Purchase Order Number

Task 4.3: Configure the Purchase Order to Contract model

To configure allocations, create a model to allocate cost from the driver ( Accounts Payable Master Data ) to the resulting destination ( Purchase Orders ). This allocation will be stored in a metric called Payable . To do this, you will check out the purchase order to contract model you want to configure, then configure the purchase order to the contract's allocation.

  1. In the Studio Project Explorer , expand the Vendors Insights category, then click PO to Contract .
  2. On the Home tab, click Check Out .

Task 4.3.1: Configure allocations (PO to "PO to Contracts")

To configure PO to Vendor allocations:

  1. On the Model page, click on the line going to (PO to Contract) allocation.
  2. On the ALLOCATION TO dialog box, expand the Distributing section and uncheck the Data Relationship checkbox to remove the OOTB allocation. Click Yes from the Legacy Warning dialog box.

  3. On the ALLOCATION TO dialog box, expand the Distributing section and select the Data Relationship checkbox to add a new allocation.
  4. In the Source tab, click Choose column and under Purchase Order Master Data , select Purchase Order Number .
  5. In the Destination tab, click Choose column and under PO to Contract Master Data , select Purchase Order Number .
  6. Back in the Model page, verify that the following distribution is shown:
    • Source Column - Purchase Order Master Data - Purchase Order Number
    • Destination Column - PO to Contract Master Data - Purchase Order Number
  7. Click Ok .
  8. Save your changes.

Task 4.3.2: Configure allocations ("PO to Contracts" to Contracts)

  1. Under Allocations , click the (Contracts) allocation line.
  2. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  3. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the Data Relationship sub-section, click the box under Source Column , then in the PO to Contract Master Data column, select Contract ID .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the Contracts Master Data column, select Contract Number .
    • Click OK to save the configuration.

The distribution after the configuration includes:

  • Source Column : PO TO CONTRACT MASTER DATA - Contract ID
  • Destination Column : CONTRACTS MASTER DATA - Contract Number

Task 4.4: Configure the Contracts model

To configure the allocations, create a model to allocate cost from the driver ( Accounts Payable Master Data ) to the resulting destination ( Purchase Orders ). This allocation will be stored in a metric called Payable .

Summary of the steps :

  1. Check out the Applications Master Data table.
  2. Join that table to Contracts Application Master Data .
  3. Check out the Contracts model.
  4. Configure the contracts to vendors allocation.
  5. Then, configure the contracts to contracts to applications allocation.

Task 4.4.1: Check out the Contract model

  1. On the Project Explorer , expand the Vendor Insights category, and then click on the Contracts model.
  2. On the Home tab, click Check Out to begin to make changes.
  3. On the Model page, select Payables from the Select a metric drop-down list.

Task 4.4.2: Configure allocations ("PO to Contracts" to Contracts)

  1. On the Model page, click on the line going TO (Contracts) from the (PO to Contract) driver.
  2. On the ALLOCATION TO dialog box, expand the Distributing section and uncheck the Data Relationship checkbox to remove the OOTB allocation. Click Yes from the Legacy Warning dialog box.
  3. On the ALLOCATION TO dialog box, expand the Distributing section and select the Data Relationship checkbox to add a new allocation.
  4. On the Source tab, click Choose column and under PO to Contract Master Data , select Contract ID .
  5. In the Destination tab, click Choose column and under Contracts Master Data , select Contract Number .

Task 4.4.3: Join tables

Users of 12.4x and earlier are required to follow this set of instructions to ensure that the Contracts model allocation will work as expected.

  1. In the Studio Project Explorer , click Applications Master Data .
  2. On the Home tab, click Check Out .
  3. Add a Join step, click Add Link , and then select the following (note that joining the master data instead of the raw data is a best practice). The Join step will be the last step:
    • From the From Table list, select Applications Master Data
    • From the From Column list, select Applications ID
    • From the To Table list, select Contracts to Applications Master Data .
    • From the To Column list, select Application ID
  4. Click OK .
  5. Click the Table step to review the table mapping result.
  6. Click Save .

Task 4.4.4: Configure contracts to vendors allocations

  1. In the Studio Project Explorer , expand the Vendors Insights category, then click Contracts .
  2. Add a Model step, then in the Select a metric list , select Payables .
  3. Under Allocations , click the (Vendors) allocation line.
  4. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  5. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the Data Relationship sub-section, click the box under Source Column , then in the Contracts Master Data column, select Normalized Vendor Name .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the Vendor Master Data column, select Normalized Vendor Name .
    • Click OK to save the configuration.

The distribution after the configuration includes:

  • Source Column : CONTRACTS MASTER DATA - Normalized Vendor Name
  • Destination Column : VENDOR MASTER DATA - Normalized Vendor Name

Task 4.4.5: Configure contracts to applications allocations

  1. In the Studio Project Explorer , expand the Vendors Insights category, then click Contracts .
  2. Add a Model step, then in the Select a metric list , select Payables .
  3. Under Allocations , click the (Contracts to Applications) allocation line.
  4. On the ALLOCATION TO page, expand the Distributing section, clear the Data Relationship checkbox, then click Apply . This removes the previous (out-of-the-box) allocation.
  5. Re-select the Data Relationship checkbox and add the following new allocation:
    • In the Data Relationship sub-section, click the box under Source Column , then in the Contracts Master Data column, select Contract ID .
    • In the Data Relationship sub-section, click the box under Destination Column , then in the Contracts to Applications Master Data column, select Contract ID .
    • Click OK to save the configuration.

The distribution after the configuration includes:

  • Source Column : CONTRACTS MASTER DATA - Contract ID
  • Destination Column : CONTRACTS TO APPLICATIONS MASTER DATA - Contract ID

Task 5: Configure the Vendor Insights Contracts component

Learn more at Vendor Insights Install the Vendor Insight Contracts component .