EXPORT EPROCUREMENT VENDORS

Use this application to download and export vendor, vendor address, and contact data from Costpoint into two delimited text files (that is, a Vendor File and a Vendor Address/Contact File) that can be uploaded into the eProcurement system, where it can use the data to generate purchase orders.

Location

Selection Ranges

Selection Option

Select a method to use to export vendor information from the drop-down list. The values are:

• Manually Select Vendors - Select this to choose a range of vendors (by vendor ID) in the Vendor options. This selection enables the Update Last Export Date/Time check box.

• Select New/Changed Vendors - Select this to export only those vendor rows that have a time stamp later than the last vendor export date and time. The time stamp is the date and time in which the most recent vendor information was saved. When you select this, 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 Vendor Option, Start and End will be cleared and disabled so that no vendor ID ranges can be selected.

Last Export Date/Time

This field displays the date and time in which the most recent vendor information was exported, when you select the Select New/Changed Vendors from the Selection Option drop-down list.

Vendor

The fields Option, Start and End are enabled when Manually Select Vendors is selected from the Selected Options drop-down list. If the Select New/Changed Vendors is selected, these fields are disabled, and the Option drop-down list defaults to All.

Option

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

• All (default)

• One

• Range

• From Beginning

• To End

Start

Enter, or click to select, the starting vendor ID.

End

Enter, or click to select, the ending vendor ID.

Non-Contiguous Ranges

Select this check box to create a customized, non-contiguous list of vendors whose data 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 vendors. When you select this check box, add multiple ranges in the Vendor Non-Contiguous Ranges subtask.

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

Options

Export Option

Export PO Hold Vendors

Select this check box to process vendor records for Inactive type vendors, where the Inactive Vendor Status option is selected for the vendor record in the Header tab on the Manage Vendors screen in Costpoint Purchasing, Procurement Planning and Accounting.

Export PO Warning Vendors

Select this check box to process vendor records that have a Warning status, where the Give Warning option is selected for the vendor record in the Vendor Status group box on the Manage Vendors screen in Costpoint Purchasing, Procurement Planning and Accounting.

Export Addresses and Contacts

Select this check box to have the application select order address information and contact information for each vendor ID or range of vendor IDs in the Vendor options. The application will search each vendor ID and select its address and contact rows where the Order Address field is Default or Yes on the Manage Vendors screen, and pull vendor contact information associated with the selected address. Because there may be more that one contact row per vendor address, the row with the lowest sequence number will be selected. 

Update Last Export Date/Time

If this check box is selected, the Last Export Date/Time field will update the date and time in which the vendor information was exported after the application successfully creates the export files. This check box is selected and disabled if the Select New/Changed Vendors is selected from the Selection Option drop-down list.

Generate

Update Option

Select the update option from the drop-down list. The values are:

• Append - This selection will append new vendor information to the files already in the eProcurement database. If the exported vendor does not yet exist in the eProcurement vendor table, it will be added. If the exported vendor exists in eProcurement, it will be overwritten with the exported data. Other eProcurement vendors will not be affected.

• Replace - This selection will replace all existing vendor information in the eProcurement database with the new vendor information that will be exported in this process.

The Replace option will delete all vendors that currently exist in eProcurement but have no records in the input file.

Auto-Name Files

If this check box is selected, the File Name group box will be disabled, and Costpoint will automatically assign the exported file name(s) when you run the process. 

Vendor files will be named as "VEND_MMDDYYHHMMT", and Address/Contact files will be named as "VADD_MMDDYYHHMMT". 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" is selected, respectively, from the Update Option drop-down list.

File Location

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

File Name

Vendor

This field is enabled if the Auto-Name Files check box is clear. After you have specified the download location, enter the name that you would like to assign to this vendor file.

Address/Contact

This field is enabled when the Export Addresses and Contacts check box is selected, and when the Auto-Name Files check box is clear. After you have specified the export location, enter the name that you would like to assign to this vendor address/contact file.

Export EProcurement Vendor Information

Click on the toolbar to start exporting vendor information.

Creating Export Files and Uploading to eProcurement

After you populate the fields on this screen and click on the toolbar, the application downloads vendor, vendor address, and contact data from the Costpoint vendor tables (that is, data populated from the Manage Vendors screen) and exports this information into two separate text files per vendor ID. A third file is also created that assigns the file name. In total, there are three output files which are as follows:

• Vendor File - This contains vendor ID and name information, as well as small/disadvantaged classification information. When the Auto-Name Files check box is selected, the file name format is "VEND_MMDDYYHHMMT.TXT".

• Vendor Address/Contact File - This contains vendor order address and contact information and is created only if the Export Addresses and Contacts check box is selected. When the Auto-Name Files check box is selected, the file name format is "VADD_MMDDYYHHMMT.TXT".

• A Third File - This is also to indicate the file names of the other file(s) created during the process. It is used by the eProcurement system to determine what files need to be uploaded. The file name format is "OUTVENMMDDYYHHMM.DAT".

The application creates all files in ASCII text format (with each field separated with a tilde "~") and downloads them to the alternate file 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.

If the Non-Contiguous Ranges check box is selected, the list of ranges found in the Vendor Non-Contiguous Ranges subtask will be processed.

FILE DATA LAYOUT

Subtask

• Table Information

  The Export EProcurement Vendors screen makes use of the tables EPROCURE_EXP_LOG, VEND, VEND_ADDR and VEND_ADDR_CNTACT.