Contract Import
Overview
Note: You must have a Contract Lifecycle Management module to bulk
import contracts with attachments.
The Contracts Import process read files from the ./Incoming/Contracts in
the SFTP. These files will be moved to the archive folder located at
./Incoming/Archive/Contracts before being processed in alphanumeric
order.
Note:
Contracts can be created with a Published status through CSV even when CLMS/CLMA modules are disabled.
Previously, this was supported only through API.
Unique Keys
- Contract Name
- Contract #
- Status
- Supplier Number or Supplier Name
Validations
Once a contract is published you can only change the status to inactive. It cannot be changed to draft status. You can update the supplier name and supplier number of a contract using the Contract number when the contract is in draft status. You cannot do this when the contract is in published status. Parent contract number must be provided for contract type Amendment.
Other validations specified in contract header columns table.
Note: Depending on which contracts licenses you have, some fields on
this loader won't be applicable to you. Check out your instance's specific
integration documentation to see which fields apply to your particular
instance.
Uploading Attachments and Legal Agreements
To include attachments with your contracts import, place the CSV and attachments in a zip file, and use the attachments columns to specify the relative path (within the zip file). Do the same thing for Legal Agreement files.
When to amend a contract vs change contract?
The following fields are attributes that control access to the contract but do not form part of the negotiation and act as changes to contract record. To update these attributes changes are expected to the original contract record as an update. Send record of type “Contract” or “Master” and identify the modifying contract with contract name or contract #.
- Default On Unbacked Lines
- Used For Buying
- Supplier Can Invoice Directly
- Default Account For Supplier Invoice
- Content Groups
All other fields form the contract metadata and are editable only through an amendment. To update these changes are expected. (Included in examples)
To include attachments with your contracts import, place the CSV and attachments in a zip file, and use the attachments columns to specify the relative path (within the zip file). Do the same thing for Legal Agreement files.
Tip: Use this example file to get
started.
Activate Contract Hierarchy
Handling amendments, online or through CSV import, requires the Contact Hierarchy functionality. To activate contract Hierarchy, follow these steos:
- Navigate to .
- Under System Options, find Contracts.
- Select Enable Contract Hierarchy.
- Click Save.
Contract types
Master, Amendment, Contract.
Note: Note: Leaving contract type empty defaults to Contract.
Contract
| Field Name | Required Field | Unique? | Field Type | Field Description | Possible Values |
| Contract Name | Yes | No | string(100) | Unique (for this Supplier) Contract Name | |
| Contract # | Yes | No | string(50) | Unique (for this Supplier) Contract Number | |
| Supplier Name | No | No | Supplier Name (if number not given). Must Exist in Coupa | ||
| Supplier Number | No | No | Supplier Number (if name not given). Must Exist in Coupa | ||
| Starts | Yes | No | datetime | Start Date of the Contract | |
| Expires | No | No | datetime | End Date of the contract. Required when Term Type = Fixed | |
| Status | Yes | No | string(50) | Possible values are published, inactive, or draft. | |
| Currency | No | No | Currency Code. Must exist in Coupa | ||
