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setting_up_a_new_contract [2025/01/27 20:41] – tina.roblessetting_up_a_new_contract [2025/06/18 18:11] (current) – tina.robles
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 This action moves the contract into the formal review and approval workflow. This action moves the contract into the formal review and approval workflow.
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 +
 +**__Excel Offline Pricing Upload Capability in Contracts__**
 +
 +This highly requested enhancement enables users to update contract data through Excel spreadsheets and import the information directly into contracts, significantly streamlining the creation process for large-scale contract configurations.
 +________________________________________
 +
 +**Prerequisites and System Requirements**
 +
 +__Contract Status Requirements:__
 +
 +  * Contract must be in draft status
 +  * Contract type field must be completed
 +  * Minimum of one SKU must exist on the product tab
 +
 +__Recommended Setup Process:__
 +
 +  * Contractee Selection Priority: Complete contractee selection before Excel configuration to ensure appropriate pricing column availability
 +  * Pricing Structure Optimization: Direct vs. indirect customer selection determines available pricing options, preventing unnecessary column generation during upload process
 +________________________________________
 +
 +**Product Management Capabilities**
 +
 +__SKU Addition Process:__
 +
 +  * Method: Add products directly within Excel document
 +  * Identifier Requirement: Use product number as the item identifier
 +  * Automatic Population: Product descriptions auto-populate upon successful Excel upload
 +
 +**Critical Configuration Requirements:**
 +
 +__Item Type Specification:__
 +
 +  * Mandatory Field: Item type must be completed for all new SKUs
 +  * Upload Dependency: Products without item type designation will not process during upload
 +
 +__Leading Zero Preservation:__
 +
 +  * Issue: Excel automatically removes leading zeros from product numbers
 +  * Solution: Prefix product numbers beginning with zero using single quote notation
 +  * Example: Format '012345 to preserve leading zero
 +________________________________________
 +
 +**Data Management and Updates**
 +
 +__Field Modification Scope:__
 +
 +  * Capability: All UI-editable contract fields can be updated through Excel
 +  * Consistency: Excel modifications align with standard user interface functionality
 +  * Flexibility: Comprehensive data management through familiar spreadsheet interface
 +
 +**Export and Import Process:**
 +
 +__Offline Pricing Feature Access:__
 +
 +  * Location: Product tab interface
 +  * Function: "Offline Pricing" button enables export functionality
 +
 +__Product Selection Methods:__
 +
 +  * Individual Selection: Choose specific products for export and update
 +  * Bulk Selection: Utilize "Check All" function for comprehensive product selection
 +  * Workflow: Select desired products, then activate offline pricing feature
 +________________________________________
 +
 +**Business Benefits**
 +
 +__Efficiency Enhancement:__
 +
 +  * Streamlined contract creation for complex, multi-product agreements
 +  * Reduced manual data entry requirements
 +  * Improved accuracy through spreadsheet-based data management
 +
 +__Scalability:__
 +
 +  * Optimized for large contract configurations
 +  * Bulk product management capabilities
 +  * Enhanced productivity for contract administrators
 +
 +{{:pasted:20250618-162924.png}}
 +
 +**Excel Import/Export Functionality Options**
 +
 +**__Available Operations__**
 +
 +**Export Products**
 +
 +  * Purpose: Extracts current contract product data to Excel format for external modification
 +  * Application: Enables comprehensive data review and bulk updates within familiar spreadsheet environment
 +  * Workflow Position: Initial step in the offline editing process
 +
 +**Import Products**
 +
 +  * Purpose: Integrates updated Excel data back into the contract system
 +  * Application: Finalizes bulk modifications and applies changes to the contract configuration
 +  * Workflow Position: Concluding step following Excel-based data updates
 +
 +__**Process Workflow**__
 +
 +**Step 1: Data Extraction**
 +
 +  * Utilize "Export Products" to generate Excel file containing current contract product information
 +  * Review and modify data using standard Excel functionality
 +
 +**Step 2: Data Integration**
 +
 +  * Execute "Import Products" to upload revised Excel data into the contract system
 +  * System validates and applies approved modifications to contract configuration
 +
 +{{:pasted:20250618-163807.png}}
 +
 +__**Export Process Workflow**__
 +
 +**Data Export Procedure**
 +
 +**Step 1: Export Initiation**
 +  * Action: Select "Export" function to access product line data
 +  * Display: System presents information corresponding to previously selected product lines
 +  * Verification: Review displayed data to confirm accuracy of selected items
 +
 +**Step 2: Report Generation**
 +  * Action: Click "Generate Report" button to initiate export process
 +  * Function: System compiles selected product data into Excel-compatible format
 +  * Output: Creates downloadable spreadsheet containing specified contract product information
 +
 +**Process Benefits:**
 +  * Data Validation: Preview functionality ensures correct product selection before export
 +  * Efficiency: Streamlined two-step process minimizes user interaction requirements
 +  * Accuracy: Confirmation step reduces risk of exporting incorrect data sets
 +
 +{{:pasted:20250618-164208.png}}
 +
 +__**Report Access and File Retrieval Process**__
 +
 +**Generated Report Management**
 +
 +**Step 1: Report Completion Verification**
 +  * Location: Navigate to "Generated Reports" section
 +  * Status: Completed export appears in the reports queue upon successful processing
 +  * Identification: Locate report by name or timestamp for accurate selection
 +
 +**Step 2: File Download and Access**
 +  * Action: Click on the designated report name to initiate download
 +  * File Location: Excel document automatically saves to system's default download directory
 +  * File Format: Spreadsheet contains exported product data in Excel-compatible format ready for modification
 +
 +**File Management Best Practices**
 +
 +**Organization Recommendations:**
 +  * File Naming: Consider renaming downloaded files with descriptive identifiers
 +  * Version Control: Maintain clear file versioning for tracking modifications
 +  * Storage: Organize files in dedicated project folders for efficient management
 +
 +**Next Steps:** Upon successful download, the Excel file is ready for offline editing and subsequent import back into the contract system using the Import Products functionality.
