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Contents of the Export eProcurement PO Receipts Screen

Use the fields and options to configure the Export eProcurement_PO_Receipts 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

Warehouses

Use the following fields to select a range of warehouse IDs to be exported into the text file. Warehouse information must exist in the system and is established in Costpoint Inventory. The following fields are enabled when the Manually Select PO Receipts option is selected. If the Select New/Changed PO Receipts option is selected, the fields in this block are disabled, and the Option drop-down list defaults to  All.

Field Description
Option

Select the range of warehouse IDs that will be exported from the drop-down list. Valid options are:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting warehouse to be exported.

End

Enter, or click to select, the ending warehouse to be exported.

Receipts

Use the following fields to select a range of receipt IDs to be exported into the text file. Receipt information is established in Costpoint Receiving and must actively exist in the system. Enable the following fields when you select the Manually Select PO Receipts option. If the Select New/Changed PO Receipts option is selected, the fields in the Selection Ranges group box are disabled, and the Option drop-down list defaults to All.

Field Description
Option

Select the range option of receipts IDs that will be exported from the drop-down list. Valid options are:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting receipt to be exported.

End

Enter, or click to select, the ending receipt to be exported.

Purchase Orders

Use the following fields to select a range of purchase orders to be exported into the text file. Purchase order information is established in Costpoint Purchasing and must actively exist in the system. Enable the following fields when you select  the Manually Select PO Receipts option. If the Select New/Changed PO Receipts option is selected, the fields in the Selection Ranges group box are disabled, and the Option drop-down list defaults to All.

Field Description
Option

Select the range of purchase orders that will be exported from the drop-down list. Valid options are:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting purchase order to be exported.

End

Enter, or click to select, the ending purchase order to be exported.

Options

Selection Option

Select an option in this group box to indicate the method to use when you export PO receipt information into delimited text files.

Field Description
Manually Select PO Receipts

Select this option to enable the fields in the Selection Ranges group box, as well as the Update Last Export Date/Time check box. If this is selected, PO receipt information will be exported based on the settings in the Selection Ranges group box.

Select New/Changed PO Receipts

Select this option to export only those receipt line rows that have a time stamp later than the last PO receipt export date and time. When you select this option, the Last Export Date/Time field will display this information, and the Update Last Export Date/Time check box will be selected and disabled. Also, the fields in the Selection Ranges group box will be disabled and the Option drop-down list defaults to All so that no ranges can be selected.

Note: When the Select New/Changed PO Receipts option is selected, each PO receipt is pulled based on when it was changed or added in the system. Vendor Returns do not update receipts, so this option will not select any POs that have had only vendor return activity against them since the last process run. If a vendor return is performed against an eProcurement PO, we suggest that you select the Manually Select PO Receipts option, along with only the PO that the return was processed against, and that you clear the Update Last Export Date/Time check box.

Receiving data is summarized to show the total quantity received/accepted and/or rejected for each PO line. Therefore, if multiple receipts are eligible to be exported against a specific PO line, only one receipt will be selected.

Last Export Date/Time

When you select the Select New/Changed PO Receipts option, this field displays the date and time on which the most recent PO receipt information was exported.

Note: If no receipt lines are selected during processing, no receipt header information is exported, even if it meets the selection criteria listed above. If multiple receipt line rows exist with the same PO ID and PO release number, only one receipt line is processed, and the duplicate rows are ignored.

Export Option

Field Description
Update Last Export Date/Time

Select this check box to prevent future export process runs from including any project/account/org changes made prior to the Last Export Date/Time. If you select this check box and process the application, the Last Export Date/Time field will update the date and time that the most recent PO receipt information was successfully processed and exported to the export file. This check box is selected and disabled if you select the Select New/Changed PO Receipts option.

Generate

Field Description
File Name

Enter the name of the file that will contain the exported information. The filename must contain the suffix ".DAT."

File Location

Enter the location of the file you are exporting. There are two ways to do this:

  • In the File Location field, enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.
  • Leave the File Location field blank. When you execute this application, the export file is saved to the Costpoint database. Use the Export Files application to retrieve it and save it to a location on the network.
Auto-Name File

If this check box is selected, the File Name field will be disabled, and Costpoint will automatically assign the exported file name once you run the process.

For receipts, the export file name will appear as " INBMMDDYYHHMMT.DAT." 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 will be expressed as "13" through "23." The "T" character displays as "A" to indicate that the new receipt information is appended to the existing files already in the eProcurement database. The ".DAT" suffix indicates that the export file is a data file.

Overwrite File

Select this check box if you want to overwrite any existing export file with the same file name.

Export eProcurement PO Receipts

Click on the toolbar and select Export eProcurement PO Receipts to initiate the export process.

Creating Export Files and Uploading to eProcurement

After you populate the fields on this screen and click on the toolbar, the application exports purchase order receipt data from Costpoint into a fixed-length ASCII text file and exports the file to an alternate file location that is specified in the File Location field.

Each field in the export file resides in a specific position on the record. All alphanumeric fields must be left justified within their position. Numbers can be left or right justified as long as they fit within their designated position. The first record of every file that this process generates contains "@PO RCP" followed by the customer ID number. All subsequent records will contain PO and receipt data for a specific, selected receipt line. The position of the fields to be exported and their source Costpoint column names are the following:

First Record

Costpoint Table Costpoint Column Costpoint Column Name Starting Position Number
@PO RCP 1
EPROCURE_EXP_LOG EP_CUST_ID eProcurement Customer ID 13

Subsequent Records

Costpoint Table Costpoint Column Costpoint Column Name Export File Field Name Starting Position Number Notes
Receipt Receipt 1
RCPT_HDR RECPT_DT Receipt Date Receipt Date 13 "MM/DD/YY" format.
Receipt Time 21 "00:00:00" format.
RCPT_LN PO_ID Purchase Order PO Prefix and Number 29
RCPT_LN PO_RLSE_NO PO Suffix 41
PO_LN PO_LN_NO PO Line Number PO Line Number 47 Located using the PO ID and PO RELEASE NUMBER from the Receipt Line.
PO_LN RECVD_QTY Received Quantity Quantity Received 53
PO_LN REJ_CR_QTY + REJ_PAY_QTY + REJ_REP_QTY Rejected for Credit Quantity + Rejected but Pay Quantity + Rejected for Repair Quantity Quantity Rejected 69 Quantity Rejected = Rejected for Credit Quantity + Rejected but Pay Quantity + Rejected for Repair Quantity
PO_LN PO_LN_UM_CD PO Line's Unit of Measure U/M 85
PO_LN RECVD_QTY – (REJ_CR_QTY + REJ_PAY_QTY + REJ_REP_QTY + ACCPTD_QTY) Received Quantity – (Rejected for Credit Quantity + Rejected but Pay Quantity + Rejected for Repair Quantity + Accepted Quantity) Quantity Inspected 89 Quantity Inspected = Received Quantity – (Rejected for Credit Quantity + Rejected but Pay Quantity + Rejected for Repair Quantity + Accepted Quantity)

If number is less than zero, set to zero.

Close Out 105 If the PO Line's Status Type is "S" or "C," set to "Y;" otherwise, set to "N."