IMPORT SUBCONTRACT RETAINAGE PO STATUS UPDATES
Use this application to enter progress payment requests and completion status updates for Costpoint subcontract retainage purchase orders. You can record work completed, stored materials, and retention amounts in Costpoint. You can define values for work completed and retention percentages. The system can use subcontract retainage POs and subcontractor status updates to calculate commitments, and generate accounts payable vouchers, and retention payable journal entries. Currently, subcontract retainage POs are limited to zero quantities PO lines, meaning that quantities, units of measure, and unit costs cannot be specified. This input file, therefore, is also limited to the appropriate amount fields.
The application reads the specified input file and performs relevant process validations against subcontractor retainage PO lines.
After you select the Process Input File or Process and print the report from the 
option on the toolbar, the application generates an error report if there is at least one set of header/line records with an error or warning message. If you select Process Valid Records from the drop-down list in the Error Handling group box, the application processes only the input file records that have no errors (warnings are allowed); it does not process records with errors. If you select Process No Records from the drop-down list, and there is an error in any of the input file records, the application does not process any rows.
Once the transactions have been successfully processed and imported, you can view them in the Update Subcontract Retainage PO Status screen in Costpoint Purchasing. To process the status updates and create vouchers, use the Create Subcontract Purchase Order Vouchers screen in Costpoint Accounts Payable.
You can use this process only to update the status of subcontract retainage purchase orders that match your company. Only one user at a time can run this application.
For detailed information regarding the files necessary to run this application, see Prerequisite Files.
There are two ways to work with input files in Costpoint
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You can access the input file from the network by using Alternate File Locations.
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You can upload the input file to the Costpoint database; in which case, no further access to network folders is necessary.
If you decide to use the first option, click 
in the File Location field to select an alternate file location. If you choose the second option, leave the File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.
Location
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 
.
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 are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.
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 in the screen, such as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using .
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 in 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
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.
Please see the Processing Details topic and the following Input File and Error File sections in this help topic, for additional information regarding input file and error file processing.
File Location
Enter the location of the input file you are importing. There are two ways to do this:
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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
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From the Global Menu, click Process ยป 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 input file to process. The input file is a fixed-length or delimited ASCII file that is named by the user with the appropriate extension.
File Format
Select the File Format from the drop-down list. The valid options are:
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Delimited - Select this if each field in the input file is separated by a comma or other user-defined symbol, as indicated in the File Delimiter field. You do not need to include a comma (or user-defined symbol) after the last field entry in the input file.
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Fixed Length - Select this if each field in the input file is of fixed-length and must be filled with either an appropriate character or a space to the specified width.
File Delimiter
If the input file is Delimited, you must choose the delimiter. The default is Comma. To use another delimiter, select Other from the drop-down list and enter a single character in the field on the right.
Do not embed the delimiter in any of the input fields. When the application encounters the declared delimiter, it is interpreted as the end of the input field.
Error Handling
Use this group box to determine how validation errors are handled. Errors occur if the input file record is not valid or a condition is not met for a field that is being processed in an input file.
If errors are encountered in the input file:
Select the error handling method from the drop-down list. The valid options are:
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Process Valid Records - The application processes all subcontract PO updates (header and line records) with no invalid rows on the input file. This is the default.
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Process No Records - The application will not process any input rows when it encounters errors.
Do Not Produce an ASCII Error File
Select this check box to suppress producing an ASCII Error file. If you clear this check box, the application creates a file listing all errors encountered.
Default Employee
Enter, or click to select, the default employee ID. A default employee can be used for status updates when no employee ID is provided in the input file record.
Performance Analysis
All the fields in this group box are non-editable.
Start Load
This field displays the date and time the loading process started.
End Load/Start Validation
This field displays the date and time the loading process ended and the validation process began.
End Validation/Start Print
This field displays the date and time the validation process ended and the error report started to print.
End Print
This field displays the date and time the error report stopped printing.
Total Records Loaded
This field displays the total records read by the application.
Total Error
This field displays the total number of records found with errors during the process.
Process Subcontract PO Status
Click drop-down and select Update Subcontract PO Status to read the Input File, validate the data, and insert or update the Subcontract PO Status Update tables. See the Processing Details section for further information. A batch mode option is also available.
Process and print the report
Clickdrop-down and select Print/Import Subcontract PO Status to read the Input File, validate the data, insert and update the Subcontract PO Status Update tables, and print the error report, if applicable. A batch mode option is also available.
Print Default Report
Click 
and select Import Subcontract PO Status Updates Error Report to print the report.
The file contains all input rows that are in error. You can correct this error file, rename it, and reprocess it until all rows pass. The program inserts the time into the TIMESTAMP field at the end of each record, indicating the most recent instance in which the file was created. A batch mode option is also available.
PREREQUISITE FILES
PROCESSING DETAILS
DETAILED TABLE SPECIFICATIONS
ERROR MESSAGES