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Contents of the Import Vendor Quotes Screen

Use the fields and options to configure the Import Vendor Quotes 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.

Options

Note: The input file layout may contain fields that are available only in Costpoint Advanced. If you are using Costpoint Essentials, these fields are excluded from the import process and may be left blank or null when you create the input file.

Use this group box to specify input file and quote ID settings.

Input File

Use this group box to specify the input file you want to use, its format, and the delimiter used in the file.

Field Description
File Location

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

  • In the File Location field, enter, or click to select, the alternate file location where the input file is located. Alternate file locations are set up in the Manage Alternate File Locations screen.

    or

  • From the Global Menu, click Process > File Upload. On the File Upload Manager dialog box, click Browse and use the dialog box to select the file you want to import. If you select the Overwrite? check box, Costpoint will overwrite any file of the same name that already exists in the Costpoint database. Click Upload when you are finished. If you use this method, leave the File Location field blank. For more information about the File Upload Manager, see the File Upload Manager topic in the Getting Started Guide.
File Name

Use this field to enter, or use to select, the name of the input file you want to use.

File Format

Use this drop-down list to select the file format of the input file. Compatible file formats are:

  • Delimited: Select this option if the input file has delimiters as field separators. This is the default.
  • Fixed Length: Select this option if the input file contains fields that start and end in a specified column. If the input file is a fixed-length format file, you must fill every position with the appropriate number of either characters or spaces for a given column before entering data for the next column. It is not necessary to zero fill numbers; you can use spaces to maintain the proper format. Numeric fields should be right justified; character fields should be left justified. Once you have entered the last character of meaningful data for the input file, you need not fill the remaining column lines with spaces.

    For example, if the Vendor Quote Header record format's maximum line length (i.e., the entire input file) is a total of 467 characters and the last character of meaningful data is in position 36 (Buyer), you do not need to add the remaining 431 spaces. However, if the Vendor (beginning at position 12 on the input file) is only five characters long, you must include the Vendor ID plus seven additional spaces before entering the Quote Type (if applicable) in position number 24. See the Processing Details topic for additional information.

File Delimiter

If you selected Delimited from the File Format drop-down list, use this drop-down list to select the delimiter used in the input file. Choose one of the following options:

  • Comma: Select this option if the delimiter used in the input file is a comma (,).
  • Other: Select this option if the delimiter used in the input file is other than a comma. You must then specify the delimiter in the adjacent field.
Note:

Do not embed the delimiter in any of the input fields. When the application encounters the declared delimiter during processing, it will interpret it as the end of the input field.

Quote IDs

Depending on which input file is being loaded, select one of two options in this group box to designate the method of quote numbering for this preprocessor.

Field Description
Use Input File Values

Select this option to use the input file quote ID as the vendor quote ID in Costpoint. If you select this option, you must populate the Quote field in the input file.

Auto-Assign

Select this option if the Auto-Assign Quotes check box is selected on the Configure Vendor Quote Settings screen in Costpoint Procurement Planning. If you select this option, all quote lines for a given vendor will be grouped together. To use this option, you must provide the vendor ID for all Vendor Quote Line input files.

Costpoint will automatically assign a quote line number, incrementing the line number one per quote line input file row.