Importing Legacy Contracts
When implementing SAP Ariba, users will start to create new contracts normally, but legacy and in-flight contracts can be uploaded into the site using the contract repository.
- You can separately import older contracts into the system via a bulk load process.
- This allows you to search and report on contract attributes including:
- Contract metadata like name, ID, owner, supplier, contract amount, effective and expiration dates
- Documents associated with the contract
- Team members (groups or users) associated with the contract
Legacy Load Workflow
- Preparation
- Create a bulk load template. The best practice is for this template to have no tasks.
- Acquire the contract repository template.
- Populate .xls
- Start with a subset of the contracts you need to load, potentially just 10 workspaces. This will make initial troubleshooting easier.
- As you become more comfortable, you can load more contracts at a time.
- Master agreements must be listed before their sub-agreements.
- Convert to .csv
- Create separate .csv files for Contracts, ContractDocuments, ContractTeams, and ImportProjectsParameters
- Place each .csv in a folder along with the corresponding documents.
- The .csv file name must match the tab name.
- Upload .zip
- Zip the four .csv files and any documents referenced by them into a single .zip file.
- You can include documents in the .zip which are not referenced by ContractDocuments, but the .zip must remain under 100 MB.
- Upload the .zip using the Import Legacy Contracts tool.
Summary
- When implementing SAP Ariba, users will start to create new contracts within the contract repository
- The process includes preparing the bulk load template, populating .xls and converting it to a csv format with the Contracts, ContractDocuments, ContractTeams and ImportProjectsParameters before uploading the .zip.