| Supplier Account # | No | No | string(255) | Your Customer Number assigned by Supplier | |
| Owner Login | No | No | Contract Owners Coupa Login | ||
| Default On Unbacked Lines | No | No | boolean | Use this contract on unbacked Invoice Lines | |
| Supplier Can Invoice Directly | No | No | boolean | Supplier can submit invoices directly | |
| Default Account for Supplier Invoice | No | No | Default Account Name for directly submitted invoices | ||
| Savings % | No | No | decimal(20,2) | Negotiated Savings for Contract | |
| Minimum Spend | No | No | decimal(32,4) | Minimum Spend for Contract | |
| Maximum Spend | No | No | decimal(32,4) | Maximum Spend for Contract | |
| Stop Spend Over Contract Value | No | No | Stop Spend Over Contract Value | ||
| Content Groups | No | No | Enter in content groups (for security) | ||
| Use Order Windows | No | No | boolean | Use Order Windows. Yes or No | |
| Payment Terms | No | No | If provided, must match an existing payment term already in Coupa | ||
| Shipping Terms | No | No | If provided, must match an existing shipping term already in Coupa. | ||
| Order Windows Sunday | No | No | Order Windows Sunday | ||
| Order Windows Monday | No | No | Order Windows Monday | ||
| Order Windows Tuesday | No | No | Order Windows Tuesday | ||
| Order Windows Wednesday | No | No | Order Windows Wednesday | ||
| Order Windows Thursday | No | No | Order Windows Thursday | ||
| Order Windows Friday | No | No | Order Windows Friday | ||
| Order Windows Saturday | No | No | Order Windows Saturday | ||
| Order Windows Timezone | No | No | string(255) | Order Windows Timezone | Africa/Abidjan, Africa/Accra, Africa/Addis_Ababa, Africa/Algiers, Africa/Asmara, Africa/Asmera, Africa/Bamako, Africa/Bangui, Africa/Banjul, Africa/Bissau, Africa/Blantyre, Africa/Brazzaville, Africa/Bujumbura, Africa/Cairo, Africa/Casablanca, Africa/Ceuta, Africa/Conakry, Africa/Dakar, Africa/Dar_es_Salaam, Africa/Djibouti, Africa/Douala, Africa/El_Aaiun, Africa/Freetown, Africa/Gaborone, Africa/Harare, Africa/Johannesburg, Africa/Juba, Africa/Kampala, Africa/Khartoum, Africa/Kigali, Africa/Kinshasa, Africa/Lagos, Africa/Libreville, Africa/Lome, Africa/Luanda, Africa/Lubumbashi, Africa/Lusaka, Africa/Malabo, Africa/Maputo, Africa/Maseru, Africa/Mbabane, Africa/Mogadishu, Africa/Monrovia, Africa/Nairobi, Africa/Ndjamena, Africa/Niamey, Africa/Nouakchott, Africa/Ouagadougou, Africa/Porto-Novo, Africa/Sao_Tome, Africa/Timbuktu, Africa/Tripoli, Africa/Tunis, Africa/Windhoek, America/Adak, America/Anchorage, America/Anguilla, America/Antigua, America/Araguaina, America/Argentina/Buenos_Aires, America/Argentina/Catamarca, America/Argentina/ComodRivadavia, America/Argentina/Cordoba, America/Argentina/Jujuy, America/Argentina/La_Rioja, America/Argentina/Mendoza, America/Argentina/Rio_Gallegos, America/Argentina/Salta, America/Argentina/San_Juan, America/Argentina/San_Luis, America/Argentina/Tucuman, America/Argentina/Ushuaia, America/Aruba, America/Asuncion, America/Atikokan, America/Atka, America/Bahia, America/Bahia_Banderas, America/Barbados, America/Belem, America/Belize, America/Blanc-Sablon, America/Boa_Vista, America/Bogota, America/Boise, America/Buenos_Aires, America/Cambridge_Bay, America/Campo_Grande, America/Cancun, America/Caracas, America/Catamarca, America/Cayenne, America/Cayman, America/Chicago, America/Chihuahua, America/Coral_Harbour, America/Cordoba, America/Costa_Rica, America/Creston, America/Cuiaba, America/Curacao, America/Danmarkshavn, America/Dawson, America/Dawson_Creek, America/Denver, America/Detroit, America/Dominica, America/Edmonton, America/Eirunepe, America