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Contents of the Export eProcurement Addresses Screen

Use the fields and options to configure the Export eProcurement Addresses screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Ship ID

Field Description
Option

Select the range option of ship IDs to export from the drop-down list. The options are:

  • All (default)
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting ship ID to be exported.

End

Enter, or click to select, the ending ship ID to be exported.

Non-Contiguous Ranges

Select this check box to create a customized, non-contiguous list of ship IDs that will be exported into the appropriate text files. The non-contiguous range is different from using Range from the Option drop-down list, because it allows for a custom selection of multiple ranges of ship IDs. The Ship ID Non-Contiguous Ranges subtask can only be processed if the Non-Contiguous Ranges check box is selected.

Bill-To Branch Location

Field Description
Option

Select the range option of branch locations to export from the drop-down list. The options are:

  • All (default)
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting branch location to be exported.

End

Enter, or click to select, the ending branch location to be exported.

Options

Download Options

Field Description
Bill To Addresses

Select this check box to have the application select information from the Branch Location and Branch Address tables. Branch location and branch address information are established on the Manage Branch Locations screen in Costpoint Purchasing. Use the Bill-To Branch Location Option drop-down list to select a range of branch location IDs from which the application will pull branch address information. Only those Bill To address rows (where the Bill To Addr field is Yes or Default) will be pulled from the selected branch location ID. If no such branch address row can be found, the branch location will not be exported.

Branch Location Ship IDs

Select this check box to export ship IDs created from branch location addresses.

Customer Ship IDs

Select this check box to export ship IDs created from customer addresses.

Warehouse Ship IDs

Select this check box to export ship IDs created from warehouse addresses.

Vendor Ship IDs

Select this check box to export ship IDs created from vendor addresses.

Generate

Field Description
Update Option

Select the update option from the drop-down list. The values are:

  • Append: Select this to append new address information to the existing files already in the eProcurement database. If the exported ship ID and bill-to address information does not yet exist in the eProcurement table, it will be added. If the exported ship ID and bill-to address information exists in eProcurement, it will be overwritten with the exported data. Other eProcurement information will not be affected.
  • Replace: Select this to replace all existing ship ID and bill-to address information in the eProcurement database with the new ship ID and bill-to address information that will be exported in this process.
Warning: The Replace option will delete all ship ID and bill-to address information that currently exists in eProcurement but has no records in the input file.
Auto-Name Files

If you select this check box, both the Ship ID and Bill-To Branch Location fields will be disabled. Costpoint will automatically assign the exported file names when you run the process.

For ship IDs, the export file name will display as "SHIP_MMDDYYHHMMT," and bill-to branch locations will have the export file name of "BILL_MMDDYYHHMMT." The "MMDDYY" character string represents the system month, day, and year, and "HHMM" indicates the hour and minute in which the export file was generated. PM hours are expressed as "13" through "23."  The "T" character displays as "A" or "R" if the "Append" or "Replace" is selected, respectively, in the Update Option drop-down list.

File Location

Enter, or click to select, the alternate file location where you want to export the files to be processed.

File Name

Field Description
Ship ID

This field is enabled if the Auto-Name Files check box is clear. After you have indicated the File Location, enter the name that you like to assign to this Ship ID File.

Bill-To Branch Location

This field is enabled when the Export Addresses and Contacts check box is selected on the Export eProcurement Vendors screen, and when the Auto-Name Files check box is clear. After you have indicated the File Location, enter the name that you would like to assign to this Bill-To File.

Export EProcurement Addresses

Click on the toolbar to start the Export EProcurement Addresses process.

Creating Export Files and Uploading to eProcurement

After you populate the fields on this screen and click on the toolbar, the application downloads Ship ID and Bill-To address information from Costpoint and exports this information into two separate text files. A third file is also created that assigns the file name. In total, there are three output files which are as follows:

  • Ship ID file: This contains Ship ID information based on the settings of Ship ID in the Selection Ranges group box. The file name format when the Auto-Name Files check box is selected is "SHIP_MMDDYYHHMMT.TXT".
  • Bill-To file: This contains bill-to address and contact information based on the settings in the Bill-To Branch Location in the Selection Ranges group box and is created only if the Bill To Addresses check box is selected. The file name format when the Auto-Name Files check box is selected is "BILL_MMDDYYHHMMT.TXT".
  • A third file: This is also to indicate the file names of the other file(s) created during the process. It is used by the eProcurement system to determine which files need to be uploaded. The file name format is "OUTADDMMDDYYHHMM.DAT".

The application creates all files in ASCII text format (with each field separated with a tilde "~") and downloads them to the alternate file location that is specified in the File Location field. Each file will include your organization's eProcurement customer ID (located in the EPROCURE_EXP_LOG table) to ensure the proper rows are updated in the eProcurement database.

Note: If the Non-Contiguous Ranges check box is selected, the list of ranges found in the Ship ID Non-Contiguous Ranges subtask will be processed.

Ship ID File Data Layout

Subtask

Subtask Description
Ship ID Non-Contiguous Ranges Click this link to open the Ship ID Non-Contiguous Ranges subtask where you can add the list of ranges to include for processing.