 +This systematic approach ensures seamless file retrieval and establishes the foundation for efficient offline contract data management.
 +
 +{{:pasted:20250618-164736.png}}
 +
 +__**Excel Document Configuration and Editing Guidelines**__
 +
 +**Document Security and Access**
 +
 +**Protected View Resolution**
 +  * Security Feature: Excel may open documents in Protected View as a security precaution
 +  * Action Required: Click "Enable Editing" button to activate full editing capabilities
 +  * Purpose: Ensures document functionality while maintaining system security protocols
 +
 +**Document Structure and Interface**
 +
 +**Visual Consistency**
 +  * Layout Design: Excel document mirrors the user interface screen layout for intuitive navigation
 +  * Column Organization: Maintains identical column sequence as displayed in the contract management system
 +  * Color Coding: Preserves original color scheme for visual consistency and user familiarity
 +
 +**Editing Permissions**
 +  * Editable Fields: Standard white/colored columns allow data modification
 +  * Protected Fields: Grey-highlighted columns are read-only and cannot be modified
 +  * Data Integrity: Protection scheme ensures critical system data remains unchanged
 +
 +**Data Validation and Controls**
 +
 +**Dropdown Functionality**
 +  * Controlled Fields: Fields with specific value requirements display as dropdown menus
 +  * Example Application: Unit of Measure selections vary based on manufacturer client configuration settings
 +  * Data Accuracy: Dropdown controls prevent invalid data entry and ensure compliance with system parameters
 +  * Configuration Dependency: Available options reflect current manufacturer-specific settings and business rules
 +
 +**Business Benefits**
 +
 +**User Experience:**
 +  * Familiar interface reduces learning curve and training requirements
 +  * Visual cues guide proper data entry and modification procedures
 +  * Automated validation prevents common data entry errors
 +
 +**System Integration:**
 +  * Maintains data consistency between offline editing and system database
 +  * Preserves business rules and validation requirements during external editing process
 +
 +{{:pasted:20250618-174323.png}}
 +
 +__**Field Editing Restrictions and System Validation**__
 +
 +**Data Protection Mechanisms**
 +
 +**Edit Restriction Warnings**
 +  * System Response: Attempting to modify protected fields triggers Excel validation warnings
 +  * Example Scenario: Item price fields may display restriction notifications when modification is attempted
 +  * Purpose: Prevents unauthorized changes to system-controlled data elements
 +
 +**Consistency Protocol**
 +
 +**UI-Excel Parity Rule**
 +  * Fundamental Principle: Field editing permissions maintain complete consistency between contract user interface and Excel document
 +  * Access Control: Fields that are non-editable within the contract management system remain protected in the Excel environment
 +  * Business Logic: Editing restrictions reflect underlying business rules and data integrity requirements
 +
 +**User Guidance**
 +
 +**Error Prevention:**
 +  * Proactive Notification: Excel warnings provide immediate feedback on editing limitations
 +  * Workflow Efficiency: Clear restriction indicators prevent wasted effort on non-modifiable fields
 +  * System Integrity: Protection mechanisms ensure data consistency across all editing platforms
 +
 +**Best Practice:** Before attempting modifications, reference the contract user interface to verify field editability, ensuring efficient use of time and preventing unnecessary validation warnings.
