DOWNLOAD PROJECT/ACCOUNT/ORG INFORMATION

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 eProcurement.  eProcurement can use the data to generate purchase orders.

Selection Options

Select a radio button in this group box to indicate the method used to select and export project/account/org information into delimited text files.

Manually Select Data

Select this radio button to enable the fields in the Select Projects, Select Accounts, and Select Organizations group boxes as well as the Update Last Download Date/Time checkbox.  Project/account/org information will be exported based on the range settings in these group boxes. 

Select New/Changed Data

Select this radio button to export only those project/account/org rows that have a time stamp (i.e., the date and time in which the most recent information was saved) later than the last project/account/org export date and time. When you select this radio button, the Last Download Date/Time field will display this information, and the Update Last Download Date/Time checkbox will be selected and disabled. Also, the fields in the Select Projects, Select Accounts, and Select Organizations group boxes will be cleared and disabled so that no project/account/org ranges can be selected.

Last Download Date/Time

When you select the "Select New/Changed Data" radio button, this field displays the date and time in which the most recent Project/Account/Org information was saved.

Select Projects

Use the fields in this group box to select a range of projects to be exported and downloaded into the text file. Project information must exist in the system and is established in Costpoint Project Setup. The fields in this group box are enabled when the "Manually Select Data" radio button and Download Projects checkbox are selected.  If the "Select New/Changed Data" radio button is selected, the fields in this group box are disabled, and the Range Option drop-down box defaults to "All."

Range Option

Use the drop-down box to select the range of projects IDs that will be exported. Options include "All," "One," "Range," "From Beginning," and "To End." 

From

Enter, or use Lookup to select, the starting project 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 project 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 Accounts

Use the fields in this group box 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. The fields in this group box are enabled when the "Manually Select Data" radio button and Download Accounts checkbox are selected. If the "Select New/Changed Data" radio button is selected, the fields in this group box are disabled, and the Range Option drop-down box defaults to "All."

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

Range Option

Use the drop-down box to select the range of accounts that will be exported. Options include "All," "One," "Range," "From Beginning," and "To End."

From

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

To

Enter, or use Lookup to select, the starting and/or ending accounts to be exported.

Select Organizations

Use the fields in this group box 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. The fields in this group box are enabled when the "Manually Select Data" radio button and Download Organizations checkbox are selected. If the "Select New/Changed Data" radio button is selected, the fields in this group box are disabled, and the Range Option drop-down box defaults to "All."

Range Option

Use the drop-down box to select the range of organizations to be exported. Options include "All," "One," "Range," "From Beginning," and "To End."

From

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

To

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

Note: 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.

Download Projects

Select this checkbox to download project information from Costpoint into a project export file.  If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads project data based on the selected project ID range in the Select Projects group box. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all project data from Costpoint that changed since the last download (in the Last Download Date/Time field).  If this checkbox is not selected, no project IDs will be processed, and a project export file will not be created.

Download Accounts

Select this checkbox to download account information from Costpoint into an account export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads account data based on the selected account ID range in the Select Accounts group box. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all account data from Costpoint that changed since the last download (in the Last Download 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 in the Maintain Accounts screen in Costpoint General Ledger. If the Download Accounts checkbox is not selected, no account IDs will be processed, and an account export file will not be created.

Download Organizations

Select this checkbox to download organization information from Costpoint into an organization export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads organization data based on the selected organization ID range in the Select Organizations group box.  If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all organization data from Costpoint that changed since the last download (in the Last Download Date/Time field).  If this checkbox is not selected, no organization IDs will be processed, and an organization export file will not be created.

Download Org / Account

Select this checkbox to download org/account information from Costpoint into an org/account export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads org/account data based on the selected organization ID and account ID ranges, respectively, in the Select Organizations and Select Accounts group boxes. An org/account row must have its org within the org selection criteria and have its account within the account selection criteria. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all org/account data from Costpoint that changed since the last download (in the Last Download 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 in the Maintain Accounts screen in Costpoint General Ledger.  If the Download Org/Account checkbox is not selected, no org/account data will be processed, and an org/account export file will not be created.

