SAP CPQ and SAP CLM Integration

This functionality enables customers to integrate seamlessly with SAP CLM (Contract Lifecycle Management) from SAP CPQ. In other words, the integration enables sales reps to send contracts to SAP CLM for redlining and negotiation directly from SAP CPQ.

SAP CLM is a quick, user-friendly solution that automates contract management from inception to terminations. It enables users to get automatic notification, automatic approval process, audit tracking and centralized location for all documents accessible from the CRM (Customer Relationship Management).

Setup integration

SAP CPQ and SAP CLM integration setup starts in SAP CPQ setup under Setup > Providers > Providers. (See Figure 1)

Figure 1 - List of integration providers


Click on SAP CLM provider banner to open the settings page for SAP CLM provider. This page contains two tabs:

  • Provider Settings
  • Template Mappings


Provider Settings tab

This tab contains the form where SAP CLM information, that you have received upon SAP CLM tenant creation, should be entered. (See Figure 2)

Figure 2 - Integration parameters


  • Use CLM Integration - Use this drop down field to enable or disable the integration
  • CLM Integration URL - URL of the SAP CLM environment where your SAP CLM tenant was created
  • CLM Integration username - Email of the SAP CLM admin integration user. The integration authorization will be based on this value.
  • CLM Integration password - Password of the user entered in the previous field.


Template Mappings tab

This tab displays a list of SAP CPQ templates that can be mapped to a particular SAP CLM contract type, such as Master Service Agreement (MSA), Warranty Agreement (WA), Business Loan Agreement (BLA), among many others. (See Figure 3)

Figure 3 - SAP CPQ Document generation templates mapped to SAP CLM contract type


In order to map SAP CPQ document generation template to SAP CLM contract type click Add New. The mapping form will be displayed. (See Figure 4).

Figure 4 - Mapping form


Name your mapping as you want and then respectively click on the search icons (marked in Figure 4) to select documents on SAP CPQ and SAP CLM side that you want to map. Figure 5 and Figure 6 displays lists of SAP CPQ and SAP CLM documents. Use these lists to search for and select the desired documents to map.


Figure 5 - Selecting SAP CPQ document generation template to map


Figure 6 - Selecting SAP CLM contract type to map


Once you selected files, click on Save to add the mapping. (See Figure 7)

Figure 7 - New mapping added


As an admin you can map one or more templates to the same contract type in SAP CLM.


Please pay attention to the next two notes since they are very important and will help you to troubleshoot if you encounter common issues.

As you might have noticed, in SAP CLM, each Contract Type has its own Contract Type Code (See Figure 6). This code must match the name of the active template file under the Document Generation template in SAP CPQ. E.g. If you want to map Statement of work SAP CPQ template to the Statement of work SAP CLM Contract Type, then make sure that the file name under SAP CPQ template must be SOW.docx, SOW.doc, SOW.xls or SOW.xlsx (depending on the templaty type you want), since Contract Type Code is SOW

When you click on action Send to SAP CLM, then integration process looks up the SAP CLM user lists and tries to map current SAP CPQ user to the SAP CLM user. In order to be able to complete the integration process, SAP CLM user that corresponds to your SAP CPQ user must be created. Notice that SAP CPQ user's email is mapped to the SAP CLM user's username. That being said, if your SAP CPQ user email is something@sthelse.com then you have to create SAP CLM user whose username is something@sthelse.com


For each document mapping, you can map particular SAP CPQ fields to SAP CLM fields. To do so click to edit the existing document mapping. Two additional tabs will be displayed. (See Figure 8)

Figure 8 - Edit the existing document mapping


Under the tab Field Mappings SAP CPQ to SAP CLM you choose among different SAP CPQ field types from the drop down list and the SAP CLM field that you want to be mapped. (See Figure 9)

Figure 9 - Mapping SAP CPQ fields to CLM fields


Below are fields that must be mapped for successful integration:

SAP CPQ FieldsSAP CLM Fields
Company (Bill To Customer)name (Customer)
Email (Bill To Customer)email (Contact)
First Name (Bill To Customer)contactFirstName (Contact)
Last Name (Bill To Customer)contactLastName (Contact)


Similarly, under the tab Field Mappings SAP CLM to SAP CPQ, you can map SAP CLM fields that belong to one of the two SAP CLM objects - Customer or Contract. (See Figure 10))


Figure 10 - Mapping SAP CLM fields to SAP CPQ fields


SAP CPQ provides a comprehensive list of standard fields related to different SAP CPQ entities, e.g. quote, customer, user, territory, and more. There may be a situation when you need some aggregation of data that can be fetched through a standard SAP CPQ formula but not available through this list. Therefore a tag “Dynamic Formula” has been introduced. Figure 11 shows that the administrator has defined “summary” aggregated information that will be mapped to the SAP CLM custom field.

Figure 11 - Using Dynamic Formula to fetch aggregated data


One more step is to insert the action Send Quote to CLM into the appropriate Workflow matrix position and set the permission for that action. Note that this action is displayed only after the action “Generate Quote” is triggered. The action is displayed at the email form for sending the generated document, as you will see under the Integration demonstration section.

This means that the “Send Document to CLM” action should be available only after the quote reaches the status that is result of “Generate Document” action. Our example uses “Open”, “Quoted” and “Contracting” statuses but you are free to name statuses as you wish. (See Figure 12) Additionally, you should include the Update fields in CLM action in the workflow so that it displays in quotes. This action lets you send updates of custom fields from SAP CPQ to SAP CLM without creating a new contract each time.

Figure 12 - Set Workflow


Integration demonstration


Assuming that you created a Quote and clicked on action “Generate Documents”, this example shows the typical steps you will go through when the SAP CPQ and SAP CLM integration is enabled.

The first step is to select template that will be used to generate the quote document. Select the template that you have previously mapped to the desired SAP CLM contract type. (See Figure 13)


Figure 13 - Select document generation template


As soon as SAP CPQ completes template processing and document generation, at the right side of the email form, action ”Send to CLM” is appears. (See Figure 14)

Click on Send to CLM. Note that only the templates mapped to the Contract Type in SAP CLM will have a Send to CLM action available.

Figure 14 - Send to CLM action


If the integration works properly, at the end of the process you are being redirected to the SAP CLM and your mapped fields get populated with values of SAP CPQ fields.

Figure 15 - Contract lodaded in SAP CLM


Each time you send field values to SAP CLM, the system will create a new contract.
However, if you change a custom field, click Update fields in CLM in the quote and the system will update just the last generated contract, without creating a new one. A message in a pop-up will inform you that the contract is successfully updated.
If you use the Update fields in CLM action to send updates of custom and other fields, the system will update the custom field in SAP CLM and disregard other changes.

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