EXPORT ePROCUREMENT PROJ/ACCT/ORG

Use this application to download and export project, account, and organization (project/account/org) data from Costpoint into delimited text files that can be uploaded into the eProcurement system, where it can use the data to generate purchase orders.

Location

Selection Ranges

Project

Use the following fields to select a range of projects to be exported and downloaded into the text file. Project information must exist in the system.

Option

Select the range of project IDs to export from the drop-down list. The options include:

• All

• One

• Range

• From Beginning

• To End

Start

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

End

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

Non-Contiguous Ranges

Select this check box to create a customized, non-contiguous list of project 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 project IDs. When you select this check box, add multiple ranges in the Project Non-Contiguous Ranges subtask.

The ranges found in the Project Non-Contiguous Ranges subtask can only be processed if the Non-Contiguous Ranges check box is selected. Otherwise, the project ID selection on the main screen will be processed instead.

Account

Use the following fields to select a range of accounts to be exported into the text file. Account information must exist in the system and is established in Costpoint General Ledger.

In addition, only those accounts that are eligible to be used in purchase order transactions, according to screen entry rules, will be exported.

Option

Select the range of accounts to export from the drop-down list. The options include:

• All

• One

• Range

• From Beginning

• To End

Start

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

End

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

Organization

Use the following fields to select a range of organizations to be exported into the text file. Organization information must exist in the system and is established in Costpoint General Ledger.

Option

Select the range of organizations to export from the drop-down list. The options include:

• All

• One

• Range

• From Beginning

• To End

Start

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

End

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

Options

Selection Option

Select a method that you will use to export project/account/org information into delimited text files. The options are:

• Manually Select Data - Select this when you want to use the fields in the Selection Ranges group box. Project/account/org information will be exported based on the range settings in this group box. 

• Select New/Changed Data - Select this to export only those project/account/org rows that have a time stamp after the last project/account/org export date and time. When you select this, the Last Export Date/Time field will display this information.

Last Export Date/Time

When Select New/Changed Data is selected in the Selection Option drop-down list, this field displays the date and time in which the most recent Project/Account/Org information was exported.

Update Option

Select an Update Option from the drop-down list. The values are:

• Append - Select this to append new project/account/org to the existing files already in the eProcurement database. If the exported project/account/org information does not yet exist in the eProcurement table, it will be added. If the exported project/account/org 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 project/account/org information in the eProcurement database with the new project/account/org information that will be exported in this process.

The Replace option will delete all project/account/org information that currently exists in eProcurement but has no records in the input file.

Update Last Export Date/Time

If this check box is selected, the Last Export Date/Time field will update the date and time on which the most recent project/account/org information was exported after the application successfully created the export files.

Export Options

We suggest that all of the following checkboxes remain selected in the screen before processing to ensure that all necessary information required for Costpoint Project/Account/Org validation is exported successfully.

Projects

Select this check box to export project information from Costpoint into a project export file.

If you select both the Manually Select Data option and this check box, the application downloads project data based on the selected project range in the Selection Ranges group box. If you select both the Select New/Changed Data option and this check box, the application will download all project data from Costpoint that changed since the last export (in the Last Export Date/Time field). If this check box is clear, no project IDs will be processed, and a project export file will not be created.

Accounts

Select this check box to export account information from Costpoint into an account export file.

If you select both the Manually Select Data option and this check box , the application downloads account data based on the selected account range in the Selection Ranges group box. If you select both the Select New/Changed Data option and this check box, the application will download all account data from Costpoint that changed since the last export (in the Last Export Date/Time field). In both cases, only those account rows are selected where the Account Entry Group code is PO (Purchasing) for the Account ID on the Manage Accounts screen in Costpoint General Ledger. If the Accounts check box is clear, no account will be processed, and an account export file will not be created.

Organizations

Select this check box to export organization information from Costpoint into an organization export file.

If you select both the Manually Select Data option and this check box, the application downloads organization data based on the selected organization range in the Selection Ranges group box. If you select both the Select New/Changed Data option and this check box, the application will download all organization data from Costpoint that changed since the last export (in the Last Export Date/Time field). If this check box is clear, no organization will be processed, and an organization export file will not be created.

Org / Account

Select this check box to export org/account information from Costpoint into an org/account export file.

If you select both the Manually Select Data option and this check box, the application downloads org/account data based on the selected organization and account ranges, respectively, in the Selection Ranges group box. An org/account row must have its organization and account within the organization and account selection criteria. If you select both the Select New/Changed Data option and this check box, the application will download all org/account data from Costpoint that changed since the last export (in the Last Export Date/Time field). In both cases, only those org/account rows are selected where the Account Entry Group is PO (Purchasing) for the Account ID on the Manage Accounts screen in Costpoint General Ledger. If the Org/Account check box is clear, no org/account data will be processed, and an org/account export file will not be created.