/El_Salvador, America/Ensenada, America/Fort_Nelson, America/Fort_Wayne, America/Fortaleza, America/Glace_Bay, America/Godthab, America/Goose_Bay, America/Grand_Turk, America/Grenada, America/Guadeloupe, America/Guatemala, America/Guayaquil, America/Guyana, America/Halifax, America/Havana, America/Hermosillo, America/Indiana/Indianapolis, America/Indiana/Knox, America/Indiana/Marengo, America/Indiana/Petersburg, America/Indiana/Tell_City, America/Indiana/Vevay, America/Indiana/Vincennes, America/Indiana/Winamac, America/Indianapolis, America/Inuvik, America/Iqaluit, America/Jamaica, America/Jujuy, America/Juneau, America/Kentucky/Louisville, America/Kentucky/Monticello, America/Knox_IN, America/Kralendijk, America/La_Paz, America/Lima, America/Los_Angeles, America/Louisville, America/Lower_Princes, America/Maceio, America/Managua, America/Manaus, America/Marigot, America/Martinique, America/Matamoros, America/Mazatlan, America/Mendoza, America/Menominee, America/Merida, America/Metlakatla, America/Mexico_City, America/Miquelon, America/Moncton, America/Monterrey, America/Montevideo, America/Montreal, America/Montserrat, America/Nassau, America/New_York, America/Nipigon, America/Nome, America/Noronha, America/North_Dakota/Beulah, America/North_Dakota/Center, America/North_Dakota/New_Salem, America/Nuuk, America/Ojinaga, America/Panama, America/Pangnirtung, America/Paramaribo, America/Phoenix, America/Port-au-Prince, America/Port_of_Spain, America/Porto_Acre, America/Porto_Velho, America/Puerto_Rico, America/Punta_Arenas, America/Rainy_River, America/Rankin_Inlet, America/Recife, America/Regina, America/Resolute, America/Rio_Branco, America/Rosario, America/Santa_Isabel, America/Santarem, America/Santiago, America/Santo_Domingo, America/Sao_Paulo, America/Scoresbysund, America/Shiprock, America/Sitka, America/St_Barthelemy, America/St_Johns, America/St_Kitts, America/St_Lucia, America/St_Thomas, America/St_Vincent, America/Swift_Current, America/Tegucigalpa, America/Thule, America/Thunder_Bay, America/Tijuana, America/Toronto, America/Tortola, America/Vancouver, America/Virgin, America/Whitehorse, America/Winnipeg, America/Yakutat, America/Yellowknife, Antarctica/Casey, Antarctica/Davis, Antarctica/DumontDUrville, Antarctica/Macquarie, Antarctica/Mawson, Antarctica/McMurdo, Antarctica/Palmer, Antarctica/Rothera, Antarctica/South_Pole, Antarctica/Syowa, Antarctica/Troll, Antarctica/Vostok, Arctic/Longyearbyen, Asia/Aden, Asia/Almaty, Asia/Amman, Asia/Anadyr, Asia/Aqtau, Asia/Aqtobe, Asia/Ashgabat, Asia/Ashkhabad, Asia/Atyrau, Asia/Baghdad, Asia/Bahrain, Asia/Baku, Asia/Bangkok, Asia/Barnaul, Asia/Beirut, Asia/Bishkek, Asia/Brunei, Asia/Calcutta, Asia/Chita, Asia/Choibalsan, Asia/Chongqing, Asia/Chungking, Asia/Colombo, Asia/Dacca, Asia/Damascus, Asia/Dhaka, Asia/Dili, Asia/Dubai, Asia/Dushanbe, Asia/Famagusta, Asia/Gaza, Asia/Harbin, Asia/Hebron, Asia/Ho_Chi_Minh, Asia/Hong_Kong, Asia/Hovd, Asia/Irkutsk, Asia/Istanbul, Asia/Jakarta, Asia/Jayapura, Asia/Jerusalem, Asia/Kabul, Asia/Kamchatka, Asia/Karachi, Asia/Kashgar, Asia/Kathmandu, Asia/Katmandu, Asia/Khandyga, Asia/Kolkata, Asia/Krasnoyarsk, Asia/Kuala_Lumpur, Asia/Kuching, Asia/Kuwait, Asia/Macao, Asia/Macau, Asia/Magadan, Asia/Makassar, Asia/Manila, Asia/Muscat, Asia/Nicosia, Asia/Novokuznetsk, Asia/Novosibirsk, Asia/Omsk, Asia/Oral, Asia/Phnom_Penh, Asia/Pontianak, Asia/Pyongyang, Asia/Qatar, Asia/Qostanay, Asia/Qyzylorda, Asia/Rangoon, Asia/Riyadh, Asia/Saigon, Asia/Sakhalin, Asia/Samarkand, Asia/Seoul, Asia/Shanghai, Asia/Singapore, Asia/Srednekolymsk, Asia/Taipei, Asia/Tashkent, Asia/Tbilisi, Asia/Tehran, Asia/Tel_Aviv, Asia/Thimbu, Asia/Thimphu, Asia/Tokyo, Asia/Tomsk, Asia/Ujung_Pandang, Asia/Ulaanbaatar, Asia/Ulan_Bator, Asia/Urumqi, Asia/Ust-Nera, Asia/Vientiane, Asia/Vladivostok, Asia/Yakutsk, Asia/Yangon, Asia/Yekaterinburg, Asia/Yerevan, Atlantic/Azores, Atlantic/Bermuda, Atlantic/Canary, Atlantic/Cape_Verde, Atlantic/Faeroe, Atlantic/Faroe, Atlantic/Jan_Mayen, Atlantic/Madeira, Atlantic/Reykjavik, Atlantic/South_Georgia, Atlantic/St_Helena, Atlantic/Stanley, Australia/ACT, Australia/Adelaide, Australia/Brisbane, Australia/Broken_Hill, Australia/Canberra, Australia/Currie, Australia/Darwin, Australia/Eucla, Australia/Hobart, Australia/LHI, Australia/Lindeman, Australia/Lord_Howe, Australia/Melbourne, Australia/NSW, Australia/North, Australia/Perth, Australia/Queensland, Australia/South, Australia/Sydney, Australia/Tasmania, Australia/Victoria, Australia/West, Australia/Yancowinna, Brazil/Acre, Brazil/DeNoronha, Brazil/East, Brazil/West, CET, CST6CDT, Canada/Atlantic, Canada/Central, Canada/Eastern, Canada/Mountain, Canada/Newfoundland, Canada/Pacific, Canada/Saskatchewan, Canada/Yukon, Chile/Continental, Chile/EasterIsland, Cuba, EET, EST, EST5EDT, Egypt, Eire, Etc/GMT, Etc/GMT+0, Etc/GMT+1, Etc/GMT+10, Etc/GMT+11, Etc/GMT+12, Etc/GMT+2, Etc/GMT+3, Etc/GMT+4, Etc/GMT+5, Etc/GMT+6, Etc/GMT+7, Etc/GMT+8, Etc/GMT+9, Etc/GMT-0, Etc/GMT-1, Etc/GMT-10, Etc/GMT-11, Etc/GMT-12, Etc/GMT-13, Etc/GMT-14, Etc/GMT-2, Etc/GMT-3, Etc/GMT-4, Etc/GMT-5, Etc/GMT-6, Etc/GMT-7, Etc/GMT-8, Etc/GMT-9, Etc/GMT0, Etc/Greenwich, Etc/UCT, Etc/UTC, Etc/Universal, Etc/Zulu, Europe/Amsterdam, Europe/Andorra, Europe/Astrakhan, Europe/Athens, Europe/Belfast, Europe/Belgrade, Europe/Berlin, Europe/Bratislava, Europe/Brussels, Europe/Bucharest, Europe/Budapest, Europe/Busingen, Europe/Chisinau, Europe/Copenhagen, Europe/Dublin, Europe/Gibraltar, Europe/Guernsey, Europe/Helsinki, Europe/Isle_of_Man, Europe/Istanbul, Europe/Jersey, Europe/Kaliningrad, Europe/Kiev, Europe/Kirov, Europe/Lisbon, Europe/Ljubljana, Europe/London, Europe/Luxembourg, Europe/Madrid, Europe/Malta, Europe/Mariehamn, Europe/Minsk, Europe/Monaco, Europe/Moscow, Europe/Nicosia, Europe/Oslo, Europe/Paris, Europe/Podgorica, Europe/Prague, Europe/Riga, Europe/Rome, Europe/Samara, Europe/San_Marino, Europe/Sarajevo, Europe/Saratov, Europe/Simferopol, Europe/Skopje, Europe/Sofia, Europe/Stockholm, Europe/Tallinn, Europe/Tirane, Europe/Tiraspol, Europe/Ulyanovsk, Europe/Uzhgorod, Europe/Vaduz, Europe/Vatican, Europe/Vienna, Europe/Vilnius, Europe/Volgograd, Europe/Warsaw, Europe/Zagreb, Europe/Zaporozhye, Europe/Zurich, Factory, GB, GB-Eire, GMT, GMT+0, GMT-0, GMT0, Greenwich, HST, Hongkong, Iceland, Indian/Antananarivo, Indian/Chagos, Indian/Christmas, Indian/Cocos, Indian/Comoro, Indian/Kerguelen, Indian/Mahe, Indian/Maldives, Indian/Mauritius, Indian/Mayotte, Indian/Reunion, Iran, Israel, Jamaica, Japan, Kwajalein, Libya, MET, MST, MST7MDT, Mexico/BajaNorte, Mexico/BajaSur, Mexico/General, NZ, NZ-CHAT, Navajo, PRC, PST8PDT, Pacific/Apia, Pacific/Auckland, Pacific/Bougainville, Pacific/Chatham, Pacific/Chuuk, Pacific/Easter, Pacific/Efate, Pacific/Enderbury, Pacific/Fakaofo, Pacific/Fiji, Pacific/Funafuti, Pacific/Galapagos, Pacific/Gambier, Pacific/Guadalcanal, Pacific/Guam, Pacific/Honolulu, Pacific/Johnston, Pacific/Kiritimati, Pacific/Kosrae, Pacific/Kwajalein, Pacific/Majuro, Pacific/Marquesas, Pacific/Midway, Pacific/Nauru, Pacific/Niue, Pacific/Norfolk, Pacific/Noumea, Pacific/Pago_Pago, Pacific/Palau, Pacific/Pitcairn, Pacific/Pohnpei, Pacific/Ponape, Pacific/Port_Moresby, Pacific/Rarotonga, Pacific/Saipan, Pacific/Samoa, Pacific/Tahiti, Pacific/Tarawa, Pacific/Tongatapu, Pacific/Truk, Pacific/Wake, Pacific/Wallis, Pacific/Yap, Poland, Portugal, ROC, ROK, Singapore, SystemV/AST4, SystemV/AST4ADT, SystemV/CST6, SystemV/CST6CDT, SystemV/EST5, SystemV/EST5EDT, SystemV/HST10, SystemV/MST7, SystemV/MST7MDT, SystemV/PST8, SystemV/PST8PDT, SystemV/YST9, SystemV/YST9YDT, Turkey, UCT, US/Alaska, US/Aleutian, US/Arizona, US/Central, US/East-Indiana, US/Eastern, US/Hawaii, US/Indiana-Starke, US/Michigan, US/Mountain, US/Pacific, US/Samoa, UTC, Universal, W-SU, WET, Zulu, International