Topic overview

This article describes the procedures for handling the Import data application in relation to supplier contracts. These procedures contain general instruction steps and special features that need to be taken into account. You will also be informed about possible preconditions and effects.

The description of the Import data application, which also includes field and button descriptions, can be found in the Import data article.

General information

The import of the supplier contract is essentially based on the current data model, which is stored in the repository database. More attributes are available for data export than for data import. It therefore makes sense to define separate filters for export and import.

1:1 relationships are generally based on a technical GUID attribute in the data model. Depending on the use case, either the technical GUID attribute or the business key from the target object (usually code or number) can be used for the import. For some business objects, an organization is required to convert the business key to the technical key. The relevant organization is normally not directly in the import source, but is specified via the voucher context. Further information on this can be found in the chapter Overview: Attributes.

Hash code business objects are referenced both in the header and in the line items of a supplier contract. These are technically related attribute groups that are always the same for many contracts and whose reuse therefore saves storage space in the database and in the main memory. Using a special conversion, the hash code business objects are represented as parts for export or import.

Certain supplier contract data such as local currency values, status and internal auxiliary attributes cannot be imported.

If you are not sure which format is suitable for the import file, proceed as follows: Enter a sample contract via the Supplier contracts application and export it using the filter for import in the desired format with the desired attributes. The resulting sample file can be used as a template for the import files to be generated.

The same rules apply when importing as when editing via the application. For example, an item in a saved line item can no longer be changed. Attribute values are ignored if they cannot be adopted in the current context. The same logic is applied when determining the default value, so that import and application behave identically. The same applies to data validations.

Procedure: Importing supplier contracts

1. Open the Import data application

2. Display the filter for this business object: com.cisag.app.purchasing.obj.PurchaseContract

• The filter for importing supplier contracts will be opened

3. Duplicate or create a new filter for this business object, if required

4. Change the already selected attributes of the filter, if required

5. Press the [Import data] button in the standard toolbar

• The Import data dialog window will open

6. You can make settings for the import file in the Import data dialog window. A description of the fields can be found in the Import data article.

7. Press the [In background] or [Immediately] button.

• The import will be executed

Creating new supplier contracts

Below you will find attributes required for the import of the header and line items as well as examples.

Required header attributes

The minimum required attributes per header object:

Optionally, you can also transfer a number using the import. In this case, the number determined via the number range in accordance with the type is ignored. In addition, suitable conventions must be used to ensure that the number assigned via the import does not match a number that has already been assigned or is to be assigned automatically in the future.

If required, you can also specify a list of permitted organizations in the OrganizationAssignmentskey:

Supplier contract call-off organization: OrganizationalUnit

Required line item attributes

The minimum required attributes per line item object:

Optionally, you can also enter a number for a new line item.

Example for the Quantity/date category

A corresponding minimum XML for contracts of the Quantity/date category with functional attributes and two line items has the following content, for example:

<?xml version="1.0" encoding="UTF-8"?>

<semiramis xmlns="com.cisag.app.purchasing.obj.PurchaseContract" xsi:schemaLocation="com.cisag.app.purchasing.obj.PurchaseContract PurchaseContract.xsd" created="2005-12-28T07:36:29.729Z" locale="en-US-XMLSchemaCompliant" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

<PurchaseContract xmlns="com.cisag.app.purchasing.obj.PurchaseContract">

<invoiceRecipientData>

<partner>00000</partner>

</invoiceRecipientData>

<Type>100</Type>

<supplierData>

<SupplierPartner>10020</SupplierPartner>

</supplierData>

<Details>

<Item>4711</Item>

<totalQuantity>

<amount>10</amount>

<Uom>St.</Uom>

</totalQuantity>

<expiryDate>2006-12-30T23:00:01.000Z</expiryDate>

</Details>

<Details>

<Item>4712</Item>

<totalQuantity>

<amount>20</amount>

<Uom>St.</Uom>

</totalQuantity>

<expiryDate>2006-12-30T23:00:01.000Z</expiryDate>

</Details>

</PurchaseContract>

</semiramis>

Example of the Value/date category

An analogous example for contracts of the Value/date category, which also contains prices and details for underdelivery and overdelivery, has the following content :

<?xml version="1.0" encoding="UTF-8"?>

<semiramis xmlns="com.cisag.app.purchasing.obj.PurchaseContract" xsi:schemaLocation="com.cisag.app.purchasing.obj.PurchaseContract PurchaseContract.xsd" created="2005-12-28T07:36:29.729Z" locale="en-US-XMLSchemaCompliant" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

<PurchaseContract xmlns="com.cisag.app.purchasing.obj.PurchaseContract">

<invoiceRecipientData>

<partner>00000</partner>

</invoiceRecipientData>

<Type>200</Type>

<supplierData>

<SupplierPartner>10020</SupplierPartner>

</supplierData>

<Details>

<Item>4711</Item>

<values>

<grossValue>

<amount>10000.000000</amount>

<Currency>EUR</Currency>

</grossValue>

</values>

<grossPrice>

<amount>10.000000</amount>

<Currency>EUR</Currency>

</grossPrice>

<expiryDate>2006-12-30T23:00:01.000Z</expiryDate>

<underDeliveryLimit>1.0000</underDeliveryLimit>

<overDeliveryLimit>2.0000</overDeliveryLimit>

</Details>

<Details>

<Item>4712</Item>

<values>

<grossValue>

<amount>20000.000000</amount>

<Currency>EUR</Currency>

</grossValue>

</values>

<grossPrice>

<amount>20.000000</amount>

<Currency>EUR</Currency>

</grossPrice>

<expiryDate>2006-12-30T23:00:01.000Z</expiryDate>

<underDeliveryLimit>3.0000</underDeliveryLimit>

<overDeliveryLimit>4.0000</overDeliveryLimit>

</Details>

</PurchaseContract>

</semiramis>

For the Fixed quantity and Fixed value categories, the expiryDatevalue is ignored.

