Contract import and synchronization
Access through: Contract management > Contracts > Contract import & synchronization
Contract import & synchronization is a part of the Contract management feature of Snow Optimizer for SAP® Software. You can create, change, and copy contract synchronization lists to import and update your licensed SAP products in license contracts.
Excel files
Licensed products are imported or updated using Excel files that represent the current Customer License Entitlement (CLE). You can either request these files from SAP or export them from SAP for Me.
To export CLE information from SAP for Me, select the Customer Insights Dashboards report. In the Purchased Solutions tab of the report, select the cogwheel button to select all table columns, then select the export button.
To correctly assign the product data from the Excel files to the product data fields in Snow Optimizer for SAP® Software, you must adapt the files to the following structure. Some fields are mandatory key fields.
| Column number | Field name | Mandatory key field | Format |
|---|---|---|---|
| 1 | SAP order number | Number | |
| 2 | Material number | x | Number |
| 3 | Material description | Letters | |
| 4 | Quantity | x | Number |
| 5 | Start date | x | Date (dd.mm.yyyy) |
| 6 | End date | x (Only for subscription products) | Date (dd.mm.yyyy) |
| 7 | Solution area | Letters | |
| 8 | Purchase order number | Number | |
| 9 | Purchase order item number | Number | |
| 10 | Purchase requisition number | Number | |
| 11 | Purchase requisition item number | Number | |
| 12 | Order value | Number | |
| 13 | Order value currency | Letters (Three-digit currency code) |
- The header line is ignored for the import.
- The currency of the products in the file must match the currency of the license contract.
- When you update products, only the values in columns 8 to 12 are updated in a synchronization list.
Import and synchronization
To import products from a file, you create a synchronization list and select an existing license contract.
You can use the synchronization function only with license contracts and not with frame contracts.
After importing the file, each product is listed as a single entry in the synchronization list and automatically mapped to a product template in Snow Optimizer for SAP® Software based on the specified material number. Termination positions automatically specify the synchronization list entry to which they refer based on the material number and the number of licensed blocks.
Terminations can only be assigned automatically if the number of terminated blocks corresponds to the number of licensed blocks. Otherwise, you must assign terminations manually.
To import or update the synchronization list entries with the license contract, you synchronize the entries. Each synchronization list entry has one of the following statuses:
| Status | Name | Description |
|---|---|---|
| N | New | The entry is new and can be synchronized. |
| U | Update | The entry is updated and can be synchronized. |
| S | Synchronization | The entry is successfully synchronized. |
| E | Error | The entry is erroneous and cannot be synchronized. |
Best practice
To get the most out of the Snow Optimizer for SAP® Software contract import and synchronization, follow the steps below:
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Request your current CLE from SAP or export the CLE from SAP for Me.
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Adapt the Excel file to the import structure.
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Save the file in CSV UTF-8 (Comma delimited) (*.csv) format.
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Create a license contract in Snow Optimizer for SAP® Software.
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Import the Excel file into the synchronization list.
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Import the CSV file into the synchronization list.
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Check the entries created in the synchronization list. If necessary, assign the matching Snow Optimizer for SAP® Software product template or termination item.
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If there are product updates, import the updated Excel file into the synchronization list and synchronize the updated synchronization list entries with the license contract.