Processing Details
This section contains information on the processes performed by the Import Vendor Quotes preprocessor.
The Import Vendor Quotes preprocessor supports up to five quantity breakpoints and three line charges per vendor quote line. The application deletes the input file after processing.
Each Quote Header (QT_HDR) input file record must have at least one Quote Line input file record and vice versa. If you auto-assign quote IDs by selecting the Auto-Assign option, the vendor ID on the Quote Line input file record must exist on a Quote Header input file record and vice versa. If you do not select the Auto-Assign option, the quote ID/vendor ID combination on the Quote Line input file record must exist on a Quote Header input file record and vice versa.
Input file fields that are defined as a date in Costpoint must be 10 characters, formatted as YYYY-MM-DD (a four-character year (including century), month (01-12), and day (01-31)). You must separate year, month, and day fields by hyphens (-). The format for timestamp fields in Costpoint is 19 characters, formatted as YYYY-MM-DD-hh.mm.ss (a four-character year (including century), month (01-12), day (01-31), hour (00-24), minute (00-59) and second (00-59)). You must separate year, month, and day by hyphens (-), with another hyphen following day. Separate hour, minute, and second by periods (.). Timestamp settings are not required.
Error Handling
Costpoint creates an ASCII text error file for each input file record that is not processed. See the Error Messages topic for each input file's validation rules. For some errors, the process does not update the database tables for that input file or for any related input files. If you selected the Auto-Assign option (for quote IDs) and the preprocessor encounters an error, Costpoint will move all records for that vendor ID (header and line) to the error file. Similarly, if you selected the Use Input File Values option (for example, Quote IDs are manually assigned in the input file) and the preprocessor encounters an error, Costpoint will move all records for that quote ID/vendor ID combination to the error file. The preprocessor will save unprocessed rows to the error file in the format in which they exist in the input file. The error file should be in the same path as the input file and named VQYYYYMMDD.ERR, where YYYYMMDD is the process run date. If the file already exists, the application will append new errors to the file. If VQYYYYMMDD.ERR does not exist, the process will create the file.
Costpoint produces an error file report detailing all problems that caused the process not to load a given row.
Certain types of errors do not cause the processing to stop or messages to print. If the system encounters these types of errors, processing for that record and any related records will continue, but the data rows in error will not be loaded (or placed in the error file). For a list of these fields and further information, see Error Messages section for the fields where Prevents Processing is "No."
Expiration Date
If you do not provide an Expiration Date in the Vendor Quote Header input file but enter a non-zero number in the Expiration Days field, Costpoint will add the Expiration Days number to the provided or defaulted Quote Date input file field to obtain an Expiration Date that it will load for the quote header. If you provide neither an Expiration Date nor a non-zero Expiration Days amount, no expiration date will be included for the vendor quote.
Quote Line Break (QT_LN_BRK) Processing
Each Quote Line (QT_LN) row will have at least one Quote Line Break row. The first Quote Line Break row is populated with the Quote Line's Minimum Quantity and Default Net Unit Cost Amount. You can add up to four more rows to the Quote Line Break table if you have provided values in the Break Quantity 2-5 input file fields.
Quote Line Charge (QT_LN_CHG) Processing
You can add up to three rows to the Quote Line Charge table for each quote line added in the preprocessor. If you include Line Charge (1-3) information in the Vendor Quote Line input file, Costpoint will add the provided values to the Quote Line Charge table.
Updates to Other Tables
- Item Vendor (ITEM_VEND) Updates: If you add a quote for an item, Costpoint will update the Item Vendor table. If that vendor does not already exist for that item in the Item Vendor table, the system will add a row filling in the item and vendor information and the last quote ID and last quote date (LAST_QT_ID and LAST_QT_DT from the QT_HDR). Fill all other columns with zeroes, spaces, or nulls as necessary. If the Item Vendor record does exist, the program will update the last quote ID and last quote date if the quote date is later than the previous last quote date.
- Alternate Part (ALT_PART) Updates: If the following conditions are met, Costpoint will attempt to load a new value in the Alternate Part table. If it generates an ALT_PART row, the user's company ID will be loaded if the VEND_ID is populated in the row. If the VEND_ID column is null, the COMPANY_ID columns should be left null. If a row already exists with the same combination of PART_KEY, manufacturer, manufacturer part, manufacturer part revision, vendor, vendor part, and vendor part revision, Costpoint will not insert a new Alternate Part row. Otherwise, it will insert a new row w.
- A quote line input file's Add Alternate Part field is "Y" (Yes),
- You enter a part in the Item field, and
- You included either a vendor part or a manufacturer and manufacturer part number in the quote line input file.
RFQ Status Updates
If you entered an RFQ ID in the Quote Header input file, Costpoint will attempt to match each line of that quote to a corresponding RFQ line for the RFQ ID entered. If the item and revision match (if item is entered) or the misc line charge matches the RFQ line, Costpoint will update the status of the RFQ line to "C" (Closed). Each time this is done, all statuses for RFQ lines will be checked. If all lines for an RFQ have a status of "C" (Closed) or "V" (Void), Costpoint will set the RFQ Header Status to "C" (Closed).