For details on using Excel spreadsheets, see the Ariba Contract Compliance Guide. The following are some specific and general guidelines for entering data into a Microsoft Excel file for later upload:

• To create a contract request from scratch with an Excel spreadsheet, use the sample Excel files in the buyer/sample/contracts/sample/excelimport directory as templates for common types of contracts.
• You cannot import contract requests containing non-catalog items that use formula pricing.
• If you specify a non-catalog item with a supplier part number that already exists for a contract item for which a supplier has not been defined, then the existing item will be used in the imported Excel spreadsheet instead of the non-catalog item you defined.
• You cannot use Excel import to update existing contract requests that are already submitted or approved.

Enter numbers as text format

All cell data must be in the Excel text format — even numerical data — otherwise the data will not be imported correctly. However, Excel automatically treats any cell entry that starts with a number as a number format, not as a text format. To force a text format on a numerical entry, enter an apostrophe before the first number in a cell. For example, to force a price entry of 119.99 to be formatted as text, type '119.99 in the cell.

Or you may use this alternative method, to change all the cell formats, which is useful if you've copied and pasted numerical data from another Excel spreadsheet, or from another application:

1. Select all cells in the worksheet by clicking the cell in the upper left-hand corner.
2. Click the Format menu and select the Cells option.
3. Click the Number tab, and select the Text entry in the list by highlighting it.
4. Click the OK button to apply the new format to the selected cells.

Do not change column names

Leave column names unchanged. When the Excel file is uploaded, data in the columns are mapped into the user interface according to the column names. If these column names are changed, the data under them will not be recognized and will be ignored.

Do not change worksheet names

The Excel workbook file usually contains multiple worksheets, with each worksheet containing related data, for example all contract header information is specified in a Contract Header worksheet. Worksheets are shown as tabs arranged at the bottom of the workbook. Click a worksheet tab to show that worksheet and work on it. Do not change the name of any worksheet, even if you do not enter any data into it. However, you can completely delete a worksheet if you do not need it.

Deleting unused columns

Excel formulas

You cannot import worksheets that use Excel formulas to calculate cell data. Excel formulas are a convenient way of ensuring accurate cell calculations — especially if you are often adding or deleting cells while working on the worksheet, or if you are entering prices for large numbers of items (requiring large numbers of cells). To use the strength of Excel formulas, and still be able to import their results into your Ariba module:

1. Add formulas to the desired cells in your spreadsheet.
2. When you are ready to import the spreadsheet, create a copy of it.
3. In your original spreadsheet, for each worksheet that uses formulas:
1. Select all cells, by clicking the upper left corner of the worksheet.
2. Copy the cells (click Edit and then Copy, or right-click your mouse and select Copy).
3. In your copied spreadsheet, go to the same worksheet.
4. Select all cells, by clicking the upper left corner of the worksheet.
5. Do a special paste (click Edit and then select Paste Special, or right-click your mouse and select Paste Special).
6. In the pop-up window, under "Paste," select the Values option.
7. Click OK.
4. After repeating this for all worksheets that use formulas, save the copied spreadsheet.
5. Import the copied spreadsheet.

For more details about using formulas to calculate values, see the Excel online help.

Uploaded Excel data replaces UI data

After uploading the Excel file, its data replaces any data defined in the UI for the request. However, after you have imported, you can still change your request data in the UI before submitting it for approval.