CUSTOMER

2017-02

Managing compliance contracts from contract

workspaces
SAP Ariba Buying
SAP Ariba Buying and Invoicing
SAP Ariba Contracts
SAP Ariba Invoice Management
Content

About integrating SAP Ariba Contracts with contract compliance. . . . . . . . . . . . . . . . . . . . . . . . . . 3

About shared data in contract compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
About contract hierarchy requirements for contract terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Topics about linking and navigating to contract compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

How to link a contract workspace to contract compliance (create a contract terms link). . . . . . . . . . . . . . 6
How to navigate from a contract workspace to contract compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
How to navigate from contract compliance to a contract workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
How to delete contract terms links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

How to use line items documents with contract compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Topics about using contract terms Excel Documents with contract compliance. . . . . . . . . . . . . . . 11
About adding contract terms Excel documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
How to create a contract terms Excel document from contract compliance. . . . . . . . . . . . . . . . . . . . . . 12
How to manually load a contract terms Excel document to a contract workspace. . . . . . . . . . . . . . . . . . 12
How to use an existing project document as a contract terms Excel document. . . . . . . . . . . . . . . . . . . . 13
How to synchronize data from contract compliance to the contract terms Excel document. . . . . . . . . . . 13
How to synchronize data from the contract terms Excel document to contract compliance. . . . . . . . . . . 13
How to modify published contract terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
How to replace a contract terms Excel document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
How to export a contract terms Excel File to a third party system. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Revision history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Managing compliance contracts from contract workspaces

2 CUSTOMER Content
About integrating SAP Ariba Contracts with
contract compliance

If your SAP Ariba Contracts solution is integrated with SAP Ariba Procurement solutions, you can create a contract
terms link document to work with compliance contract requests (and compliance contracts).

If you do not want to push pricing terms or other contract data from a contract workspace to a compliance
contract request, you do not need to use contract terms link documents.

Contract Terms Links (Documents)

To integrate SAP Ariba Contracts with an SAP Ariba Procurement solutions compliance contract request (and
compliance contract), you use a Contact Terms link document. A contract terms link document, or Contract
Terms link links an SAP Ariba Contracts workspace with a compliance contract request (or compliance contract).

A contract terms link is located in the Documents area of a workspace, however, it is not a document that you can
edit or view. Instead of editing or viewing a contract terms link, you:

● Create a contract terms link, which creates an associated compliance contract request in the Ariba
procurement or invoicing solution.
● Open a contract terms link, which transfers you to the associated compliance contract request (or compliance
contract).

contract terms links are indicated by the following icon:


When you first create a contract terms link, it is named Untitled contract terms.

You can have only one contract terms link per contract workspace. A contract terms link also maintains data
shared between the workspace and the compliance contract request (or contract), such as the supplier.

For more information about contract terms links, see Creating a contract terms Link Document [page 6].

Note
contract terms links are not supported in sales or internal contract workspaces.

Pricing Terms

Compliance contracts contain pricing terms, which specify the items acquired by the contract, including pricing
information. You can specify pricing terms by:

● Entering items using the compliance contract user interface. If your procurement solution has a catalog
loaded for the supplier, you can select items from the catalog.

Managing compliance contracts from contract workspaces

About integrating SAP Ariba Contracts with contract compliance CUSTOMER 3
● Importing entries from a line items document in the SAP Ariba Contracts workspace. If your workspace
contains a line items document, the contents are automatically copied to the compliance contract when you
create a contract terms link document (which creates the compliance contract). If your site is configured with
item material master data integration, users can copy items from material master data to a line items
document.
Line items documents are disabled by default. For information about enabling line items documents, see the
Managing projects, teams, documents, and tasks guide.
● Importing entries from a pricing terms Excel document in the SAP Ariba Contracts workspace. The file must
contain a specific set of columns and tabs; you can create a template with the required format by exporting an
existing compliance contract to an Excel file.

