Understanding Documents

Objective

After completing this lesson, you will be able to create and upload a document.

Workspace Documents

Documents inherited from the project templates will appear automatically in the Documents tab of the project.

  • Documents can be organized into folders
    • Folders may be added, moved, and deleted (if not associated with tasks)
  • Documents can be associated with tasks
  • Documents can be any type of file (Microsoft Office, Graphics, PDF, etc.)
  • Common Documents in a Contract Workspace include:
    • Assembled documents (Main Agreement / Addenda)
    • Internal Document Templates
    • Contract Line Items Document
    • Reference Documents
  • Documents can be up to 100MB in size
  • Documents have their own "actions" menu so you can:
    • Open / Edit / Publish / View Details (version & status)
    • Copy / Move / Replace / Create a Shortcut

Document Types

  • Non-assembled documents: Non-assembled documents can be any non-executable file.
  • Assembled contract documents: Assembled contract documents are supported only with SAP Ariba Contracts. These documents must be Microsoft Word documents. An assembled contract document can have multiple subcomponents, or sections and clauses.
  • Assembled PDF documents: An assembled PDF document is created by SAP Ariba from one or more project documents. The ability to create assembled PDF documents is an optional add-on feature that must be enabled by SAP Ariba.
  • Contract Terms documents: If your SAP Ariba Contracts solution is integrated with SAP Ariba Procurement solutions, you can use a Contract Terms documents to link a contract workspace with a compliance contract request and to synchronize terms between your contract workspace and the compliance contract request. For more information about Contract Terms documents, see the Managing contract spending from contract workspaces guide.
  • Forms: Forms are custom data entry documents that are designed to meet specific business needs. Examples of forms include project resource sheets, asset tracking forms, and deal sheets.
  • Savings Forms: Savings forms are a special type of form used to track savings and spend. Savings forms are supported in SAP Ariba Sourcing projects; if you have an SAP Ariba Contracts solution in addition to SAP Ariba Sourcing, savings forms are also supported in procurement contract workspaces and requests.

How To Create Contract Terms Document

Contract Line Item Document (CLID)

A contract line items document, or line items document, specifies terms of the contract, or the goods or services acquired by the contract. Each line item includes pricing information and terms, such as price and quantity.

  • Integrate data with SAP Ariba Sourcing, and with SAP Ariba Procurement solutions compliance contracts.
  • Integrate with an SAP ERP and send items from line items documents to the ERP; the ERP can then create an SAP contract (outline agreement).
  • If your site is configured with item material master data integration, users can also add items from material master data to a contract line items document.
  • Save line items to the Sourcing Library and add them to line items documents.
Contract line items are displayed. Details are provided in the paragraph.

Contract line items documents are disabled by default. To enable this feature, please have your Designated Support Contact log a service request.

Contract line items document contents can be standard capacity or large capacity. Standard capacity line items documents can contain up to 2000 line items. Users create, view, and modify items for standard capacity line items documents by specifying values directly in the user interface. Users can also work with standard capacity line items documents using Microsoft Excel files.

Large capacity line items documents can contain up to 10,000 line items. Users must create, view, and modify items for large capacity line items documents using Microsoft Excel files.

Workflow for Contract Line Items Documents

Methods of Creating a Contract Line Items Document
  • A line items document is added to a contract workspace using one of the following methods:
    • Automatically, at project creation time. A user creates a procurement contract workspace from a project template that contains a line items document. SAP Ariba creates an empty line items document.
    • An SAP Ariba Sourcing event completes and the event manager creates an award, then creates a contract workspace and selects a procurement contract workspace template that contains a line items document; SAP Ariba creates a line items document that contains items from the event. The line items document is created with items from the award.
    • Manually, a user goes to the Documents area and selects Create Line Items Document.
    • From a pricing terms Excel document. A user clicks the document name and selects Create Line Items Document.
    • If SAP Ariba Contracts is integrated with SAP Ariba Procurement solutions and a workspace has an associated compliance contract request (or compliance contract), a user can click the contract terms link document and choose Export to Line Items. The line items document is created with items from the compliance contract request (or compliance contract).
    • An external system uses the Import Contract Line Items Document web service to send a request to the SAP Ariba system with line item data.

  • After the line items document is created, users add items.

How to Create CLID

Learning

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