The export feature allows users with the Contracts Administrator or View Contracts role to extract contract data into a CSV file. This is useful for high-level reporting, auditing spend, or performing internal data validation.
Export Types: Summary vs. Details
Depending on your reporting needs, you can choose between two distinct export formats:
Contract Summary Export
- Scope: Can be run across all contract types at once.
- Best For: High-level executive reporting and date tracking.
- Fields Included: Contract Name, Number, Start/End Dates, State (Active/Pending), Counterpart Name, Owner, Value, and Contract Type.
Contract Details Export
- Scope: Must be run for one Contract Type at a time.
- Best For: Deep-dive audits and data migrations.
- Fields Included: All summary fields plus Description, Expiry Warnings, Funds Allocated vs. Remaining, Purchasing Org Units, full Supplier Contact details (Address, Phone, Email), and Renewal dates.
- Note: Because different contract types may have unique custom forms, the system requires you to filter by a single type to ensure all custom fields are mapped correctly in the CSV.
How to Export Contracts
- Access the Module: Navigate to the Contracts module and select Contracts.
- Apply Filters: Click the Filters button. It is a best practice to filter by State (e.g., Active) or Contract Type before exporting to ensure the file contains only the data you need.
- Initiate Export:
- Click the Export button.
- Select either Export Summary or Export Details.
Note for Administrators: When running the Details Export, ensure you have selected a specific Contract Type in your search filters first, or the option may be greyed out.
- Processing: A pop-up will appear indicating the export is being generated. Click the "here" hyperlink within that pop-up to go to the Background Jobs screen.
- Download: Once the job status reaches Finished, click Download to save the CSV file to your computer.
Contract Summary Export
The Summary Export is designed for high-level institutional reporting. It allows you to see the "big picture" across your entire community.
- Key Advantage: You can export data for all contract types simultaneously.
- Best Use Case: Tracking upcoming expiration dates, identifying contract owners, or calculating total contract values across the board.
Included Fields:
- Identification: Contract Name, Contract Number, Contract Type.
- Dates: Start Date, End Date.
- Lifecycle: State (Active, Pending, etc.).
- Stakeholders: Counterpart Name (Supplier), Counterpart Type, Owner, Initiator, Members.
- Financials: Value, Currency.
- Metadata: Supplier Tags.
Contract Details Export
The Details Export provides the most exhaustive data set available for your contracts.
- Key Constraint: This can only be run for one Contract Type at a time. This is because different types (e.g., Master Agreements vs. Insurance Certificates) may contain different custom fields or metadata that wouldn't align in a multi-type spreadsheet.
- Best Use Case: Detailed financial auditing (tracking funds remaining), cleaning up supplier contact data, or migrating data to an external system
Included Fields (Everything in Summary, plus):
- Extended Info: Description, Contract Link (URL), Created Date.
- Management: Expiry Warning Date, Default Contract status.
- Financial Tracking: Alert Value, Funds Allocated, Funds Remaining.
- Organizational Data: Organization Unit (Owner), Purchasing Organization Units, Availability to All Buyers.
- Categorization: Category (UNSPSC), Supplier Vendor ID.
- Full Counterpart Contact: Title, Name, Email, Phone (with prefix/ext), and full 3-line Address (City, Region, Postcode, Country).
- Lifecycle Extensions: Renewal Start Date, Renewal End Date.
- Security: Documents Visibility settings.
Summary Comparison Table
| Feature | Summary Export | Details Export |
| Multi-Type Support | Yes (All types at once) | No (Single type only) |
| Financial Depth | Total Value only | Allocated vs. Remaining funds |
| Contact Depth | Supplier Name only | Full Address, Email, and Phone |
| Audit Detail | High-level tracking | Full audit trail & metadata |
| Recommended Frequency | Monthly/Quarterly health checks | Periodic deep-dive audits |
Best Practices
- Background Jobs: For large communities with thousands of contracts, the export may take a few minutes. You can navigate away from the page and return to the Administration > Background Jobs section later to retrieve your file.
- CSV Cleanup: When opening the file in Excel, ensure you do not let Excel automatically format your Contract Numbers or Zip Codes, as it may strip leading zeros. Use the "Import Data from Text/CSV" feature in Excel to maintain correct formatting.