Related Information

Creating a contract terms Link Document [page 6]

Navigating from a Contract Workspace to Contract Compliance [page 8]
Navigating from Contract Compliance to a Contract Workspace [page 8]
Creating a contract terms Excel Document from Contract Compliance [page 12]
Manually Loading a contract terms Excel Document to a Contract Workspace [page 12]
Using an Existing Project Document as a contract terms Excel Document [page 13]
Synchronizing Data from Contract Compliance to the contract terms Excel Document [page 13]
Synchronizing Data from the contract terms Excel Document to Contract Compliance [page 13]
Modifying Published contract terms [page 14]
Replacing a contract terms Excel Document [page 14]
Exporting a contract terms Excel File to a Third Party System [page 15]
Deleting contract terms Link Documents [page 9]

About shared data in contract compliance

When you create or open a compliance contract request from an SAP Ariba Contracts workspace, the following
project fields are propagated from the workspace to contract compliance:

● Contract ID
● Supplier This is used for the Vendor field in contract compliance.
● Term Type This is used for the Evergreen field in contract compliance. If Term Type is Perpetual, Evergreen
is Yes. Otherwise, Evergreen is No.
● Hierarchical Type
● Effective Date
● Expiration Date

Managing compliance contracts from contract workspaces

4 CUSTOMER About integrating SAP Ariba Contracts with contract compliance
About contract hierarchy requirements for contract
terms
You cannot change or create contract hierarchies in contract workspaces (master agreements and
subagreements) after you create and activate a contract terms link in a workspace. This restriction ensures that
contract compliance properly manages accumulators, discounts, and audit histories.

You cannot click and activate a contract terms link in a subagreement workspace before activating the contract
terms link in the corresponding master agreement workspace. (If you want to activate a contract terms link in a
subagreement workspace, the contract terms link for the master agreement must already exist in contract
compliance.)

Managing compliance contracts from contract workspaces

About integrating SAP Ariba Contracts with contract compliance CUSTOMER 5
Topics about linking and navigating to contract
compliance

How to link a contract workspace to contract compliance (create a contract terms link) [page 6]

How to navigate from a contract workspace to contract compliance [page 8]

How to navigate from contract compliance to a contract workspace [page 8]

How to delete contract terms links [page 9]

How to link a contract workspace to contract

compliance (create a contract terms link)
Context

To link an SAP Ariba Contracts workspace to contract compliance, you create a contract terms link (document).

Procedure

1. In a contract workspace, navigate to the Documents tab and choose Actions Create contract
terms .

You can create only one contract terms link in a contract workspace. After you publish a contract terms link,
you cannot delete it.

Note
An error can occur when you attempt to use Microsoft Excel export during the integration of SAP Ariba
Contracts and contract compliance and you are using a locale that is not supported in contract compliance.
To correct the error and use Microsoft Excel export during the integration, change the user locale in the
SAP Ariba Contracts environment to a locale that is supported in the contract compliance environment.
This condition is caused by the following non-supported locales in contract compliance: Brazilian
Portuguese, Simplified Chinese, Traditional Chinese, and Russian.

There might be a contract terms link in your procurement contract workspace by default, loaded from the
workspace template. In that case, click the contract terms link icon (  ) to navigate to the compliance
contract request.

Note
If you want to use approval tasks with contract terms, SAP Ariba recommends that you create them in the
compliance contract request. If a contract terms document in a contract workspace has approval tasks

Managing compliance contracts from contract workspaces

6 CUSTOMER Topics about linking and navigating to contract compliance
 associated with it and all approvals complete, the contract terms link is automatically updated to the
Published state. However, in this case, there is no automatic transfer to contract compliance as a result of
the document being published. To access contract compliance and submit the contract request, you must
click on the contract terms link and manually initiate the access to contract compliance.

