Importing From Excel

Complete contract structures are usually delivered by the supplier as an Excel workbook. The Import from Excel function reads such a workbook and creates the contracts, their sub-levels and all contract items in one step.

The import replaces the complete contract data. All existing contracts and contract items are deleted before the workbook is read. Use the function to set up or renew the contract database, not to add single entries.

The function requires both the "Edit Contract" and the "Edit Contract Item" access right, see Access Rights.

Structure of the workbook

The workbook contains three sheets which describe the three levels of the contract structure:

Sheet	Meaning
`Catalogs`	The main contracts
`SubGroups`	The sub-contracts, each assigned to a main contract
`Items`	The contract items, each assigned to a sub-contract

Sheet "Catalogs" - main contracts

Column	Imported as
`CatalogID`	Reference used by the other sheets
`CatalogName`	Name of the contract
`Vendor`	Vendor
`ContractYears`	Duration in years
`CatalogDescription`	Description

Sheet "SubGroups" - sub-contracts

Column	Imported as
`SubGroupID`	Reference used by the Items sheet
`CatalogID`	The main contract this sub-contract belongs to
`SubGroupName`	Name of the sub-contract
`SubGroupDescription`	Description

Sheet "Items" - contract items

Column	Imported as
`SubGroupID`	The sub-contract the item belongs to
`ItemType`	Item type (`Part`, `Service` or `Transport`)
`DescriptionHR`	Name of the item
`ItemNo`	Item number
`PartNumber`	Makers reference
`DrawingNumber`	Drawing number
`ItemID`	Internal number
`Unit`	Unit
`Quantity`	Quantity
`UnitPrice`	Agreed unit price
`BrandName`	Type
`Group`	Creates an additional level, see below
`ParentItemID`	Title of the main contract
`opp ugovora`	Number of the main contract

Groups as an additional level

If the Group column of an item contains a value, the import creates a further level below the sub-contract with that group name and assigns the item to it. This keeps the equipment groups of the supplier's price list visible in the contract tree. Items without a group entry are assigned directly to their sub-contract.

After the import

The contract tree is rebuilt automatically and the number of imported items is reported. Contract titles and numbers are taken from the item rows, so every main contract shows its official title and contract number afterwards.