Importing enterprise contracts for desktop software and SaaS

Use the import feature in Oomnitza to add multiple new contracts and to update multiple contracts.

Illustration of importing process

For uploading contracts, the following types of files are supported:

• CSV (comma-separated values) files
• Google sheet files
• XLS files
• XLSX files

Contents

1. Importing enterprise contracts for desktop software
2. Tutorial: Importing enterprise contracts for desktop software
3. Tutorial: Updating contracts
4. Tutorial: Importing SaaS enterprise contracts
5. Fields and values for importing enterprise contracts for desktop software
6. Fields and values for importing SaaS contracts

Importing enterprise contracts for desktop software

You can create multiple new records and update multiple existing records by importing the contract information into Oomnitza.

Tutorial: Importing enterprise contracts for desktop software

You have created the file that you want to use to import the new enterprise contracts for desktop software contracts:

Contract Name	Software Name	Contract Currency	Number of Seats	Contract Type	Contract Start Date	Contract End Date
ContractName1	SoftwareName1	EUR	1	Desktop Software Contract - Enterprise	01/07/2022	01/08/2023
ContractName2	SoftwareName2	EUR	19	Desktop Software Contract - Enterprise	01/07/2022	01/08/2023
ContractName3	SoftwareName3	EUR	20	Desktop Software Contract - Enterprise	01/07/2022	01/08/2023

Illustration of spreadsheet for importing multiple enterprise contracts for desktop software 

Procedure

1. From the menu, click Contracts.
2. Click Import.
3. Upload the file.
4. Select Create as the import preference.
5. Click CONTINUE.
6. Click SMART MAPPING.
7. Select Contract Name as the sync key.
8. Click VALIDATE. If errors are generated, click SHOW DETAILS. You can continue with the import, if you get warning errors. If you get block errors, you must resolve the errors in the import file and upload it again.
9. Click IMPORT.

Result
The new contract records are successfully imported.

Next

You can view and edit the contracts on the Contracts page.   

Tutorial: Updating contracts

Let's say you want to update the contracts that you imported into Oomnitza.

To do this, you create a new import file and you specify:

• The names of the contracts. You must add the contract names to uniquely identify the contracts that you want to update.
• The field names and the values that you want to update.    

In this tutorial, you want the renewal date for the contract to be automatically calculated. So, you set auto renewal to 'yes'.

Illustration of spreadsheet for updating multiple new enterprise contracts for desktop software

Procedure

1. From the menu, click Contracts.
2. Click Import.
3. Upload the file.
4. Select Update as the import preference.
5. Click CONTINUE.
6. Click SMART MAPPING.
7. Select Contract Name as the sync key.
8. Click VALIDATE. If errors are generated, click SHOW DETAILS. You can continue with the import, if you get warning errors. If you get block errors, you must resolve the errors in the import file and upload it again.
9. Click IMPORT.

Result
The checkbox for auto renewal is selected in the contracts that were updated. And, the renewal date is automatically calculated based on the payment date and the schedule that was selected.

Next

You can view and edit the updated contracts on the Contracts page. 

Tutorial: Importing SaaS enterprise contracts

You have created the file that you want to use to import multiple new SaaS enterprise contracts:

Contract Name	SaaS Name	Payment Schedule	Contract Currency	Number of Licenses	Limit # of Licenses	Calculate Per-user Price	Contract Type	Contract Start Date	Contract End Date
SaaS1	Name1	Monthly	USD	10	yes	yes	SaaS Contract - Enterprise	01/07/2022	01/08/2023
SaaS2	Name2	Monthly	USD	20	yes	yes	SaaS Contract - Enterprise	01/07/2022	01/08/2023
SaaS3	Name3	Monthly	USD	30	yes	yes	SaaS Contract - Enterprise	01/07/2022	01/08/2023

Illustration of spreadsheet for importing new SaaS enterprise contracts

You can create multiple new records and update multiple existing records by importing the contract information into Oomnitza.