2. Enter basic information for the contract terms.

You must specify the following information:

○ Supplier
○ Expiration Date (if the contract term type is not Auto Renewal)
The Related ID is an optional field you can use to record an external identifier (such as an ID for an ERP
system); it is not the name of the contract workspace.
Verify that the supplier name is correct. You cannot change the supplier after you create the compliance
contract request.
3. Click Save. A compliance contract request is created and you are transferred to the contract compliance
interface in one of the SAP Ariba Procurement solutions. In contract compliance, add details about the
contract, requirements and definitions, limits for the contract terms, pricing terms, and contract milestones.
If your contract workspace contains a line items document, the pricing terms in the compliance contract
request are pre-populated with items from the line items document.
4. On the Summary page in contract compliance, click Save. The system returns you to the contract workspace,
where you can continue work in the workspace.

Results

You will see the new contract terms link below the Documents tab with the name Untitled contract terms and the
following icon:


You can change the name by choosing Action Edit Attributes and editing the title.

Next Steps

When you are ready to publish the contract workspace, you can then publish the contract terms link. Publishing
the contract terms link also publishes the contract workspace that contains the terms. Similarly, publishing a
contract workspace publishes the contract terms link. To publish the contract terms link, select the document
name, then select Action Publish .

When you publish the contract terms link in SAP Ariba Contracts , you return to contract compliance, and can
manage the approval flow for the contract terms, or click Submit to complete the terms and submit the contract
request in contract compliance for processing. Documents from the contract workspace, such as the Main
Agreement and Contract Addendum, are listed as links in a Documents tab in the compliance contract request.

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Topics about linking and navigating to contract compliance CUSTOMER 7
How to navigate from a contract workspace to
contract compliance
You can easily navigate from a contract workspace to the corresponding compliance contract request or
compliance contract.

Procedure

1. Navigate to the Document tab in the contract workspace.

2. Click the contract terms link icon:

How to navigate from contract compliance to a

contract workspace
You can easily navigate from a compliance contract request to SAP Ariba Contracts.

Procedure

Use one of the following methods to navigate from a contract compliance request or compliance contract to the
corresponding SAP Ariba Contracts workspace:

○ If you are working with an unsubmitted, linked compliance contract request, click Save.
○ If you are working with a submitted compliance contract request or compliance contract, click the Contract
Workspace button.

Managing compliance contracts from contract workspaces

8 CUSTOMER Topics about linking and navigating to contract compliance
How to delete contract terms links
Deleting a contract terms link also deletes the corresponding compliance contract request.

Context

You cannot delete contract terms links that have been published, or were inherited from a template. The only
contract terms links you can delete are those that are unpublished and were not inherited from the project's
template.

Procedure

Open the contract workspace and navigate to the Documents. Click the name of the contract terms link and
choose Delete.

Results

The status of the contract terms link initially changes to Pending Delete. After the corresponding contract request
is deleted in contract compliance, SAP Ariba removes the contract terms link from the contract workspace.

Managing compliance contracts from contract workspaces

Topics about linking and navigating to contract compliance CUSTOMER 9
How to use line items documents with contract
compliance

Prerequisites

Your SAP Ariba Contracts solution must be integrated with one or more of the SAP Ariba Procurement solutions.
The contract workspace must have a contract terms link that associates the workspace with a compliance
contract request.

Context

You can export the items in a contract line items document to a compliance contract request to provide initial data
for the request. The items in the line items document overwrite the existing Pricing Terms in the compliance
contract request. Fields and terms for the items from the line items document are propagated to the Description
areas for the items in the compliance contract request.

Limitations
A contract workspace can contain a line items document or a contract terms Excel document, but not both
document types.

A contract line items document used with a compliance contract request cannot have more than 2000 line
items.

Procedure

Navigate to the Documents area in your contract workspace and click the contract terms link () and select
Action Import from Line Items .
SAP Ariba updates the associated contract request with data from the line items document. SAP Ariba opens the
compliance contract and transfers you to the compliance contract work area. The compliance contract request
will contain the items from the line items document in the Pricing Terms with values in the Description area for
each item. You can modify the items to add values in additional areas, such as Limits, Release Limits, Pricing and
Discounts, and Accounting.

