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Contents of the Import Purchase Order Receipts Screen

Use the fields and options to configure the Import Purchase Order Receipts screen.

Validation

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.

All validation of company tables is triggered by the company ID of the user executing the process. When looking up valid values, the system validates all company-related tables using the user's company ID. When you save a new receipt, it is automatically assigned the user's company ID. If you use Query, the process will filter on parameters by company. All new parameter rows are saved with the user's company ID.

If you select the Separate Items By Company check box in the Corporate Settings subtask of the Configure Product Definition Settings screen, Costpoint assigns your company ID to your newly processed table information (PO Header, Receipt Header, Employee, Warehouse, and Warehouse Location) and to the saved parameters used by this preprocessor.

Users logged into other companies cannot change or delete these items or parameters. For example, if you select the Separate Items by Company check box, you can have two Receipt Header records in the database with the same PO_ID, as long as a different Company ID exists for each Receipt Header record. If you are changing or deleting a record or its related data, the user's company ID must match the company ID for the record.

If you do not select the Separate Items by Company check box, all table information in the database will be available to users in all companies.

Files Necessary to Run Import Purchase Order Receipts

The following custom files must be accessible to run the Import Purchase Order Receipts:

  • CSTPOINT.EXE: Costpoint executable
  • CPPMGRSV.EXE: Costpoint Process Server executable
  • AOPRCPRE.EXE: PO Receipts Preprocessor application executable
  • AOPRCPRE.MSS: You must apply SQLServer stored procedures before you can execute the PO Receipts Preprocessor.
  • AOPRCPRE.ORA: You must apply Oracle stored procedures before you can execute the PO Receipts preprocessor.
  • AOPRCPRE.QRP: Report Template
Note: See the Setup Procedures before using this program for the first time. You should run the Import Purchase Orders before running the Import Purchase Order Receipts.

Setup Procedures

Once you have copied the new files and executed the script file, perform the following setup actions before running the application for the first time.

Note: This application supports neither the receipt of inventory purchase order lines nor the receipt of Fixed Asset transactions. This application neither updates inventory balances nor creates inventory transactions.
  1. Establish control parameters and default information on the Configure Receiving Settings screen in Costpoint Receiving.
  2. Run the Purchase Order Upload program.
  3. Check the input file suffix to verify that it is .CSV for files with fields separated by commas or .DAT for fixed-length files.
  4. Set up the following items within the Costpoint database:
    • Purchase Orders (PO): Use the Import Purchase Orders screen or upload the input file through the File Upload Manager.
    • Valid units of measure: Use the Manage Units of Measure screen.
    • Material Handlers: Use the Manage Employee Information screen.
    • Valid items and part numbers: Use the Import Items and/or Manage Parts screens.
    • Vendor Rejection Reason Codes: Use the Manage Vendor Rejection Reasons screen.
  5. If the Record Type field in the Input File is "RL," the values in the Receipt Line (RECPT_LN) table will be replaced with new values when they are updated, along with corresponding PO Line (PO_LN) updates. RL record type can also be used to add additional receipt lines (that did not previously exist) to an existing receipt transaction. If the Record Type field is "RA," new RECPT_LN rows are created and PO_LN updated. "RA" can be used to update the quantity or amount that has been received, but only via a new Receipt ID. RL record type can also be used to add a new receipt if the Receipt ID did not previously exist, or to add receipt lines that did not previously exist, to an existing receipt transaction.
  6. If an error exists with any receipt record, none of the rows associated with that PO Receipt will be processed.
  7. If multiple records (that is, with different receipt IDs) exist in the same input file for the same PO/PO Release/PO line, they are processed in the order in which they occur in the input file, and the resulting cumulative quantity is used to determine the point at which over-receipt occurs.

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

Input 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.
  • 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

Enter, or click to select, the appropriate ASCII fixed-length text file or comma-separated file to upload. An ASCII fixed-length text file must have the extension ".DAT" (for example, "filename.DAT") for a fixed-length file. An ASCII comma-separated file, that is, with fields that are separated by commas, must have the extension ".CSV" (for example, "filename.CSV").

An error output file has the same name as the input file, but with an extension of ".ERR" (for example, "filename.ERR").

See the topics Input Files and Output Tables for details on input file fields and error output files.

Note: International users: The data can contain non-English characters, provided they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to "EN" (United States English) to prevent the application from generating errors.

Deltek recommends the use of .TXT and .CSV file-naming conventions.

Performance Analysis

This block displays counts for the file being processed.

Load and Print

This group box displays the loading and printing statistics automatically generated by the system.

Field Description
Start Load

This field displays the date and time when critical worktables started loading.

End Load/Start Validation

This field displays the date and time of completion of the load worktables stage and the start of the table validation process.

End Validation/Start Print

This field displays the date and time when the validation process completed and the error print process began.

End Print

This field displays the date and time when the error print process completed.

Total Records Loaded

This field displays the total number of input file records that were loaded into the worktable.

Total Error

This field displays the total number of errors reported in the Error Report.

Update production tables

This group box displays the processing times for moving valid records to the production tables.

Field Description
Start Process

This automatically generated field displays the start of the production table insertion and update process.

End Process

This automatically generated field displays the end of the production table insertion and update process.

Select this button on the toolbar to update the Costpoint database with the purchase order receipts. Refer to the topics Input Files and Output Tables for detailed processing information.

Process PO Receipts File

Click drop-down and select Process PO Receipts File to initiate the file upload process. Costpoint validates the records, stores the usable records in a temporary input table, writes any records with errors to an output file, and updates the Costpoint database.

Process/Print PO Receipts File

Click drop-down and select Process/Print PO Receipts File to initiate the file upload process. This command is similar to Process PO Receipts File with the addition that the error report is sent to the printer.

Print Default Report

Click to print the report.

Processing Details

This application uses the following worktables for processing:
  • Z_AOPRCPRE_INPUT
  • Z_AOPRCPRE_HDR
  • Z_AOPRCPRE_LN
  • Z_AOPRCPRE_RPT
  • Z_AOPRCPRE_ERR

Processing Notes

  • The application updates the PO Line Status to System Closed if the receipt upload creates a favorable condition.
  • If the PO line is a three-way match:
    • If the PO_LN. RECVD_QTY (or TRN_RECVD_AMT if Order Qty is zero) – REJ_REP_QTY (or TRN_REJ_REP_AMT if Order Qty is zero) is greater or equal to ORD_QTY (or TRN_PO_LN_EXT_AMT) then the line status should be set to System Closed if previously Open. Load the current date/time in the PO_LN_CLOSE_DT column.
    • If the RECVD_QTY (or TRN_RECVD_AMT if order qty is zero) - REJ_REP_QTY (or TRN_REJ_REP_AMT if order qty is zero) is less than ORD_QTY (or TRN_PO_LN_EXT_AMT) then the line status should be set to Open if previously System Closed. PO_LN_CLOSE_DT should be changed to null.

    For the above cases, if modifications make all the PO lines have a status of System Closed or Void, then change the PO header status to System Closed, if previously Open. If there is at least one PO line that is Closed, and all the rest are System Closed or Void, then change the PO header status to Closed. If at least one line is Open, set the header status to Open.

  • If the PO line is a two-way match:

    Receipt uploads should not have any effect on PO line status, since the comparison is between PO line order quantity/amount and vouchered quantity/amount only.

  • Multicurrency is not supported. All amounts are in terms of the functional currency. Transaction currency columns in tables that support multicurrency have values expressed in the functional currency.