SAP Learning Journey

Creating Event Content using Microsoft Excel

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Create event content using Microsoft Excel

Event Content using Microsoft Excel

SAP Ariba Sourcing allows you to import sourcing event data from and export data to Microsoft Excel spreadsheets. This feature helps you to enter a large volume of data quickly or save event information outside of SAP Ariba Sourcing, or to collaborate with colleagues.

Data that you can import and export includes content such as:

  • Event rules
  • Lots, and line items
  • Supplier invitations
  • Attachments
  • Exchange rates
  • Pre-grades
  • Questions
  • Terms

Approach to Importing Data into SAP Ariba Sourcing

Select the plus icons to learn more about the various approaches to import data from Microsoft Excel.

Using any of the Microsoft Excel options allows users:

  • To build much of the event using Microsoft Excel instead of the SAP Ariba Sourcing user interface.
  • To copy content from one event to another, for example RFI > RFP, RFP > Auction.
  • To reuse the event content if you build an event and discover you selected the wrong event type.
  • To provide data to someone who doesn’t have access to SAP Ariba Sourcing.

Imported Content Validation

SAP Ariba Sourcing validates the data in the imported Microsoft Excel document. It is essential that the data be handled properly for it to be processed by the system.

Rules and Guidelines of Working with Microsoft Excel

Required Data
  • Do not remove or edit rows or columns that are blue.
  • SAP Ariba Sourcing maps data into the input fields according to these column names. If you change the column names, the data cannot be recognized and is ignored.

  • An asterisk in a column heading (*) means that data is required for all cells in that column. Columns without asterisks are for optional information and you can use them as needed.

  • Do not delete columns for standard terms, such as Price.

  • Some columns in the template accept only specific values. For example, the Type column accepts only the names of defined content types. If you enter other text in this column, you get an error message when you try to import the template.

Optional data
  • If you do not enter a value for an optional column, SAP Ariba Sourcing provides a default. This default is the same default value as that displayed in the user interface.
  • You can remove columns that are not required from the template.
  • Terms that are defined in the event template do not have to be redefined in Microsoft Excel in order to import.
  • Terms that are not defined in the Attribute Details sheet and do not have the default value of the term set under the term column are imported as non-negotiable terms.
System ID

The system ID column provides a unique identifier (system ID) for each line of content. SAP Ariba Sourcing uses the system ID to update existing items. It works as follows:

  • When imported content has a system ID, the system searches the project for content with that ID and updates it with the revised values, if any.
  • If you are adding new content, leave the system ID column blank. Content with no system ID is added to the project, so if you delete the system ID for an existing item, selecting Add/Edit to Event Content when you import the Microsoft Excel document creates another copy of the item.
  • If you select Replace Event Content when you import the Microsoft Excel document, any content, suppliers, and other specifications in the event are removed and replaced with the contents of the Microsoft Excel document.
Number

The values in the Number column indicate how items are organized in SAP Ariba Sourcing.

  • If you leave the Number column blank or provide an invalid number, SAP Ariba Sourcing adds those sections, items, questions, and lots at the base level of the event, assigning ascending whole numbers.
    • After you import the Microsoft Excel data, you can drag and drop or copy and paste the content to order it as you like in the interactive interface.

  • You can define a line item hierarchy or table section columns using a number system with a period ( . ) separating the hierarchy levels or column values.

    • For example, the line item number 1.2.9 indicates the ninth item in the second subgroup of the first group.

  • By default, Microsoft Excel removes trailing zeros from numbers with decimal points.
    • For example, Microsoft Excel removes the trailing 0 in 1.10, so the value becomes 1.1. In the Number column, you want Microsoft Excel to treat 1.10 as text instead of a number. You can achieve this in one of the following ways:
      • When entering decimal item numbers that end in 0, type an apostrophe first: Microsoft Excel treats the number as a text entry. For example, if you want the item number 1.10, type ‘1.10.
      • Format the entire column of numbers as text, by choosing the column and clicking Format Cells. Click the Number tab, and in the Category section, choose Text and click OK. All data entered in the column is treated as text.
Tables

  • For table sections, each cell is displayed in a separate row in the spreadsheet. For questions, the value in the Name column is used to identify all columns belonging to the same table row.

  • For requirements, the Table Requirement Line Number is used to display requirements in a table section in the same row, since requirements can have different Name values for each column in a table section row.

Content Importation

Most of the time sourcing users prefer to build a skeleton of their event content directly in SAP Ariba and then add more sections, lots, questions via Microsoft Excel. Instead of using a brand new Microsoft Excel spreadsheet, which the system might have trouble processing, the easiest way would be to open the content that already exists in the event in an Microsoft Excel spreadsheet and work in that file (Step 2 in the image below).

Select the plus icons to learn more about the steps to import content.

Monique would like to create a new sourcing event by importing data from a past event. Firstly, she will have to export the content of the already existing event into a Microsoft Excel spreadsheet. Then Monique will update the file with the information for the new event and finally, she will import it into her new event in SAP Ariba Sourcing.

Resources

Please select the below link to view a demonstration of using simplified Excel to add line items to an event.

Strategic Sourcing - Simplified Excel Import - YouTube

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