Managing compliance contracts from contract workspaces

10 CUSTOMER How to use line items documents with contract compliance
Topics about using contract terms Excel
Documents with contract compliance

About adding contract terms Excel documents

A contract terms Excel file, sometimes referred to as a pricing terms Excel file, is a Microsoft Excel document that
contains data about the contract, including pricing terms and access control.

You can use a contract terms Excel document to synchronize pricing terms and other contract data between your
contract workspace and the compliance contract request. The pricing terms include the header and line-item data
that SAP Ariba will use to create the contract request.

Note
A contract workspace can contain either a contract terms Excel file or a line items document, but not both file
types.

A contract terms Excel Document can be added to a contract workspace through automatic import from a
sourcing event award, exporting terms from a compliance contract request, or manually loading a Microsoft Excel
file.

● Automatic import from a sourcing event award.

If your site has both SAP Ariba Contracts and SAP Ariba Sourcing installed, you can create a new contract
workspace directly from the sourcing event award. When you create a contract workspace from an awarded
sourcing event, the pricing terms and other contract information can be carried over in a spreadsheet on the
Documents tab in the contract workspace. These pricing terms are then used in the compliance contract
request you create from the contract workspace.
● Export terms from a compliance contract request.
After you create a link between a contract workspace and a compliance contract request, you can export the
terms from the compliance contract request to the contract workspace. For more information, see How to
synchronize data from contract compliance to the contract terms Excel document [page 13].
● Manually loading a Microsoft Excel file
You can also create a Contract Terms Excel document manually using Microsoft Excel. The file must contain a
specific set of columns and tabs. You can create a template with the required format by exporting any contract
to Microsoft Excel. For more information, see Manually Loading a Contract Terms Excel Document to a
Contract Workspace [page 12].

Managing compliance contracts from contract workspaces

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How to create a contract terms Excel document from
contract compliance
You can export contract terms (pricing terms, access control, and other information) from a compliance contract
request to a contract workspace. This creates a contract terms Excel document in the contract workspace.

Procedure

1. Create a contract terms link document to link a contract workspace with a compliance contract request, as
described in How to link a contract workspace to contract compliance (create a contract terms link) [page 6].
2. Specify pricing terms and other contract term information in contract compliance.
3. Click Save to return to the associated contract workspace.

4. Click the contract terms link file name in the Documents area. Choose Action Export to Excel . SAP
Ariba creates a contract terms Excel document in the Documents area with the name Terms File.

How to manually load a contract terms Excel

document to a contract workspace
Procedure

1. Create a Microsoft Excel template for the terms by opening or downloading a contract terms Excel document
in another contract workspace. Save a copy of the file to use as the Excel template.
2. Open the Excel template. Delete and modify the data as needed.

Note
Do not modify the format. Do not remove columns or tabs. Do not change column titles. The format must
match the compliance contract format. For more information about the data and format of Excel contract
terms files, see the Managing Contract Compliance guide for SAP Ariba Procurement solutions.

Note
When a contract terms Excel document has an effective or expiration date and the contract workspace
does not have these dates, the contract workspace will use the dates from the Excel file. If the contract
workspace already has dates, those dates take precedence over any dates specified in the contract terms
Excel document. To synchronize the date values in the contract terms Excel document with the contract
workspace values, click on the contract terms Excel document name and choose Actions
Sync with Contract Workspace .

3. Save the changes.

Managing compliance contracts from contract workspaces

12 CUSTOMER Topics about using contract terms Excel Documents with contract compliance
4. Load the modified Microsoft Excel file to the contract workspace as described in the Loading and Managing
Project Documents topic.