Procedure

1. From the menu, click Contracts.
2. Click Import.
3. Upload the file.
4. Select Create as the import preference.
5. Click CONTINUE.
6. Click SMART MAPPING.
7. Select Contract Name as the sync key.
8. Click VALIDATE. If errors are generated, click SHOW DETAILS. You can continue with the import, if you get warning errors. If you get block errors, you must resolve the errors in the import file and upload it again.
9. Click IMPORT.

Result
The new contract records are successfully imported.

Next

You can view and edit the SaaS contracts on the Contracts page.

Fields and values for importing enterprise contracts for desktop software

Use this information to create the import file for new contracts for desktop software. You don't have to add all of the fields and values, but you must add the mandatory fields and the values for the mandatory fields.

Table 1: Field names and values 

Field Name	Mandatory	Comment
Contract Name	Yes	Unique name, which will be selected as the sync key.
Contract Type	Yes	Desktop Software Contract - Enterprise
Contract Start Date	No	Contract start and end dates are used to calculate the budgeted costs of the contract.
Contract End Date	No	Contract start and end dates are used to calculate the budgeted costs of the contract.
Software Name	Yes	The name of the associated software, which was added to Oomnitza.
Payment Date	No	Date for the first payment. Use these formats DD/MM/YYYY or MM/DD/YYYY. If you want to automatically renew a contract, you must enter the payment date so that the renewal date can be calculated.
Contract Currency	Yes	Default values are GBP, EUR, and USD. You can add new currencies.
Payment Schedule	Yes	Valid values are annually, monthly, or quarterly.
Autorenewal	No	Yes or no.
Renewal Date	No	Date for renewing contract. This date is automatically calculated when the payment date is entered and auto renewal is selected.
Price	No	Decimal value such as 1000.00.
Responsible Person	No	First and last name. A user record for the person must have been added to Oomnitza.
Number of Seats	Yes	Number.
License Key	Yes	Unique combination of numbers and characters.
Status	No	By default, the status is set to Requested. Valid values are Active, Canceled, On Hold, Rejected, or Requested.

Additional administration fields, such as contract ID and created by, are automatically added when the contract record is created. 

Tip
Already added a desktop software or a SaaS enterprise contract to Oomnitza? Select the contract on the Contracts page and export it. Edit it and reuse it for importing contracts.  

Fields and values for importing SaaS contracts

Use this information to create the import file for new SaaS contracts. You don't have to add all of the fields and values, but you must add the mandatory fields and the values for the mandatory fields.

Table 1: Field names and values for SaaS contracts 

Field Name	Mandatory	Comment
Contract Name	Yes	Unique name, which will be selected as the sync key.
Contract Type	Yes	SaaS Contract - Enterprise
SaaS Name	Yes	The name of the associated SaaS software, which was added to Oomnitza.
Contract Start Date	No	Contract start and end dates are used to calculate the budgeted costs of the contract.
Contract End Date	No	Contract start and end dates are used to calculate the budgeted costs of the contract.
Payment Date	No	Date for the first payment. Use these formats DD/MM/YYYY or MM/DD/YYYY.
Payment Schedule	Yes	Valid values are annually, monthly, or quarterly.
Autorenewal	No	Yes or no.
Renewal Date	No	Date for renewing contract. This date is automatically calculated when the payment date is entered and auto renewal is selected.
Contract Currency	Yes	Default values are GBP, EUR, and USD. You can add new currencies.
Calculate Per-user Price	Yes	Valid values are yes or no.
Responsible Person	No	First and last name. A user record for the person must have been added to Oomnitza.
Number of Licenses	Yes	Numeric.
Limit # of Licenses	Yes	Numeric.
Status	No	By default, the status is set to Requested. Valid values are Active, Canceled, On Hold, Rejected, or Requested

Related articles

Adding and managing enterprise contracts for desktop software 

Adding and managing SaaS enterprise contracts

Adding currencies

Adding a company currency