Date Line West, American Samoa, Midway Island, Hawaii, Alaska, Pacific Time (US & Canada), Tijuana, Arizona, Chihuahua, Mazatlan, Mountain Time (US & Canada), Central America, Central Time (US & Canada), Guadalajara, Mexico City, Monterrey, Saskatchewan, Bogota, Eastern Time (US & Canada), Indiana (East), Lima, Quito, Atlantic Time (Canada), Caracas, Georgetown, La Paz, Puerto Rico, Santiago, Newfoundland, Brasilia, Buenos Aires, Greenland, Montevideo, Mid-Atlantic, Azores, Cape Verde Is., Edinburgh, Lisbon, London, Monrovia, UTC, Amsterdam, Belgrade, Berlin, Bern, Bratislava, Brussels, Budapest, Casablanca, Copenhagen, Dublin, Ljubljana, Madrid, Paris, Prague, Rome, Sarajevo, Skopje, Stockholm, Vienna, Warsaw, West Central Africa, Zagreb, Zurich, Athens, Bucharest, Cairo, Harare, Helsinki, Jerusalem, Kaliningrad, Kyiv, Pretoria, Riga, Sofia, Tallinn, Vilnius, Baghdad, Istanbul, Kuwait, Minsk, Moscow, Nairobi, Riyadh, St. Petersburg, Volgograd, Tehran, Abu Dhabi, Baku, Muscat, Samara, Tbilisi, Yerevan, Kabul, Ekaterinburg, Islamabad, Karachi, Tashkent, Chennai, Kolkata, Mumbai, New Delhi, Sri Jayawardenepura, Kathmandu, Almaty, Astana, Dhaka, Urumqi, Rangoon, Bangkok, Hanoi, Jakarta, Krasnoyarsk, Novosibirsk, Beijing, Chongqing, Hong Kong, Irkutsk, Kuala Lumpur, Perth, Singapore, Taipei, Ulaanbaatar, Osaka, Sapporo, Seoul, Tokyo, Yakutsk, Adelaide, Darwin, Brisbane, Canberra, Guam, Hobart, Melbourne, Port Moresby, Sydney, Vladivostok, Magadan, New Caledonia, Solomon Is., Srednekolymsk, Auckland, Fiji, Kamchatka, Marshall Is., Wellington, Chatham Is., Nuku'alofa, Samoa, Tokelau Is. |
| Order Windows PO Message | No | No | string(255) | Order Windows PO Message | |
| Order Windows Requisition Message | No | No | string(255) | Order Windows Requisition Message | |
| Execution Date | No | No | datetime | Date the contract is completed and legally binding | |
| Published Date | No | No | datetime | Date the contract was published | |
| Description | No | No | string(1024) | Description | |
| Contract Type Custom Field 1 | No | No | string(255) | Contract Type Custom Field 1 | |
| Contract Type Custom Field 2 | No | No | string(255) | Contract Type Custom Field 2 | |
| Contract Type Custom Field 3 | No | No | string(255) | Contract Type Custom Field 3 | |
| Contract Type Custom Field 4 | No | No | string(255) | Contract Type Custom Field 4 | |
| Contract Type Custom Field 5 | No | No | string(255) | Contract Type Custom Field 5 | |
| Contract Type Custom Field 6 | No | No | string(255) | Contract Type Custom Field 6 | |
| Contract Type Custom Field 7 | No | No | string(255) | Contract Type Custom Field 7 | |
| Contract Type Custom Field 8 | No | No | string(255) | Contract Type Custom Field 8 | |
| Contract Type Custom Field 9 | No | No | string(255) | Contract Type Custom Field 9 | |
| Contract Type Custom Field 10 | No | No | string(255) | Contract Type Custom Field 10 | |
| Department Name | No | No | The name of the department that is tied to the contract | ||
| Contract Type Name | No | No | The name of the Contract Type. Must Exist in Coupa |