The remaining required attributes are added in these examples using the default values according to the master data.

You can also import additional values and use technical attributes instead of functional attributes. You can find a list of the attributes in the chapter Overview: Attributes.

Special features when editing a contract

You must note the following when editing an existing contract: When importing supplier contracts in multi-site systems and single-site systems with activated content-based authorizations, a purchasing organization is required. When editing an existing contract, the purchasing organization is always derived from the document stored in the database. Any different purchasing organization in the import source is ignored in this case.

To find a supplier contract stored in the database, either its technical identification (PurchaseContract:guid) or its functional identification (Type[or type] and number) is required.

All import options can be used for the call-off organizations – in particular deletion. Only the technical identification (partner identification) is required to find the stored partner.

All import options can be used for the items – including deletion in particular. Here too, either the technical identification (PurchaseContractDetail:guid) or the functional identification (number) is required to find a saved line item.

Changes via the import are only possible if no validation prevents this.

Automatic release after the import

If the import has been carried out successfully, you can have an edited supplier contract released automatically after the import. This option is particularly useful in combination with the opening status In process (see Type). This prevents a supplier contract that has not yet been fully imported from being used in subsequent vouchers. During release, the supplier contract has the status Invalid, meaning that the supplier contract cannot be used in this step either.

For this functionality, you must set the virtual header attribute autoReleaseto true for the relevant instance.

If this function is activated and there are no other errors, an additional information message is issued in the message log stating that the supplier contract was automatically released. If this was not possible, a warning is issued.

Tips for importing legacy data

If you want to use the import for legacy data transfer, the following is helpful:

Make sure that all master data has been transferred correctly. This will avoid unnecessary error processing for the contracts.

Overview: Attributes

The attributes of the individual business objects that are available for import are listed below. The corresponding relationship name is also included for foreign key attributes. The identification and mandatory fields are subject to change and can be extended by making adjustments.

For some business objects, an organization is required for the conversion of functional keys to technical keys. In the attribute lists, this is indicated by the following notes in the Attribute column.

• Purchasing organization (always according to the header)
• Firm (always according to the header)

The identification attributes (key attributes) are also marked with a (K).

Header data

Supplier contract (PurchaseContract)

Call-off organizations (PurchaseContractOrganizationAssignment)

Supplier data (supplierData, deliverySupplierData, invoiceSupplierData)

The supplier data in the following usages is stored in the database as a hash code business object and is displayed as a part for export or import. The same applies to the address data.

The following part names have been assigned analogous to the technical attribute names:

• supplierData Supplier
• deliverySupplierData Delivery partner
• invoiceSupplierData Invoicing party

The following attributes therefore exist once per use.

Delivery data (deliveryData)

The delivery data is stored in the database as a hash code business object and is represented as a part for the export or import.

Invoicing data (invoicingData)

Some invoice data is stored in the database as a hash code business object and is represented as a part for export or import.

Order delivery data (orderDeliveryData)

The order delivery data is stored in the database as a hash code business object and is displayed as a part for the export or import.

Texts (TextAssignments)

text

The following example contains two basic texts. The header text references the text module “TXT1”, and the second text contains a free footer text for the languages de and en:

<?xml version="1.0" encoding="UTF-8"?> 
<semiramis xmlns="com.cisag.app.purchasing.obj.PurchaseContract" 
xsi:schemaLocation="com.cisag.app.purchasing.obj.PurchaseContract 
PurchaseContract.xsd" created="2005-12-28T07:36:29.729Z" 
locale="en-US-XMLSchemaCompliant" 
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"> 
 <PurchaseContract 
xmlns="com.cisag.app.purchasing.obj.PurchaseContract"> 
 <invoiceRecipientData> 
 <Partner>00000</Partner> 
 </invoiceRecipientData> 
 <Type>100</Type> 
 <supplierData> 
 <SupplierPartner>10020</SupplierPartner> 
 </supplierData> 
 <TextAssignments> 
 <code>TXT1</code> 
 <sequence>10</sequence> 
 <document index="0">PURCHASE_CONTRACT</document> 
 <type>HEADER</type> 
 </TextAssignments> 
 <TextAssignments> 
 <code></code> 
 <sequence>20</sequence> 
 <document index="0">PURCHASE_CONTRACT</document> 
 <type>FOOTER</type> 
 <text> 
 <language>de</language> 
 <text>Dies ist ein Beispieltext.</text> 
 <contentType>text/plain</contentType> 
 </text> 
 <text> 
 <language>en</language> 
 <text>This is an example text.</text> 
 <contentType>text/plain</contentType> 
 </text> 
 </TextAssignments> 
 </PurchaseContract> 
</semiramis>

You can also use various formatting options for the texts. If you need examples of specific formatting, it is best to create a sample voucher with the desired text formatting and export it.

Line item data: Supplier contract line items (PurchaseContractDetail)