Use this preprocessor to enter progress payment requests and completion status updates for Costpoint subcontract purchase orders. You can record work completed, stored materials, and retention amounts in Costpoint. You can define values for work completed and retention percentages. The system can use subcontract POs and subcontractor status updates to generate commitments, accounts payable vouchers, and retention payable journal entries. Currently, subcontract POs are limited to dollar-only PO lines, meaning that quantities, units of measure, and unit costs cannot be specified. This input file, therefore, is also limited to the corresponding amount fields.
The application reads the specified input file and performs relevant process validations against subcontractor PO lines.
After you select the Process or Process/Print buttons on the toolbar, the application generates an error report if there is at least one set of header/line records with an error or warning message. If you click the Process Valid Records button, the preprocessor processes only the input file sets that have no errors (warnings are allowable); it does not process sets with errors. If you click the Process No Records button, and there is an error in the input file sets, the preprocessor does not process any rows.
Once the transactions have been successfully processed and imported, you can view them in the Update Subcontract PO Status screen in Costpoint Purchasing. To process the status updates and create vouchers, use the Create Subcontract PO Vouchers screen in Costpoint Accounts Payable.
The following custom files and stored procedures files must be accessible to run the Subcontract PO Status Update Preprocessor.
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CSTPOINT.EXE |
Costpoint executable |
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CPPMGRSV.EXE |
Costpoint Process Server executable |
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AOPSCST.EXE |
Subcontract PO Status Update Preprocessor application executable |
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AOPSCST.ORA |
Oracle stored procedures for the Subcontract PO Status Update Preprocessor |
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AOPSCST.MSS |
SQL Server stored procedures for the Subcontract PO Status Update Preprocessor |
In the field in the Input File group box, enter the path and name of a file, or use the Browse pushbutton. The Input File is a fixed-length (.DAT) or delimited (.CSV) ASCII file that is named by the user with the appropriate extension. This application supports two input file record formats:
The Subcontract PO Status Update Header record format contains the information necessary to populate the Update Header (RECPT_HDR).
The Subcontract PO Status Update Line record format contains the information necessary to populate the Update Lines (RECPT_LN).
The program deletes the input file after processing.
Each Update Header input file record must have at least one Update Line input file record. Similarly, an Update Line input file record must have an associated Update Header input file record. Update Line records do not need to physically follow their corresponding Update Header input file record. A single header row is sufficient for multiple PO line rows associated with the same PO. The preprocessor uses the Status Update ID, PO, and Warehouse to determine which line records belong to which header record. Every row must end with a carriage return and a line feed.
If you are using a fixed-length Input file, you must fill every position in the file with the appropriate number of either characters or spaces for a given column before entering data in the next column. It is not necessary to zero fill numbers; you can use spaces to maintain the proper format. Numeric fields should be right justified; character fields should be left justified. Once you have entered the last character of meaningful data for the input file, you do not have to fill the remaining column lines with spaces.
For example, if the Subcontract PO Status Update Header Record Format's maximum line length (i.e., the entire input file) is a total of 51 characters and the last character of meaningful data is in position 38, you do not need to add the remaining 13 spaces. If the PO ID (beginning at position 33 on the input file) is only seven characters long, you must include the PO ID plus three additional spaces before entering the Progress Payment Request in position number 43.
Select this pushbutton to see a list of files, or enter the name of the file to be processed.
Select one of two file formats to process.
Select this radio button if each field in the input file is separated by a comma or other user-defined symbol, as indicated in the File Delimiter group box. You do not need to include a comma (or user-defined symbol) after the last field entry in the input file.
Select this radio button if each field in the input file is of fixed-length (as outlined in the "Input File and Error File Layout" section) and must be filled with either an appropriate character or a space to the specified width.
If the input file is Delimited, you must choose the delimiter. The default is Comma. To use another delimiter, select the Other radio button and enter a single character in the field to the right.
Use this group box to determine how validation errors are handled. Errors occur if the input file record is not valid or a condition is not met for a field that is being processed in an input file. If you select the Process Valid Records radio button, the application processes all sales orders with no invalid rows on the input file. Process Valid Records is the default. If you select the Process No Records radio button, the application does not process any input rows when it encounters errors.
Select this checkbox to suppress producing an ASCII Error file. If you clear this check box, the application creates a file listing all errors encountered.
Enter, or use Lookup to select, the default employee ID for status updates.
The Error file is a suspense file that contains records that were not processed from the Input File due to errors. It has the same name as the Input File but with an .ERR extension. The error file should be in the same directory path as the input file. The error file is named "SCMMDDYY.ERR", where "MMDDYY" is the date on which the process was run. If that file already exists, the new errors will be appended to the file.
If you select the Produce NO ASCII Error File checkbox before processing, the program will not create an error file.
The layout of the Error File is the same as the layout of the Input File. After you select the Process or Process/Print button on the toolbar, the application generates an error report if there is at least one set of header/line records with an error or warning message. If you select the Process Valid Records radio button before executing the upload process, the program will process input file sets without errors and will not process sets with errors. If you select the Process No Records radio button, the program will process no rows if there is any error. In any case, records with warnings (not errors) will be processed. Even if the process is run without a trial run (and you select the Process Valid Records radio button), the application processes all input file header/line sets that have no errors
This non-editable field displays the date and time the loading process started.
This non-editable field displays the date and time the loading process ended and the validation process began.
This non-editable field displays the date and time the validation process ended and the error report started to print.
This non-editable field displays the date and time the error report stopped printing.
This non-editable field displays the total records read by the application.
This non-editable field displays the total number of records found with errors during the process.
Select this button on the toolbar to read the Input File, validate the data, and insert or update the Sales Order tables. See the "Processing Details" section for further information.
Select this button on the toolbar to read the Input File, validate the data, insert and update the Sales Order tables, and print the error report, if applicable.
The file contains all input rows that are in error. You can correct this error file, rename it, and reprocess it until all rows pass. The program inserts the time into the TIMESTAMP field at the end of each record, indicating the most recent instance in which the file was created.