PO PREPROCESSOR   

Use the PO Preprocessor to import purchase orders from an ASCII fixed-length file. You can view Purchase Orders loaded from this preprocessor using the Enter Purchase Orders screen in Costpoint Purchasing.

In the Costpoint menu, select Others » Product Interfaces » Preprocessors » PO Preprocessor.

Deltek designed the preprocessor interface for loading purchase orders into Costpoint. Then you can use the loaded purchase orders to perform commitment, accrual, invoicing, and 2-way and 3-way matching in the Costpoint database into which you loaded them.

An Ongoing Support Plan (OSP) is available for routine maintenance and upgrades to this interface. Customization is priced separately. Please contact your Deltek account representative for additional information.

Only one user at a time can run this application.

If the PO vendor is changed in an existing purchase order (PO_HDR), Costpoint updates the corresponding PO_HDR_DFLT row for the vendor-related initial values.  This does not update values in existing PO lines.

Functional Currency versus Transactional Currency

When the multicurrency feature is in use, purchase orders can be created in terms of a currency (called transactional currency) different from the functional currency (the currency used for the company’s financial statements, and selected at Costpoint initialization).  Purchase order information is entered primarily in the transactional currency, and Costpoint calculates the corresponding value for the functional currency fields.  Data is stored in both currencies.

For example, the Gross Unit Cost amount in the PO line from the input file now loads into the Transaction Gross Unit Cost column (PO_LN. TRN_GR_UN_CST_AMT) and the system calculates the value of Gross Unit Cost (PO_LN. GROSS_UNIT_CST_AMT) in terms of functional currency.  Subsequent calculations will be performed separately for each currency.  For example, the Input file might have the Gross Unit Cost for the purchase order line as 100 (transactional currency=GBP).  This would translate to 160 (functional currency=USD) assuming an exchange rate of GBP to USD = 1.6.  Both these values are stored separately in different fields (PO_LN. TRN_GR_UN_CST_AMT = 100, PO_LN. GROSS_UNIT_CST_AMT = 160).  Subsequent calculations (like Net Unit Cost) will be calculated and stored separately too.  Assuming a volume discount rate of 10% (PO_LN.DISC_PCT_RT = 0.10), the PO line Net Unit Cost amount will be 90 (GBP) and 144 (USD) and stored as PO_LN. TRN_NET_UN_CST_AMT = 90 and PO_LN.NET_UNIT_CST_AMT = 144 respectively.

Calculations for Exchange Rates

Standard multicurrency functions are used to calculate exchange rates between transactional and functional currencies.  This applies exchange rates corresponding to the Rate Group and Rate Date (or Rate Period).  For non-Euro currencies, the Trans to Func exchange rate is used. If a direct exchange rate is unavailable, then the triangulation method, using a third common rate, is used to derive the exchange rate (if set up in Multicurrency Settings).  For Euro currencies, the products of Trans to Euro and Euro to Func exchange rates are used to derive the appropriate exchange rate between the transactional and functional currencies.

Multicurrency

To incorporate multicurrency features in the PO Preprocessor, the input files include new fields and additional calculations for transactional currency and functional currency. If you have multicurrency transactions, all amount fields in the input file are listed in the transactional currency, which may not be the same as the functional currency.  The process calculates the corresponding functional currency fields using exchange rate information in other tables. Data is stored in both currencies in Costpoint.

If the input file does not specify any transaction currency, the transactional and functional currencies are the same. All currency-related columns are nevertheless populated with default values, the system exchange rate is "1", and amount columns therefore have the same values for transactional and functional currencies.

Setup Procedures

After copying the new files and executing the script file, perform the following setup actions before running the application for the first time. Please see the installation instructions, or contact your Deltek representative for assistance.

1. Establish default values in the PO Settings screen in Costpoint Purchasing.

2. Set up these tables. Please see the "Data Integrity Checking" section under "Processing Details" for more information about these tables and the multicurrency tables:

* = Required

Files Necessary to Run PO Preprocessor

The following custom files and stored procedures files must be accessible to run the PO Preprocessor.

See the Setup Procedures under the Processing Details section prior to using this program for the first time.

PO Preprocessor Screen

Input File

International users:

The data can contain non-English characters if they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to "EN" (United States English) to prevent the application from generating errors.  The file must be an ASCII fixed-length file.

Select

Select this pushbutton to browse to the file, or enter the name of the file to be processed.

Performance Analysis

Load and Print

Start Load

This non-editable field displays the date and time this process started. 

End Load/Start Validation

This non-editable field displays the date and time when the loading process ended and the validation process started. 

End Validation/Start Print

This non-editable field displays the date and time when the validation process ended and the error report started to print. 

End Print

This non-editable field displays the date and time when the error report stopped printing. 

Total Rec Load

This non-editable field displays the total number of records read by the application. 

Total Error

This non-editable field displays the total number of records found with errors during the process. 

Processing Details

This application uses the following dynamically created worktables for processing:

Data Integrity Checking

The application checks for data integrity using the following tables and multicurrency-related tables. 

An asterisk (*) precedes the tables that are required.  Use the other tables as guidelines for additional information and data entry. All fields except Unit of Measure (UM) and Billing Cycle (BILL_CYCLE) are validated based on the user's company ID.

