If you wish to maintain your Contract Register in an external system, and update the Spend Analysis Enhancer with changes in order to able to use the Compliance reporting, Atamis now supports the following options:
- Send spreadsheet updates to Atamis in a specific format
- Use Contract Integration (e.g. supported by Due North’s ProContract suite)
- Instruct Atamis to update from publicly available Contract Register Portals (e.g. Due North portals)
Sending Spreadsheet Updates
Depending on your Service Level Agreement, Atamis Support may be able to perform periodic Contract updates in the Spend Analysis Enhancer from a spreadsheet you provide. This spreadsheet must be in a specific format which includes either the Atamis Contract Ref or the External Contract ID field for
‘updates’ so we know exactly which contract record to update. You can create a template by clicking on the link Contract Register – report for export on the Home Page, then clicking Export Details. Using this template:
- Ensure that contracts with multiple suppliers are created as a separate row for each supplier
- Do not change any data in the Contract Ref or External Contract ID column
- If you are adding a contract row, please:
- Always leave the Contract Ref field blank (Atamis 3.0 will allocate a unique Contract Ref for you)
- Enter any unique contract number from your external system in the field External Contract ID.
- If possible, provide the Creditor Ref of the exact supplier you wish to link to the contract
- Send the spreadsheet to support@atamis.co.uk and ask for it to be uploaded
Please note that we cannot accept spreadsheets in other formats if you are needing to update existing contract records, however we may be able to accept other formats for inserting new contracts.
Using Contract Integration
UK Local Authorities that use the Due North Contract Register (part of ProContract v2) can send contracts automatically to the Spend Analysis Enhancer (ProSpend).
To ensure that any contracts you add get associated with the correct supplier in the Spend Analysis Enhancer (ProSpend), it is recommended that you first set the Vendor Number of any contracted suppliers using the All Suppliers link in ProContract.
| 1 | Locate the supplier and at the bottom of the Supplier Details page, enter the Vendor Number. Note that this value relates to your Authority only, even though the supplier may be used by other Authorities too. |
| 2 | To send contracts, ProContract users with an Admin or Org Admin role can select a link to Push Spend Data. Contracts can either be sent individually as part of the ‘Promote to Contract Register’ process, or in bulk. Updates are sent and processed in real-time. |
Instructing Atamis to use Contract Register Portals
Due North clients not wishing to use the Contract Integration may alternatively instruct Atamis to pick up any new published contracts from a Due North Regional Portal.
If supported by your SLA, Atamis will, on a periodic basis, manually download your organisation’s contracts from your Regional Portal. Atamis Support then compare them against existing the Spend Analysis Enhancer or Contract App contracts (using the contract’s title and start and end dates) and add any contracts that are not already in the Spend Analysis Enhancer. The suppliers will be matched using a fuzzy matching algorithm. This would, for example, link “Print Centre” on your Contract Register with “The Print Centre Ltd” in the Spend Analysis Enhancer.
This approach avoids having to configure and maintain the pushing of contracts from ProContract, but has two slight limitations:
- Contracts are only added not updated
- Only contracts marked as ‘Public’ appear on the Due North portal, so ‘Private’ contracts will not be loaded
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