Updating contracts using CSV

Updating contracts in Channel Program can be done in two ways: manually updating contracts one-by-one or importing updates in bulk using a CSV (comma-separated value) file. This guide will walk you through the steps for updating contracts via a CSV file.

Accessing contracts

From the side navigation click NaviStack > Vendor Contracts.

Steps Overview

• Export Contracts to CSV
• Prepare file for modifications
• Import the CSV file
• Troubleshoot Common Import Issues

Exporting Contracts to CSV

Before updating an existing contract, you must first export the contract details, including the contract ID, from Channel Program. This ID is crucial as it ensures the correct record is updated during the import. Any mismatch will result in the creation of a new contract instead of updating the existing one.

Using Microsoft® Excel

When opening the CSV file in Microsoft Excel:

1. A dialog box may prompt you to confirm data conversion. Click Don’t Convert to avoid converting the contract ID into scientific notation.

(Note: The image below shows Microsoft Excel for Mac. The interface may vary on Windows.)

Using LibreOffice

When opening the CSV file in LibreOffice:

1. A text import dialog will appear.
2. Select the ID column header.
3. From the Column Type dropdown, choose Text.
   
4. Review and adjust other columns as needed, then click OK.

Using Google Sheets

To import the CSV file into Google Sheets:

1. Log into your Google Workspace.
2. Open Google Sheets and create a new spreadsheet.
3. Click File > Import.
4. In the import file dialog, click the Browse tab to locate and select the exported file or drag and drop it into the window.
5. Adjust the import settings as needed.
6. Ensure Convert text to numbers, dates, and formulas is checked, then click Import Data.
   

Prepare the File for Modifications

When preparing your file for import, keep in mind that the exported file includes additional columns not found in the import template. For specific details on each field and acceptable data formats, please refer to the Contract CSV Field Definitions.

You have two options to prepare your file: 

Option 1: Modify the Exported File

1. Remove the following extra columns: type, parentName, clientVendorName, clientProductName, tierName, discount, billingCostAfterDiscount.
2. Reorder the remaining columns in the following order:
   • ID, name, vendorName, productName, category, subcategory, agreement, billingType, billingPerType, paymentFrequency, billingCurrency, billingCost, amountPurchased, startDate, expirationDate, billingDate, noticePeriod, autoRenewal, details.
3. Update the column names to match the import template as follows:
   • ID → subscriptionID
   • name → contractName
   • vendorName → vendor
   • productName → product
   • category → category
   • subcategory → subcategory
   • agreement → contractAgreement
   • billingType → billingType
   • billingPerType → billingTypeOption
   • paymentFrequency → billingFrequency
   • billingCurrency → currency
   • billingCost →cost
   • amountPurchased → amountPurchased
   • startDate → startDate
   • expirationDate → expirationDate
   • billingDate → billingDate
   • noticePeriod → noticePeriod
   • autoRenewal → autoRenew
   • details → notes

After making the necessary edits, save the file and proceed to upload it.

Option 2: Use the Import Template

1. Open the import template file and set all cells to Text format to prevent incorrect formatting of the subscriptionID.
2. Copy the data from the exported file into the corresponding columns in the import template.
3. Make your edits, save the file, and proceed to upload it.

Importing the CSV File

1. In the Vendor Contracts section, click Import from CSV.
2. Click Browse your device to locate and select your edited CSV file.
3. Click Upload. Note: Do not close the browser tab or window during the upload process, as this will cancel the import.
4. Monitor the upload progress and take the appropriate actions if prompted.

Import troubleshooting

If you encounter an error during the CSV file upload, refer to the table below for solutions:

After identifying and correcting the issue, update the file and try the upload again. If the problem persists, please contact support for further assistance.