 +
 +{{:pasted:20250618-175108.png}}
 +
 +**__Data Import Process and System Integration__**
 +
 +**File Preparation and Save Protocol**
 +
 +**Document Completion**
 +  * Action: Save updated Excel document upon completion of all modifications
 +  * Critical Requirement: Maintain original filename without alterations
 +  * File Integrity: Preserving filename ensures proper system recognition and processing
 +
 +**Import Procedure**
 +
 +**Step 1: Import Function Access**
 +  * Navigation: Access "Offline Pricing" feature within the contract interface
 +  * Selection: Choose "Import Products" option to initiate upload process
 +  * File Location: Browse and select the saved Excel document from designated storage location
 +
 +**Step 2: Upload and Integration**
 +  * File Upload: System processes the selected Excel document
 +  * Validation: Click "Continue" to proceed with data integration into TPM system
 +  * System Integration: Updated product information is incorporated into the contract configuration
 +
 +**Critical Success Factors**
 +
 +**Filename Preservation:**
 +  * Requirement: Original filename must remain unchanged for successful processing
 +  * System Recognition: Filename serves as validation key for proper data mapping
 +  * Error Prevention: Filename modifications may result in import failures or data misalignment
 +
 +**Process Verification:**
 +  * Quality Assurance: Review imported data within TPM system to confirm accurate integration
 +  * Data Validation: Verify all modifications have been properly applied to contract configuration
 +
 +{{:pasted:20250618-175835.png}}
 +
 +**__Data Validation and Error Handling Protocol__**
 +
 +**Import Validation Process**
 +
 +**Data Quality Assessment**
 +  * Validation Screen: System displays comprehensive data validation results upon import initiation
 +  * Error Identification: Interface clearly identifies problematic data rows requiring attention
 +  * Quality Assurance: Automated validation ensures data integrity before system integration
 +
 +**Error Management and Resolution**
 +
 +**Invalid Product Number Handling**
 +  * System Response: Product numbers not found in TPM database are automatically excluded from import process
 +  * Row Processing: Invalid entries are skipped while valid data continues through normal import workflow
 +  * Error Documentation: System provides detailed reporting on excluded items for user review and correction
 +
 +**Data Processing Logic**
 +  * Selective Import: Only validated, system-recognized data is integrated into the contract
 +  * Error Isolation: Invalid entries do not compromise the import of valid data elements
 +  * Process Continuity: Import process continues despite individual row validation failures
 +
 +**''Best Practices''**
 +
 +**Pre-Import Verification:**
 +  * Product Number Validation: Verify all product numbers exist in TPM system before import
 +  * Data Accuracy: Review Excel data for completeness and accuracy prior to upload
 +  * Error Prevention: Proactive validation reduces import errors and processing delays
 +
 +**Post-Import Review:**
 +  * Validation Results: Carefully review validation screen for any excluded items
 +  * Data Correction: Address invalid entries and re-import if necessary
 +  * System Verification: Confirm successful integration of all intended data modifications
 +
 +{{:pasted:20250618-180418.png}}
 +
 +**__Incomplete Data Handling and Validation Protocols__**
 +
 +__Partial Data Import Processing__
 +
 +**Incomplete Field Management**
 +  * System Behavior: New products with missing required fields trigger "Bad Row" validation warnings
 +  * Import Processing: Despite validation warnings, products are still integrated into the contract configuration
 +  * Data State: Items exist within the contract but remain in incomplete status pending required field completion
 +
 +__Contract Save Validation__
 +
 +**Required Field Verification**
 +  * Save Process: Contract save operation initiates comprehensive data validation
 +  * System Notification: TPM generates reminder messages identifying incomplete required fields
 +  * User Guidance: Clear messaging directs users to specific fields requiring completion
 +  * Save Prevention: Contract cannot be finalized until all required fields are properly populated
 +
 +__Data Integrity Management__
 +
 +**Two-Stage Validation Process:**
 +  * Import Stage: Allows partial data entry with warning notifications
 +  * Save Stage: Enforces complete data requirements for contract finalization
 +
 +**Business Benefits:**
 +  * Workflow Flexibility: Users can import bulk data and complete required fields systematically
 +  * Error Prevention: Multiple validation checkpoints prevent incomplete contract deployment
 +  * Data Quality: Ensures all contracts meet minimum data requirements before activation
 +
 +__User Action Requirements__
 +
 +**Post-Import Tasks:**
 +  * Field Completion: Address all flagged required fields identified during import validation
 +  * Data Review: Verify accuracy and completeness of all imported product information
 +  * Contract Finalization: Complete required fields to enable successful contract save operation
 +
 +{{:pasted:20250618-181026.png}}
 +
 +
setting_up_a_new_contract.1738010505.txt.gz · Last modified: 2025/01/27 20:41 by tina.robles

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