Account Groups

Select this check box to export account group information from Costpoint into an account group export file.

If you select both the Manually Select Data option and this check box, the application downloads account group data based on the selected account ID range in the Selection Ranges group box. If you select both the Select New/Changed Data option and this check box, the application will download all account group data from Costpoint that changed since the last export (in the Last Export Date/Time field). In both cases, only those account group rows are selected where the Account Entry Group is PO (Purchasing) for the account on the Manage Accounts screen in Costpoint General Ledger. If the Account Groups check box is clear, no account group data will be processed, and an account group export file will not be created.

Proj / Acct Wildcards

Select this check box to export project/account wildcard information from Costpoint into a project/account wildcard export file.

If you select both the Manually Select Data option and this check box, the application downloads all project/account wildcard data from the Project/Account wildcard strings that are established on the Link Projects/Accounts screen. If you select both the Select New/Changed Data option and this check box, the application will download all project/account wildcard data from Costpoint that changed since the last export (in the Last Export Date/Time field). If the Proj / Acct Wildcards check box is clear, no project/account wildcard data will be processed, and a project/account wildcard export file will not be created.

Proj / Org Wildcards

Select this check box to export project/organization wildcard information from Costpoint into a project/organization wildcard export file.

If you select both the Manually Select Data option and this check box, the application downloads all project/organization wildcard data from the Project/Organization wildcard strings that are established on the Link Projects/Organizations screen. If you select both the Select New/Changed Data option and this check, the application will download all project/organization wildcard data from Costpoint that changed since the last export (in the Last Export Date/Time field). If the Proj / Org Wildcards check box is clear, no project/organization wildcard data will be processed, and a project/organization wildcard export file will not be created.

Proj / Org / Acct Table

Select this check box to export project/org/account information from Costpoint into a project/org/account export file.

If you select both the Manually Select Data option and this check box, the application downloads project/org/account data, or a row, if it is within the selected project, account, and organization ranges in the Selection Ranges group box. If you select both the Select New/Changed Data option and this check box, the application will download all project/org/account data from Costpoint that changed since the last export (in the Last Export Date/Time field). In both cases, only those project/org/account rows are selected where the Account Entry Group is PO (Purchasing) for the account on the Manage Accounts screen in Costpoint General Ledger. If the Project/Org/Acct Table check box is clear, no Project/Org/Account data will be processed, and a project/org/account export file will not be created.

Project Controls

Select this check box to export project controls information from Costpoint into a project controls export file.

If you select both the Manually Select Data option and this check box are selected, the application downloads project controls data from the Configure Project Settings screen. If you select both the Select New/Changed Data option and this check box, the application will download all project controls data from Costpoint that changed since the last export (in the Last Export Date/Time field). If this check box is not selected, no project controls data will be processed and a project controls export file will not be created.

Subperiods

Select this check box to export the fiscal year, period, and subperiods that have been established into a subperiod export file. Based on the date that a purchase order (PO) is generated, the system will identify the subperiod end date in which to save the transaction. If you select both the Manually Select Data option and this check box, the application downloads subperiod data from Costpoint General Ledger. If you select both the Select New/Changed Data option and this check box, the application will download all subperiod data from Costpoint that changed since the last export (in the Last Export Date/Time field). If this check box is clear, no subperiod data will be processed and a subperiod export file will not be created.

Generate

File Name

Enter the name that you like to assign to the file you will export.

File Location

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

Export EProcurement Proj/Acct/Org

Click on the toolbar to start the Export EProcurement Proj/Acct/Org process.

Creating Export Files and Uploading to eProcurement

After you populate this screen and click on the toolbar, the application downloads and exports up to 11 text files. The following is a list of each export file name that is created by the system if the appropriate check box is selected:

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" option is selected, respectively, in the Update Option drop-down list.

After you populate the fields in this screen and click on the toolbar, the application downloads project/account/org information from Costpoint, and exports this information into separate text files. The application creates all files in ASCII text format (with each field separated with a tilde "~") and downloads them to the network 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.

The Export File List contains a record for each of the other 10 files that were written during a given process. It will always be the last file written or copied.

FILE DATA LAYOUT

Subtask

• Table Information

  The Export EProcurement Proj/Acct/Org screen makes use of the tables EPROCURE_EXP_LOG, PROJ_EDIT, PROJ, ACCT, ORG, ORG_ACCT, ACCT_GRP_SETUP, PROJ_ACCT_WILDCARD, PROJ_ORG_WILDCARD, PROJ_ORG_ACCT, PROJ_CNTL and SUB_PD. Stored parameters are saved in W_FUNC_PARM_CATLG table.