How to use an existing project document as a

contract terms Excel document
Procedure

1. Click on the document name. The document must be a Microsoft Excel file and meet the file format
requirements and guidelines described in Replacing a contract terms Excel Document [page 14]. Choose
Actions Edit Attributes .
2. In the Use As pull-down menu, choose Contract Content.
3. Click Save.
4. If you have already created an associated compliance contract request, use the procedure described in
Synchronizing Data from Contract Compliance to the contract terms Excel Document [page 13] to
synchronize the new contract terms Excel document in your contract workspace with the contract compliance
request.

How to synchronize data from contract compliance

to the contract terms Excel document
Procedure

Open the contract workspace and navigate to the Documents area. Click the name of the contract terms link and
choose Actions Export to Excel .

The terms in the compliance contract request are loaded to the contract terms Excel document in the contract
workspace.

How to synchronize data from the contract terms

Excel document to contract compliance
Procedure

Open the contract workspace and navigate to the Documents. Click the name of the contract terms link and
choose Actions Import from Excel .

Managing compliance contracts from contract workspaces

Topics about using contract terms Excel Documents with contract compliance CUSTOMER 13
The entries in the contract workspace contract terms Excel document overwrite the terms in the compliance
contract request. The compliance contract request is opened so you can review the changes.

How to modify published contract terms

Procedure

1. Amend the contract workspace that contains the contract terms link document and select Amendment or
Renewal for the amendement type. The document goes into Draft status.
2. Update the contract terms link and select Publish to publish the terms and the amended contract workspace.
This triggers a change in the terms in the compliance contract, and a new version is created of the
corresponding compliance contract with the status Open. Access contract compliance and you can click
Submit to put the modified terms into effect.

How to replace a contract terms Excel document

Procedure

1. Create a Microsoft Excel template for the terms by opening or downloading a contract terms Excel file from a
contract workspace. Save a copy of the file to use as the Excel template.

You can also create a Microsoft Excel template for the terms by exporting a compliance contract request or
compliance contract to Excel. For more information, see the Managing Contract Compliance guide for SAP
Ariba Procurement solutions.
2. Edit the file as described in Manually Loading a contract terms Excel Document to a Contract Workspace
[page 12].
3. In the contract workspace, navigate to the Documents area. Select the name of the contract terms Excel
document and choose Replace Document.
4. Browse for the terms file that you edited.
5. Choose Replace document by the uploaded file and click OK.
6. Be sure that the Use As field has the value Contract Content.
7. Click Save.
8. If you have already created an associated compliance contract request, use the procedure described in
Synchronizing Data from Contract Compliance to the contract terms Excel Document [page 13] to
synchronize the new contract terms Excel document in your contract workspace with the contract compliance
request.

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14 CUSTOMER Topics about using contract terms Excel Documents with contract compliance
How to export a contract terms Excel File to a third
party system
If your system has the Export contract terms web service configured and enabled with a third-party system, you
can trigger the web service to send the contract terms Excel document to the third-party system.

Procedure

1. Navigate to the Documents tab.

2. Click the contract terms Excel document name and choose View Details.

3. On the details page, choose Action Export External System to export the contract terms Excel
document using the Export contract terms web service.

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Revision history

The following table provides a brief history of the updates to this guide. SAP Ariba updates the technical
documentation for its cloud solutions if:

● software changes delivered in service packs or hot fixes require a documentation update to correctly reflect
the new or changed functionality
● the existing content is incorrect or user feedback indicated that important content is missing

SAP Ariba reserves the right to update its technical documentation without prior notification. Most documentation
updates will be made available in the same week as the software service packs are released, but critical
documentation updates may be released at any time.

Month/Year of Update Updated Chapter/Section Short Description of Change

April 2015 n/a Updated format and structure.

May 2016 All Updated for contract line items documents.

February 2017 All Updated SAP Ariba solution names.

Managing compliance contracts from contract workspaces

16 CUSTOMER Revision history
Important Disclaimers and Legal Information

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Managing compliance contracts from contract workspaces

Important Disclaimers and Legal Information CUSTOMER 17
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