EXPORT ePROCUREMENT PO RECEIPTS

Use this application to export purchase order (PO) receipt data from Costpoint into a fixed-length ASCII text file that can be uploaded into the eProcurement system, where it can use the PO receipt data to create purchase order receipts and update PO statuses. Only receipts for POs generated by eProcurement will be exported.

When the export process is executed, the system locates summary receiving information from the PO line for each selected receipt. The application will search for receipt lines in purchase orders where the PO Header record has a procurement type of "EP" based on the warehouse, receipt, and purchase order selection options on the screen. No reports will be generated from this process.

There are two ways to work with export files in Costpoint:

• You can export the file to an Alternate File Location.

• You can export the file to the Costpoint database.

If you decide to use the first option, click in the File Location field to select the alternate file location to which you want to save the file. If you choose the second option, leave the File Location field blank when you export the file.

Location

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.

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.

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.

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.

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.

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.

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

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

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.

or

• 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

Subsequent Records

• Table Information

  The Export EProcurement PO Receipts screen makes use of the tables EPROCURE_EXP_LOG, RCPT_HDR, RCPT_LN and PO_LN. Stored parameters are saved in W_FUNC_PARM_CATLG table.