DOWNLOAD PO RECEIPT INFORMATION

Use this application to export Purchase Order Receipt data from Costpoint into a fixed-length ASCII text file that can be uploaded into eProcurement.  eProcurement can use the PO receipt data to create PO receipts and update purchase order 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 (RECPT_LN) in POs where the PO Header record (PO_HDR) has a Procurement Type (PROCURE_TYPE_CD) of "EP" based on the Warehouse, Receipt, and Purchase Order selection options on the screen. No reports will be generated from this process.

Selection Option

Select a radio button in this group box to indicate the method used to select and export PO receipts information into delimited text files.

Manually Select PO Receipts

Select this radio button to enable the fields in the Select Warehouses, Select Receipts, and Select Purchase Orders group boxes, as well as the Update Last Download Date/Time checkbox.  PO Receipts information will be exported based on the range settings in these group boxes. 

Select New/Changed PO Receipts

Select this radio button to export only those receipt line rows that have a time stamp (i.e., the date and time in which the most recent information was saved) later than the last PO Receipt 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 Warehouses, Select Receipts, and Select Purchase Orders group boxes will be cleared and disabled so that no ranges can be selected.

When the "Select New/Changed PO Receipts" radio button 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 time the process was run. If a vendor return is performed against an eProcurement PO, we suggest that you select the "Manually Select PO Receipts" radio button, along with only the PO that the return was processed against, and that you do not select the Update Last Download Date/Time checkbox.

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 downloaded against a specific PO line, only one receipt will be selected.

Last Download Date/Time

When you select the "Select New/Changed PO Receipts" radio button, this field displays the date and time on which the most recent PO receipt information was saved.

Note: 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.

Select Warehouses

Use this group box to select a range of warehouse IDs to be downloaded into the text file. Warehouse information must exist in the system and is established in Costpoint Inventory. The fields in this group box are enabled when the "Manually Select PO Receipts" radio button is selected.  If the "Select New/Changed PO Receipts" 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 warehouse IDs that will be exported. Options include "All," "One," "Range," "From Beginning," and "To End." 

From

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

To

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

Select Receipts

Use this group box to select a range of receipt IDs to be exported and downloaded into the text file. Receipt information must exist in the system and is established in Costpoint Receiving. The fields in this group box are enabled when the "Manually Select PO Receipts" radio button is selected.  If the "Select New/Changed PO Receipts" 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 receipt IDs that will be exported. Options include "All," "One," "Range," "From Beginning," and "To End." 

From

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

To

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

Select Purchase Orders

Use this group box to select a range of purchase orders to be exported and downloaded into the text file. Purchase order information must exist in the system and is established in Costpoint Purchasing. The fields in this group box are enabled when the "Manually Select PO Receipts" radio button is selected.  If the "Select New/Changed PO Receipts" 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 purchase order IDs that will be exported. Options include "All," "One," "Range," "From Beginning," and "To End." 

From

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

To

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

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 PO Receipt information was saved after the application successfully created the export files. This checkbox is selected and disabled if the "Select New/Changed PO Receipts" 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.

Download Location

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

FTP Site

Select this checkbox to download the export file 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 file 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 file may be downloaded. 

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

Auto-Name File

If this checkbox is selected, the PO Receipt File field will be disabled, and Costpoint will automatically assign the exported file name once the process is run. 

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.

PO Receipt File

When the Auto-Name File checkbox is not selected, enter the name of the file that will contain the exported information. The filename must contain the suffix ".DAT."

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 exports Purchase Order Receipt data from Costpoint into a fixed-length ASCII text file and downloads the file to the FTP site and/or network location that is specified in the Download Location group box.  

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 listed in the tables below.

The files are sent directly to eProcurement only if they successfully download using FTP.

First Record

Subsequent Records