Download Account Groups

Select this checkbox to download account group information from Costpoint into an account group export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads account group data based on the selected account ID range in the Select Accounts group box. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all account group data from Costpoint that changed since the last download (in the Last Download Date/Time field). In both cases, only those account group rows are selected where the Account Entry Group is "PO" (Purchasing) for the account ID in the Maintain Accounts screen in Costpoint General Ledger.  If the Download Account Groups checkbox is not selected, no account group data will be processed, and an account group export file will not be created.

Download Proj / Acct Wildcards

Select this checkbox to download project/account wildcard information from Costpoint into a project/account wildcard export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads all project/account wildcard data from the Project/Account wildcard strings that are established in the Maintain Project/Account Validation screen in Costpoint Project Setup.  If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all project/account wildcard data from Costpoint that changed since the last download (in the Last Download Date/Time field).  If the Download Proj / Acct Wildcards checkbox is not selected, no project/account wildcard data will be processed, and a project/account wildcard export file will not be created.

Download Proj / Org Wildcards

Select this checkbox to download project/organization wildcard information from Costpoint into a project/organization wildcard export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads all project/organization wildcard data from the Project/Organization wildcard strings that are established in the Maintain Project/Organization Validation screen in Costpoint Project Setup. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all project/organization wildcard data from Costpoint that changed since the last download (in the Last Download Date/Time field). If the Download Proj / Org Wildcards checkbox is not selected, no project/organization wildcard data will be processed, and a project/organization wildcard export file will not be created.

Download Proj / Org / Acct Table

Select this checkbox to download project/org/account information from Costpoint into a project/org/account export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads project/org/account data, or a row, if it is within the selected project ID, organization ID and account ID ranges, respectively, in the Select Projects, Select Organizations, and Select Accounts group boxes. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all project/org/account data from Costpoint that changed since the last download (in the Last Download 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 ID in the Maintain Accounts screen in Costpoint General Ledger.  If the Download Project/Org/Acct Table checkbox is not selected, no Project/Org/Account data will be processed, and a project/org/account export file will not be created.

Download Project Controls

Select this checkbox to download project controls information from Costpoint into a project controls export file. If both the "Manually Select Data" radio button and this checkbox are selected, the application downloads project controls data from the Project Settings screen in Costpoint Project Setup. If both the "Select New/Changed Data" radio button and this checkbox are selected, the application will download all project controls data from Costpoint that changed since the last download (in the Last Download Date/Time field).  If this checkbox is not selected, no project controls data will be processed and a project controls export file will not be created.

Download Subperiods

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

Update Last Download Date/Time

If this checkbox is selected, the Last Download Date/Time field will display the date and time on which the most recent project/account/org information was saved after the application successfully created the export files.  This checkbox is selected and disabled if the "Select New/Changed Data" radio button is selected. If you are exporting to an FTP site and the FTP connection fails, the export date/time will not be updated.

Update Options

Append

Select this radio button 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 radio button 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.

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

Download Location

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

FTP Site

Select this checkbox to download the exported 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 exported 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.

Creating Export Files and Uploading to eProcurement

After you populate this screen and select the Process button on the toolbar, the application downloads and exports up to 11 text files. Below is a list of each export file name that is created by the system if the appropriate checkbox 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" radio button is selected, respectively, in the Update Option group box.

After you populate the fields in this screen and select the Process button 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 FTP site and/or network location 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 eProcurement only if they successfully download using FTP.

Note: 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 to the FTP site.

Project Edit File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Project Edit file ("PROJ_MMDDYYHHMMT.TXT"):

Accounts File Data Layout

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

Org File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Org Edit file ("ORG_MMDDYYHHMMT.TXT"):

Org/Account File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Org/Account file ("ORGA_MMDDYYHHMMT.TXT"):

Account Groups File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Account Groups file ("ACCTGS_MMDDYYHHMMT.TXT"):

Project/Account Wildcards File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Project/Account Wildcards file ("PROJAW_MMDDYYHHMMT.TXT"):

Project/Organization Wildcards File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Project/Organization Wildcards file ("PROJOW_MMDDYYHHMMT.TXT"):

Project/Organization/Account Table File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Project/Organization/Account Table file ("POA_MMDDYYHHMMT.TXT"):

Project Controls File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Project Controls file ("PROJC_MMDDYYHHMMR.TXT"):

Subperiods File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Project Controls file ("SUBP_MMDDYYHHMMT.TXT"):