DOWNLOAD VENDOR INFORMATION

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

Selection Option

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

Manually Select Vendors–

Select this radio button to choose a range of vendors (by vendor ID) in the Select Vendors group box.  Selecting this radio button enables the Update Last Download Date/Time checkbox.

Select New/Changed Vendors–

Select this radio button to export only those vendor rows that have a time stamp (i.e., the date and time in which the most recent vendor information was saved) later than the last vendor 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 Vendors group box will be cleared and disabled so that no vendor ID ranges can be selected.

Last Download Date/Time

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

Select Vendors

The fields in this group box are enabled when the "Manually Select Vendors" radio button is selected.  If the "Select New/Changed Vendors" 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 this drop-down box to select the range of vendor 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 vendor ID. 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 vendor ID. 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 a customized, non-contiguous list of vendors whose data will be exported into the appropriate text files. The list mode function is different from using a "Range" because the list mode allows for a custom selection that will include or exclude any vendors of your choice.

Using the Range Option drop-down box, select "One," "Range," "From Beginning," or "To End." Enter the vendor ID in the From field and/or the To field. Select the Apply pushbutton to add this vendor ID or range of vendors to the list box. Once you have selected the List Mode checkbox, any vendors appearing in the From/To range will not be exported unless they have been added to the list box with the Apply pushbutton. To remove a selection from the list box, highlight the row and select the Remove pushbutton.

Apply

Select this pushbutton to add the selected vendor ID range to the list box.  Based on the other settings in this screen, only the selected vendor ID range in the list box will have information exported to the text files. This pushbutton is enabled only if the List Mode checkbox is selected.

Remove

Select this pushbutton to remove the selected vendor ID range from the list box.

Download PO Hold Vendors

Select this checkbox to process vendor records for "On Hold" type vendors, where the "On Hold" radio button is selected for the vendor record in the Vendor Status for PO group box in the Maintain Vendors screen in Costpoint Purchasing.

Download PO Warning Vendors

Select this checkbox to process vendor records for "Warning" type vendors, where the "Give Warning" radio button is selected for the vendor record in the Vendor Status for PO group box in the Maintain Vendors screen in Costpoint Purchasing.

Download Addresses and Contacts

Select this checkbox to have the application select order address information and contact information for each vendor ID or range of vendor IDs in the Select Vendors group box.  The application will search each vendor ID and select its address and contact row(s) where the Ord Addr field is "D" (Default) or "Y" (Yes) in the Maintain 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 Download Date/Time

If this checkbox is selected, the Last Download Date/Time field will display the date and time in which the most recent vendor information was saved after the application successfully creates the export files. This checkbox is selected and disabled if the "Select New/Changed Vendors" 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 Option

Append –

Select this radio button to 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 –

Select this radio button to replace all existing vendor information in the eProcurement database with the new vendor information that will be exported in this process.

Note: The "Replace" Option will delete all vendors that currently exist in eProcurement but have 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 Vendor File Name and Address/Contact File Name fields will be disabled, and Costpoint will automatically assign the exported file name(s) once the process is run. 

Vendor Files will be named as "VEND_MMDDYYHHMMT," and Vendor 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" radio button is selected, respectively, in the Update Option group box. 

Vendor File Name

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

Address/Contact File Name

This field is enabled when the Download Addresses and Contacts checkbox is selected, or when the Auto-Name Files checkbox is unselected. After you have specified the download location, enter the name that you would like to assign to this vendor address/contact file.

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 vendor, vendor address, and contact data from the Costpoint vendor table (i.e., the Maintain Vendors screen) and exports this information into two separate text files per vendor ID. The Vendor File ("VEND_MMDDYYHHMMT.TXT") contains vendor ID and name information, as well as small/disadvantaged classification information. The Vendor Address/Contact File ("VADD_MMDDYYHHMMT.TXT") contains vendor order address and contact information and is created only if the Download Addresses and Contacts checkbox is selected. A third file ("OUTVENMMDDYYHHMM.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 both files in ASCII text format (with each field separated with a tilde "~") and downloads them to the 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.

Vendor File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Vendor File ("VEND_MMDDYYHHMMT.TXT"):

Vendor Address/Contact File Data Layout

Below is the sequence of the fields to be exported and their source Costpoint column name for the Vendor Address/Contact File ("VADD_MMDDYYHHMMT.TXT"):