The PO Receipts Preprocessor is an add-on product in the Others » Product Interfaces menu. Use it to upload purchase order receipts from fixed-length ASCII files or comma-separated files. You can specify the network location and name of the input file, and the application will perform all necessary database and business rule validation. If the input file record is valid, the application modifies the proper database table(s). If the input file record is invalid, the application creates an error record and save it to an error file with the extension .ERR. The error file format exactly matches the input file format, so you can modify the error file and resubmit it.
You can review the transactions loaded through this preprocessor in the Receive Purchase Order screen in Costpoint Receiving.
All validation of company tables is triggered by the company ID of the user executing the process. When looking up valid values, the system validates all company-related tables using the user's company ID. When you save a new receipt, it is automatically assigned the user's company ID. If you use "Find" or "Query", the process will filter on parameters by company. All new parameter rows are saved with the user's company ID.
If you select the Separate Items By Company checkbox in the Product Definition Corporate Settings subtask of the Product Definition Corporate Settings screen, Costpoint assigns your company ID to your newly processed table information (PO Header, Receipt Header, Employee, Warehouse, and Warehouse Location) and to the saved parameters used by this preprocessor.
Users logged into other companies cannot change or delete these items or parameters. For example, if you select the Separate Items by Company checkbox, you can have two Receipt Header records in the database with the same PO_ID, as long as a different Company ID exists for each Receipt Header record. If you are changing or deleting a record or its related data, the user's company ID must match the company ID for the record.
If you do not select the Separate Items by Company checkbox, all table information in the database will be available to users in all companies.
The following custom files must be accessible to run the PO Receipts Preprocessor:
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CSTPOINT.EXE |
Costpoint executable |
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CPPMGRSV.EXE |
Costpoint Process Server executable |
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AOPRCPRE.EXE |
PO Receipts Preprocessor application executable |
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AOPRCPRE.MSS |
You must apply SQLServer stored procedures before you can execute the PO Receipts Preprocessor. |
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AOPRCPRE.ORA |
You must apply Oracle stored procedures before you can execute the PO Receipts preprocessor. |
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AOPRCPRE.QRP |
Report Template |
Once you have copied the new files and executed the script file, perform the following setup actions before running the application for the first time.
Establish control parameters and default information in the Receiving Settings screen in Costpoint Receiving.
Run the Purchase Order Upload program.
Check the input file suffix to verify it is .CSV for files with fields separated by commas or .DAT for fixed-length files.
Set up the following items within the Costpoint database:
Purchase Orders (in Costpoint Purchasing).
Valid units of measure
Material Handlers (in the Basic Employee Info screen in the Costpoint Employee).
Valid items and part numbers.
Vendor Rejection Reason Codes, in the Receiving » Vendor Rejection Reasons screen.
If the Record Type field in the Input File is "RL," the values in the Receipt Line (RECPT_LN) table will be replaced with new values when they are updated, along with corresponding PO Line (PO_LN) updates. RL record type can also be used to add additional receipt lines (that didn’t previously exist) to an existing receipt transactionIf the Record Type field is "RA," new RECPT_LN rows are created and PO_LN updated. "RA” can be used to update the quantity/amt that has been received, but only via a new Receipt ID. RL record type can also be used to add a new receipt if the Receipt ID did not previously exist, or to add receipt lines that didn’t previously exist, to an existing receipt transaction.
If an error exists with any receipt record, none of the rows associated with that PO Receipt will be processed.
If multiple records (that is, with different receipt IDs) exist in the same input file for the same PO/PO Release/PO line, they are processed in the order in which they occur in the input file, and the resulting cumulative quantity is used to determine the point at which over-receipt occurs.
Click this button and select the appropriate ASCII fixed-length text file or comma-separated file to upload. An ASCII fixed-length text file must have the extension ".DAT" (for example, "filename.DAT") for a fixed-legnth file. An ASCII comma-separated file, that is, with fields that are separated by commas, must have the extension ".CSV" (for example, "filename.CSV"). An error output file has the same name as the input file, but with an extension of ".ERR" (for example, "filename.ERR").
See the topics Input Files and Output Tables for details on input file fields and error output files.
On the menu toolbar, select File » Print Setup to set print options.
Select Process » Print Process to initiate the file upload process. Costpoint validates the records, stores the usable records in a temporary input table, and writes any records having errors to an output file. The error report is sent to the printer.
Select Process » Process or click the Process option on the toolbar. This updates the Costpoint database. See the table index for detailed processing information.
To reprint the report, either click the printer icon, or select File » Print, from the menu toolbar.
To preview the report on your screen, select File » Print Preview from the menu toolbar.
This group box displays counts for the file being processed.
This group box displays the loading and printing statistics automatically generated by the system.
This field displays the date and time when critical worktables started loading.
This field displays the date and time of completion of the load worktables stage and the start of the table validation process.
This field displays the date and time when the validation process completed and the error print process began.
This field displays the date and time when the error print process completed.
This field displays the total number of Input File records that were loaded into the worktable.
This field displays the total number of errors reported in the Error Report.
This group box displays the processing times for moving valid records to the production tables.
This automatically generated field displays the start of the production table insertion and update process.
This automatically generated field displays the end of the production table insertion and update process.
Select this button on the toolbar to update the Costpoint database with the purchase order receipts. Refer to the topics Input Files and Output Tables for detailed processing information.
This application uses the following worktables for processing.
Z_AOPRCPRE_INPUT
Z_AOPRCPRE_HDR
Z_AOPRCPRE_LN
Z_AOPRCPRE_RPT
Z_AOPRCPRE_ERR
The application updates the PO Line Status to System Closed if the receipt upload creates a favorable condition.
If the PO line is a three-way match:
If the PO_LN. RECVD_QTY (or TRN_RECVD_AMT if order qty is zero) – REJ_REP_QTY (or TRN_REJ_REP_AMT if order qty is zero) is greater or equal to ORD_QTY (or TRN_PO_LN_EXT_AMT) then the line status should be set to System Closed if previously Open. Load the current date/time in the PO_LN_CLOSE_DT column.
If the RECVD_QTY (or TRN_RECVD_AMT if order qty is zero) - REJ_REP_QTY (or TRN_REJ_REP_AMT if order qty is zero) is less than ORD_QTY (or TRN_PO_LN_EXT_AMT) then the line status should be set to Open if previously System Closed. PO_LN_CLOSE_DT should be changed to null.
For the above cases, if modifications make all the PO lines have a status of System Closed or Void, then change the PO header status to System Closed, if previously Open. If there is at least one PO line that is Closed, and all the rest are System Closed or Void, then change the PO header status to Closed. If at least one line is Open, set the header status to Open.
If the PO line is a two-way match:
Receipt uploads should not have any effect on PO line status, since the comparison is between PO line order qty/amt and vouchered qty/amt only.
Multicurrency is not supported. All amounts are in terms of the functional currency. Transaction currency columns in tables that support multicurrency have values expressed in the functional currency.