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Contents of the Export eProcurement Inventory Abbreviations Screen

Use the fields and options to configure the Export eProcurement Inventory Abbreviations screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Inventory Abbreviations

Use the following fields to select a range of inventory abbreviations to be exported and downloaded into the text file. Inventory abbreviations must exist in the system.

Field Description
Option

Select the range of inventory abbreviations to export from the drop-down list. The options include:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting inventory abbreviation to be exported.

End

Enter, or click to select, the ending inventory abbreviation to be exported.

Non-Contiguous Ranges

Select this check box to create a customized, non-contiguous list of inventory abbreviations that will be exported into the appropriate text files. The non-contiguous range is different from using Range from the Option drop-down list, because it allows for a custom selection of multiple ranges of inventory abbreviations. When you select this check box, add multiple ranges in the Non-Contiguous Invt Abbr subtask.

Note: The ranges found in the Non-Contiguous Invt Abbrev subtask can only be processed if the Non-Contiguous Ranges check box is selected. Otherwise, the inventory abbreviations selection on the main screen will be processed instead.

Inventory Projects

Use the following fields to select a range of projects that are linked to the inventory project range to be exported.

Field Description
Option

Select the range of projects to export from the drop-down list. The options include:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start

Enter, or click to select, the starting project to be exported.

End

Enter, or click to select, the ending project to be exported.

Options

Selection Option

Field Description
Manually Select Inv Abbreviations

Select the Manually Select Inv Abbreviations option to manually select the inventory abbreviations to be exported. Inventory abbreviation information will be exported based on the selection ranges settings for the Inventory Abbreviations.

Select New/Changed Inv Abbreviations

Select the Select New/Changed Inv Abbreviations option to have the application select inventory abbreviations that changed later than the Last Export Date/Time.

Last Export Date/Time

This field displays the date and time in which the most recent inventory abbreviation information was exported with the Select New/Changed Inv Abbreviations option and Update Last Export Date/Time check box selected.

Export Options

Field Description
Export Expense in Inv Abbrevs

Select this check box to export inventory abbreviations that have an account type of Expense.

Export Asset Inv Abbrevs

Select this check box to export inventory abbreviations that have an account type of Asset.

Export Finished Goods Inv Abbrevs

Select this check box to export inventory abbreviations that have an inventory type of Finished Goods.

Update Last Export Date/Time

Select this check box to prevent future downloads from including inventory abbreviation changes made prior to the Last Export Date/Time.

Generate

Field Description
File Name

Enter the name that you like to assign to the file you will export. This field is disabled if the Auto-Name Files check box is selected.

Alt File Location

Enter the location of the file you are exporting. There are two ways to do this:

  • In the Alt File Location field, enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.
  • Leave the Alt File Location field blank. When you execute this application, the export file is saved to the Costpoint database. Use the Export Files application to retrieve it and save it to a location on the network.
Auto-Name Files

Select this check box to automatically assign the export file name.

The inventory abbreviation file will be named "IA_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" is selected from the Update Option drop-down list.

Update Option

Select an Update Option from the drop-down list. The values are:

  • Append: Select this option to append new inventory abbreviation information to the files already in the eProcurement database. If the exported inventory abbreviation does not yet exist in the eProcurement inventory abbreviation table, it will be added. If the exported inventory abbreviation exists in eProcurement, it will be overwritten with the exported data. The eProcurement inventory abbreviations will not be affected.
  • Replace: Select this option to replace all existing inventory abbreviation information in the eProcurement database with the new inventory abbreviation information that will be exported in this process. If you select this option, all inventory abbreviation rows that have a status of N (Not Active) or O (Outgoing Only) will be excluded from the export process. Only active inventory abbreviation rows will be exported.
Warning: Selecting the Replace option will delete all inventory abbreviations that currently exist in eProcurement but have no records in the input file. You should keep the Append option selected before processing until you are certain that existing data can be overwritten.
Export eProcurement Inventory Abbreviations

Click on the toolbar to start the Export eProcurement Inventory Abbreviations process.

Creating Export Files and Uploading to eProcurement

After you populate the fields on this screen and click on the toolbar, the application downloads the inventory abbreviation data from the Costpoint inventory abbreviation table (that is, the Manage Inventory Projects screen) based on the abbreviation and project in the Selection Ranges group box, and exports this information into one delimited text file. The file name format is "IA_MMDDYYHHMMT.TXT" when the Auto-Name Files check box is selected.

The application creates the file in ASCII text format (with each field separated by a tilde "~") and downloads it to the alternate file location that is specified in the File Location field. The 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.

Subtask

Subtask Description
Non-Contiguous Invt Abbr Click this link to open the Non-Contiguous Invt Abbr subtask create a customized list of inventory abbreviation ranges.