Costpoint Online Help

Using the Help Search
Using the Help Search
  • Phrase:Returns all topics that contain the exact phrase in the search criteria. Use quotation marks around the phrase.
    Ex."system administration"
  • And:Returns all topics that contain all the words in the search criteria, in any combination. Insert a plus sign between all words in the search criteria.
    Ex.system + administration
  • Or:Returns all topics with any combination of words in the search criteria. This is the default.
    Ex.system administration
For more information:Searching Online Help

Contents of the Export eProcurement Requisitions Screen

Use the fields and options to configure the Export eProcurement Requisitions 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

Requisitions

Use the following fields to select a range of requisitions to be exported and downloaded into the export file.

Field Description
Option

Select the range of requisitions that will be exported from the drop-down list. Valid options are:

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

Enter, or click to select, the starting requisition IDs to be exported.

End

Enter, or click to select, the ending requisition IDs to be exported.

Non-Contiguous Ranges

Select this check box to create a customized, non-contiguous list of requisition IDs 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 requisition IDs. When you select this check box, add multiple ranges in the Requisition Non-Contiguous Ranges subtask.

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

Requisitioners

Use the following fields to select a range of requisitioners to be exported and downloaded into the fixed format file.

Field Description
Option

Select the range of requisitioners that will be exported from the drop-down list. Valid options are:

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

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

End

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

Procurement Types

Use the following fields to select a range of procurement types to be exported and downloaded into the fixed format file.

Field Description
Option

Select the range of procurement types that will be exported from the drop-down list. Valid options are:

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

Enter, or click to select, the starting procurement type to be exported.

End

Enter, or click to select, the ending procurement type to be exported.

Options

Selection Option

Select an option to indicate the method to use to select and export requisition information into delimited text files.

Field Description
Manually Select Requisitions

Select this option to manually select the requisitions to be downloaded. Requisition information will be exported based on the setting in the Selection Ranges group box.

Select New Requisitions

Select this option to include requisition data that changed later than the Last Export Date/Time (that is, the last time this process was run with the Update Last Export Date/Time check box selected). The application will export only those requisitions that have a time stamp later than the requisition export date and time.

Last Export Date/Time

This field displays the date and time in which the most recent requisition information was exported with the Update Last Export Date/Time check box selected.

If you run the application and the Update Last Export Date/Time check box is selected, the Last Export Date/Time field will be updated with the last date and time that the export files were created.

Export Option

Field Description
Update Last Export Date/Time

Select this check box to prevent future downloads from including any requisition changes made prior to the Last Export Date/Time. If you select this check box and process the application, the Last Export Date/Time field will update with the date and time in which the most requisition information was successfully processed and exported to the export file.

Export Approved Requisitions

Select this check box to export all approved requisitions for the selected requisition ID range in the Selection Ranges group box.

Export Pending Requisitions

Select this check box to export all pending requisitions for the selected requisition ID range in the Selection Ranges group box. If you select this check box, the Modifiable in eProcurement check box will be enabled. If you process the application with this check box selected, all pending requisitions (in the Selection Range) will be changed to In-Approval.

Modifiable in eProcurement

This check box is enabled when the Export Pending Requisitions check box is selected. Select this check box to allow the exported requisitions to be modified in the eProcurement system. If this check box is clear, set OVERRIDE STATUS in the export file to NULL; Else if check box is selected, set it to REQH. In order for the requisition to be modifiable in eProcurement, the requisition record(s) must have the eProcurement option selected in the Export field in the Other Information tab in the Manage Purchase Requisitions screen in Costpoint Procurement Planning.

Export Flag Processing

Field Description
Export only eProcurement Reqs

Select this option to include only those requisitions with an export code of eProcurements in the on the Manage Purchase Requisitions screen.

Flag Reqs As eProcurement Reqs

Select this option to set the export code of the downloaded requisitions as eProcurement on the Manage Purchase Requisitions screen. This option will also update the requisition in the Requisition Header table where Time Stamp is the date and time the record was downloaded, and the Modified By is the user ID of the person who downloaded the requisition.

Generate

Field Description
File Name

Enter the name that you would like to assign to this requisition file. This field is enabled if the Auto-Name File check box is clear.

File Location

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

  • In the 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 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 File

If this check box is selected, the File Name field will be disabled, and Costpoint will automatically assign the exported file name(s) once you run the process.

The requisition file name will be "REQ_MMDDYYHHMMT.TXT". "MMDDYY" represents the system month, day and year. The "HHMM" represents the hour and minute the export ID file was generated (PM hours is expressed as 13 to 23). The "T" character will display "A" to represent "Append” as an update option.

Overwrite File

Select this check box if you want to overwrite any existing requisition file with the same file name.

Export eProcurement Requisitions

Click and select Export eProcurement Requisitions to initiate the export process.

Creating Export Files and Uploading to eProcurement

After you populate the fields on this screen and click on the toolbar, the application exports the requisition data from Costpoint based on the requisition and procurement types selection options entered on the screen, and exports this information into one delimited fixed format data (.DAT) file named "INBRQMMYYHHMMT.DAT."

The application creates the file and downloads it to the network 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
Requisition Non-Contiguous Ranges Click this link to open the Requisition Non-Contiguous Ranges subtask.