DOWNLOAD ADDRESSES

Use this application to export bill-to and ship-to address information from Costpoint into two delimited text files that can be uploaded into eProcurement.  eProcurement can use the address data to generate purchase orders.

Select Ship IDs

Range Option

Use this drop-down box to select the range of ship IDs that will be exported. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the starting ship ID to be exported. If you selected the List Mode checkbox, use the Apply pushbutton to add your selection to the list mode list box.

To

Enter, or use Lookup to select, the ending ship ID to be exported. If you selected the List Mode checkbox, use the Apply pushbutton to add your selection to the list mode list box.

List Mode

Select this checkbox to create non-contiguous selections. Begin by using the Range Option, From, and To fields to generate a contiguous selection. Once the selection is created, apply it to the list by selecting the Apply pushbutton. The selection now appears in the list box. This can be repeated as many times as necessary to create the desired non-contiguous selection list. To remove one of the contiguous selections, highlight it in the list box and click on the Remove pushbutton. The order of the selections in the list box does not affect the report sort order.

Apply

Select this pushbutton to add the ship IDs you have selected to the list of IDs to be used.

Remove

Select this pushbutton to remove any ship IDs you have selected.

Select Bill-To Branch Locations

Download Bill To Addresses

Select this checkbox to have the application select information from the Branch Location (BRNCH_LOC) and Branch Address (BRNCH_ADDR) tables.  Branch location and branch address information is established in the Branch Locations screen in the Purchasing Controls menu in Costpoint Purchasing. Use the Range Option field to select a range of branch location IDs from which the application will pull branch address information.  Only those Bill To address rows (where the Bill To Addr field is "Y" (Yes) or "D" (Default)) will be pulled from the selected branch location ID.  If no such branch address rows can be found, the branch location will not be exported.

Range Option

Use this drop-down box to select the range of branch location IDs that will be exported. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the starting branch ID to be exported.

To

Enter, or use Lookup to select, the ending branch ID to be exported.

Download Branch Location Ship IDs

Select this checkbox to export ship IDs created from branch location addresses. The default for this checkbox is selected.

Download Warehouse Ship IDs

Select this checkbox to export ship IDs created from warehouse addresses.  The default for this checkbox is selected.

Download Customer Ship IDs

Select this checkbox to export ship IDs created from customer addresses.

Download Vendor Ship IDs

Select this checkbox to export ship IDs created from vendor addresses.

Update Option

Append–

Select this radio button to append new address information to the existing files already in the eProcurement database. If the exported ship ID and bill-to address information does not yet exist in the eProcurement table, it will be added.  If the exported ship ID and bill-to address information exists in eProcurement, it will be overwritten with the exported data. Other eProcurement information will not be affected.

Replace–

Select this radio button to replace all existing ship ID and bill-to address information in the eProcurement database with the new ship ID and bill-to address information that will be exported in this process.

Note: The "Replace" option will delete all ship ID and bill-to address information that currently exists in eProcurement but has no records in the input file.

Download Location

Use this group box to specify where the export files will be downloaded and stored.

FTP Site

Select this checkbox to download the export files directly to your designated FTP site. Your FTP information, including your FTP directory, user ID, and password, must be stored and properly configured in the EPROCURE_EXP_LOG file.

Network Directory

Select this checkbox to download the export files to an internal network directory. You must populate the text field with a valid and accessible directory location before processing. Select Browse to view the available directories to which the files may be downloaded. 

Note: If both the FTP Site and Network Directory checkboxes are selected (and the text field is populated correctly), the export files will be downloaded to both your FTP site and network directory.

Auto-Name Files

If this checkbox is selected, both the Ship ID File Name and Bill-To File Name fields will be disabled, and Costpoint will automatically assign the exported file name(s) once the process is run. 

For ship IDs, the export file name will display as "SHIP_MMDDYYHHMMT," and bill-to branch locations will have the export file name of "BILL_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" radio button is selected, respectively, in the Update Option group box.

Ship ID File Name

This field is enabled if the Auto-Name Files checkbox is unselected.  After you have indicated the download location, enter the name that you would like to assign to this Ship ID File.

Bill-To File Name

This field is enabled when the Download Addresses and Contacts checkbox is selected in the Download Vendor Information screen, or when the Auto-Name Files checkbox is unselected. After you have indicated the Download Location, enter the name that you would like to assign to this Bill-To File.

Note: Once you have indicated the download location and selected the Auto-Name Files checkbox (or populated the Ship ID File Name and Bill-To File Name fields), select the Process button on the toolbar. The Ship ID File and Bill-To File will be downloaded to the specified directory/location, where it can be uploaded into eProcurement.

Creating Export Files and Uploading to eProcurement

After you populate the fields in this screen and select the Process button on the toolbar, the application downloads Ship ID and Bill-To address information from Costpoint and exports this information into two separate text files. The Ship ID file ("SHIP_MMDDYYHHMMT.TXT") contains Ship ID information based on the settings in the Select Ship IDs group box.  The Bill-To file ("BILL_MMDDYYHHMMT.TXT") contains bill-to address and contact information based on the settings in the Select Bill-To Branch Locations group box and is created only if the Download Bill To Addresses checkbox is selected.  A third file ("OUTADDMMDDYYHHMM.DAT") is also created, which assigns the filename and indicates whether one or both files were created. This output file is always the last file that is written or copied to the FTP site.

The application creates all files in ASCII text format (with each field separated with a tilde "~") and downloads them to the FTP site and/or internal network directory that is specified in the Download Location group box.  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 files are sent directly to the eProcurement system only if they successfully download using FTP. 

Ship ID File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Ship ID file ("SHIP_MMDDYYHHMMT.TXT"):

Bill-To File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Bill-To file ("BILL_MMDDYYHHMMT.TXT"):