Configuring Purchase Requisition Creation

Purchase requisition creation is triggered by the contract sync job. When a workflow completes in Ironclad, the contract sync picks up the executed contract and, if PR creation is enabled for that configuration, creates a purchase requisition in SAP Ariba using the contract’s line items. 

For this to work, there are three requirements:

• The contract sync job is set up and functioning. Learn more in Sync Contracts Between Ironclad and SAP Ariba.
• Enforced Terms is enabled at the item level, with your line items table attribute set as the source.
• The Generate PR from Contract toggle under Purchase Requisition is turned on. This toggle controls whether a PR is created when the contract syncs.

Step 1: Configure the BTP Integration Suite Connection

This feature uses an SAP BTP Integration Suite connection to communicate with SAP. Configure the BTP connection setting with credentials from your BTP service key:

To access the BTP connection setting:

1. In Ironclad, click your profile picture in the top right corner and select Company Settings.
2. Click the Integrations page in the left sidebar menu.
3. Under Procurement, click SAP Ariba.
4. Click the Connection Settings tab and scroll down to the Connect to BTP Integration Suite section. 
5. This is where you’ll find the Instance URL, Token URL, SAP STP Client ID, and SAP STP Client Secret that comes from Atlassian.

Step 2: Configure Workflow Field Mappings

Under the Workflow Sync tab set up a workflow sync configuration with field mappings so launch forms can be pre-filled and line items flow through to the purchase requisition. The essential mapping for this feature is the Line Items section. 

This makes it easier to prefill the Line Items Workflow Table Attribute with line items from an existing purchase requisition. That table attribute is what the integration reads when it builds the purchase requisition. 

Once you’ve set up your workflow configuration, you can enable purchase requisition creation under the Contract Sync tab.

Step 3: Enable Purchase Requisition Creation in Contract Sync

To enable purchase requisition creation:

1. Click the Contract Sync tab.
2. Under Operational Compliance, check the box next to Enforce terms during purchasing.
3. Under Line Item Document, select Table Attribute as the source.
4. Under Purchase Requisition, check the box next to Generate PR from contract.
5. Map any remaining attributes. 

Beyond the line items table, the configuration only needs the basic required attributes for the contact workspace.

Launch a Workflow to Create a Purchase Requisition

Once configuration is complete, PR creation happens automatically when a contract is executed. To launch a workflow:

1. In Ironclad, navigate to your Dashboard.
2. Click New in the top right corner and select Start a workflow.
3. Select a workflow and click Use this workflow.
4. Click the Pull from SAP Ariba button. 
5. When prompted, choose an object (like an existing PR) to fill data in the launch form. 
6. Click Fill Launch Form.
7. Review the line items table to make sure it’s accurate. Each line item needs a:
   • Name
   • Unit of Measure
   • Quantity
   • Price

8. Click Save to preserve your changes, or Submit to launch the workflow. 
9. Complete the workflow’s approval and signature steps. 

Once the contract is executed and archived, the next contract sync run creates the purchase requisition in SAP Ariba. When you click the workflow to open the overview panel, you’ll be able to tell the contract sync went through under the External links section. If there’s an option to View in SAP Ariba, your contract sync was successful. 

Verify the Purchase Requisition in SAP Ariba

To view the purchase requisition that was created:

1. In Ironclad, confirm the workflow appears in the contract sync history by clicking the overview panel for your workflow and checking the External links section. If there’s an option to View in SAP Ariba, your contract sync was successful. 
2. Log in to SAP Ariba and make sure you’re in your child realm. The child realm is where purchase requisitions are created.
3. Search for Requisitions.
4. Open the requisition created for your contract. You should see the contract’s line items with the correct quantities, units of measure, and pricing.