Input File and Error File Layout

The Input File is a fixed-length, ASCII file. The Error File, which contains records that were not processed from the Input File, has the same name as the Input File, but with an .ERR extension. After processing is complete, the Input File is renamed with an .OLD extension. The Error File layout is the same as the Input File layout.

You must fill every position in the Input File with the appropriate number of either characters or spaces for a given column before entering data in the next column. You need not use leading zeros; you can use spaces to maintain the proper format. Numeric fields should be right-justified; character fields should be left-justified. 

End every row with a carriage return and a line feed.

PO Header Record Format (PO_HDR)

* The Vendor Address, Branch Location, Bill to Location, and Bill To Address are all required in the Address subtask of the Enter POs screen. If you do not provide the vendor's Address Code in the input file, Costpoint loads the default Order Address in the Maintain Vendors screen.  If you do not provide the Branch Location, Branch Address, Bill To Location, and Bill To Address in the input file, Costpoint populates each field by default from the Buyer table, and verifies that valid values can be found for the given vendor and/or buyer.

PO Text Record (PO_TEXT)

PO Header Notes Record (PO_HDR_NOTES)

PO Line Record (PO_LN, PO_LN_ACCT, PO_LN_CHG)

PO Line Notes Record (PO_LN_NOTES)

PO Line Text Record (PO_LN_TEXT)

Processing Procedure

1.         The application inserts rows from the Input File into the worktables and validates each purchase order in its entirety.

2.         Defaults are applied.

3.         The application inserts any errors found into the error table. Purchase Orders with no errors are inserted or updated in the Costpoint tables.

4.         If a Purchase Order has errors, all its rows from the Input File will be written to the Error File (*.ERR).

5.         The Input File is renamed (*.OLD).

6.         Once you exit the screen, all data in all the worktables, including the Error table, is deleted.

You can print or view the Error Report on the screen. 

  Limitations

1.         A maximum of two line charges is accepted per PO Line.

2.         One Account ID is allowed per PO Line.

3.         You cannot load historical purchase order data into the Archive tables. You can load such data with a "Closed" status (with some limitations) and then archive it using the Archive Purchase Orders screen in Costpoint Purchasing.

4.         The application does not auto-assign Purchase Order numbers.

5.         The application does not process a purchase order if there are an insert record and an update record in the same Input File.

6.         You can use this preprocessor to generate releases against blanket POs, but it does not perform any blanket balance validation or allow the user to enter blanket restrictions.

7.         Any new purchase orders will have the user’s company ID in the PO_HDR. For a user to  change an existing purchase order, the company ID in the header must match the user’s company ID.

Changes to Purchase Orders

When you enter purchase orders through this interface, they are marked as loaded by the system using the Modified By field in all affected tables. 

If you make changes to these purchase orders, Deltek recommends making them in the source system to maintain system integrity.

The following rules apply for updating existing purchase orders:

1.         If receipts or vouchers exist, the program performs several edits:

a.       The Order Quantity (ORD_QTY) cannot be less than the Received Quantity (RECVD_QTY) or Accepted Quantity (ACCPTD_QTY).

b.      The Calculated PO Line Total Amount (PO_LN_TOT_AMT) cannot be less than the Vouchered Amount (VCHRD_AMT) or Posted Amount (PSTD_AMT).

2.         No line renumbering is allowed. If you delete a line in the host system, the system sends a record with zero quantity, zero amount, and a status of "V" (Void).

3.         The Vendor Address and Branch Locations columns are updated only when new PO lines are being inserted or when new information is specified in the input file.

Application Processing Notes

After you run this application, you should be able to view and/or update the purchase orders in Costpoint Purchasing.

Editing purchase order information in the input files for this application may cause discrepancies between the PO in the source system and the PO in Costpoint.

Most of the edits are contained in the Input File tables. Please see the relationships between the Purchase Order Line (PO_LN) and the Purchase Order Header (PO_HDR) for each input file field, and note the screen and report error messages that may display. For example, if you are running the Purchase Order Line input file, the Purchase Order ID must already exist. If you update the amount of the PO Line, you will need to adjust the PO Total Amount (PO_HDR.PO_TOT_AMT). Also note the relationships between all fields that are populated as a result of the calculations.

If the Input File contains purchase orders and/or lines that already exist in the database, the system assumes that the record needs to be updated. Therefore, fields in the Input File take precedence. For instance, if you have changed the quantity in the Input File, the program uses the new quantity and adjusts the PO Header accordingly. 

However, updates to a purchase order are restricted to certain fields if there are receipts and/or vouchers charged against it, with the exception of a status change.

Updates to the PO Header Status are allowed, even if there are no associated PO lines in the input file. The system displays an error message if the PO Header Status is changed to "V" (Void) or "P" (Pending) in the input file, and there are one or more existing PO lines for which PO Receipts or Vouchers have been created.  The system also displays a warning message if the PO Header Status is changed from "O" (Open) or "P" (Pending) to "V" (Void); during processing, PO lines with an "O" (Open) or "P" (Pending) status is automatically voided (the status will change to "V").  Updates to the Blanket PO Header Status are not allowed if releases have already been created.

DETAILED TABLE SPECIFICATIONS

ERROR MESSAGES