Use the Sales Order Preprocessor application to import sales orders from an ASCII file into Costpoint.
This preprocessor is an add-on product to Deltek Costpoint. After you successfully load sales order information into Costpoint, you can use the data to print sales acknowledgments, optionally issue and ship material, print packing slips and DD250 forms, invoice customers, and post sales entries to the General Ledger. Use the Enter Sales Order screen to view the sales orders loaded by this preprocessor.
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 a new Sales Order record is saved, it is automatically assigned the user's company ID. If you use Find or Query, the process filters on parameters by company. All new parameter rows are saved with the user's company ID. You can separate items by company in Costpoint if you select the Separate Items By Company (ITEM_SETTINGS_CORP. ITEMS_BY_COMP_FL) check box in the Product Definition Corporate Settings subtask of the Product Definition Settings screen in Costpoint Product Definition.
Uploads can be processed for only one company at a time (the user's company).
Use the MRP Part Net Change flag (or the Allow Net Change MRP check box in the MRP Corporate Settings subtask of the MRP Settings screen) for parts that are planned by MRP. The net change status of a part and its components will change from N to Y on a sales order line that has an Inv Line Type and additions, changes, or deletions that affect reservations. If the part is changed, the net change flag is updated for both the original and new part.
The inventory sales order lines use Consume Forecast when the Master Production Scheduling module is used to load sales forecasts. If the Consume Forecast flag is set to Y (or defaults to Y based on MPS Settings), the application attempts to consume any open sales forecast quantities based on the sales order line’s part, inventory abbreviation, ship by date, and warehouse (if warehouses are planned separately for MRP/MPS). The application uses the SO line's MPS Planning Part in the Set Up Item Billings screen to determine the forecast to consume. It also looks for open forecast date(s) nearest the SO line Ship-By Date and within the Default Consume Forecast by Period Method selected in the MPS Settings screen. If matching open sales forecast are not found, or if the Consume Forecast flag is set to N, forecast records are not modified.
Updates to an existing SO are allowed only if the SO Status is Pending or Rejected, when sales order approvals are required.
Optional input file fields in the header and line records support the functionality to create text files that may be submitted to the Wide Area Work Flow (WAWF) and uploaded by the government into their payment system. Wide Area Work Flow - Receipts and Acceptance (WAWF-RA) is a Department of Defense (DoD)-wide electronic system designed to eliminate paper from the receipts and acceptance process of the DoD contracting life cycle. The goal is to enable authorized defense contractors and DoD personnel to generate, capture, and process receipt and payment-related documentation via interactive Web-based applications.
In the header record, the new fields are:
Prime Contractor CAGE – Commercial and Government Entity code of the prime contractor specified in the contract. If not in the input file, this defaults from Sales Order Pricing Project/Catalog, if available.
Inspect By DoDAAC, Local Processing Office DoDAAC, 3rd Party - Other DoDAAC – Department of Defense Activity Address Codes responsible for inspecting materials and processing invoices. If not in the input file, these default from Sales Order Customer or Sales Order Pricing Project/ Catalog, if available.
Inspection Point, Acceptance Point, FOB – Indicate whether inspections and acceptance are done at the source or destination. If not in the input file, these default from Sales Order Customer, if available.
Alternate Release Procedure, Certificate of Conformance, Construction Certificate
Enable SO Invoices for WAWF option – Only invoices for sales orders that have this box selected (Y) are eligible for WAWF submission via the Create WAWF Files screen. The initial value corresponds to a similar flag for the customer associated with the sales order. (You can still edit it for the specific sales order.)
In the line record, the new fields are:
GFE – Indicates whether the line item is Government Furnished Equipment.
SDN – Standard Document Number, which is a numbering system prescribed for all financial-related documents prepared that are not PIIN/SPIN, MILSTRIP/MILSTRAP or TCN.
Product Service Type – Qualifies the entry in the SO line NSN column.
UID Required – Indicates whether the line item requires a Unique Item Identifier, per the requirements established.
The following custom files and stored procedures files must be accessible to run the Sales Order Preprocessor.
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AOPSOPP.EXE |
Sales Order Preprocessor application executable |
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AOPSOPP.MSS |
MS SQL Server stored procedure for the Sales Order Preprocessor |
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AOPSOPP.ORA |
Oracle stored procedure for the Sales Order Preprocessor |
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AOPSOPP.QRP |
Sales Order Preprocessor Report Template |
Before you can execute the preprocessor, you must establish the required data tables and system controls. Likewise, you should set up optional tables containing default data. Please refer to Processing Details for an outline of required and optional Costpoint tables and columns that are affected by this preprocessor. Refer to the online help for Sales Order Entry and/or contact your Deltek Representative for assistance before running this preprocessor.
Click this button to browse for the file, 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 a fixed length (as described in Input File and Error File Layout) 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 option and enter a single character in the field to the right.
Use the options in this group box to determine how validation errors are handled. Errors occur when the input file record is not valid, or when a condition is not met for a field that is being processed in an input file. If you select the Process Valid Records option, 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 option, the application does not process any input rows when errors are encountered.
In either case, the system produces an error report listing all validation errors and an ASCII error file (if the Do not produce an ASCII Error File check box is clear). The error file has the same filename as the original input file, but with an extension of ".ERR," and 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.
Select this checkbox to suppress printing an ASCII Error file. If this checkbox is unchecked, the application creates a file listing all errors encountered.
Click this button on the toolbar to read the input file, validate the data, and insert or update the Sales Order tables. Refer to Processing Details for further information.
Click this button on the toolbar to read the input file, validate the data, insert or update the Sales Order tables, and print the error report, if applicable.