You can only edit contracts using this feature. Contracts may not be created or deleted by use of the Import/Export procedure.
The Import menu option is available from the Data Menu of Contract Maintenance (SOE567). The Import command brings in a contract collection, which was previously export to Excel, from Excel into Contract Maintenance.
The Export menu option is available from the Data Menu of Contract Maintenance (SOE567). It sends the displayed contract collection to Excel. Only certain fields will be sent. Refer to the spreadsheet first row for descriptions of those values that are exported. Excel must be open before the export can succeed.
Modifying the Spreadsheet
• No columns may be inserted into or deleted from the spreadsheet, as that will cause the import into FACTS to fail. If desired, columns may be added beyond the last spreadsheet columns to facilitate updates.
• No rows may be added to or deleted from the spreadsheet.
• Rows may be resorted to facilitate editing, but prior to attempting an import the spreadsheet must be resorted on the first column to restore its original order.
Spreadsheet Security
The Excel spreadsheet is protected to help users avoid making disallowed changes. The spreadsheet is protected by default with the case-sensitive password “FACTSEXPORT”. While it is protected, you can modify only the fields that are valid to be changed (not shaded grey). If you want to resort the lines of the spreadsheet, add columns beyond the spreadsheet, etc., the spreadsheet must be unprotected. It is advisable to re-protect the spreadsheet after taking such actions to prevent accidental changes to cells that should not be changed.
Excel Spreadsheet Details—Contents
• A Status column is included on the spreadsheet to provide additional information about the import process. The values for the Status can be:
E – the contract has been exported – no import actions have taken place.
I – the contract was successfully imported (and thus will not be imported again on a subsequent import.)
F - the contract failed to import due to problems – further explanation of the problem will be found in the import message column.
• There are two ‘groupings’ of columns on the spreadsheet—one for quantity break information and one for stocking and manual cost details--that can be ‘collapsed’ if the user prefers not to see them.
• There are multiple UM columns listed on the spreadsheet.
The first is the column for UMs listed in the contract (if any, or All)
The second is the selling UM
The third is the pricing UM
And the fourth (if listed) is also the pricing UM.
• The costs that are optionally exported to the spreadsheet are always presented in the pricing UM to make their use in formulas simpler.
Importing Rules for Data Entered in the Excel Spreadsheet
All spreadsheet values entered in the Excel spreadsheet may only be in the ranges acceptable when using Contract Entry. Any values that would not be accepted through Contract Entry in FACTS will cause that row to fail to import.
No reformatting of numeric values (such as adding parentheses around numbers or adding dollar signs or adding percent signs) is to be done if the spreadsheet is to be imported later. Any such changes will cause that Excel row to fail to import. Date entry is only allowed in the numeric format of MM/DD/YYYY – forward-slash use separating the month, day and year is mandatory (do not use backslash or dashes or other characters to separate date values as that will cause the excel row of that invalid date value to fail to import).
The Effective date column may also have the word “Always”. Contracts that are linked to a previous contract will not import the effective date. The Expiration date column may also have the word “Never”. Contracts that are linked to a subsequent contract will not import the expiration date.
No Excel spreadsheet cells may be imported when ‘blanked’/’empty’ – Empty cells for import will result in the row failing to import.
Any break quantity, if present, that is not in ascending order will result in the row failing to import.