Import Purchase Requisitions
The Import Purchase Requisitions preprocessor allows you to load new requisition information from an external system, validate that information, and then enter it into Costpoint.
These requisitions can be submitted for approval and workflow messages can be generated for approvers.
Multiple users can use this preprocessor simultaneously only if they use different company IDs.
Your company ID triggers the validation of company tables when looking up valid values. When you save a new requisition or any new parameter rows, it is automatically assigned with your company ID. The
on the toolbar filters parameters by company.
This preprocessor reads the specified input files and performs the relevant process validations against the requisition lines and other associated tables. This process can only be used to update the status of requisitions that match your company.
You can only process whole requisitions with this preprocessor. You can insert a new requisition or void an existing requisition, but you cannot update individual requisition lines. When uploading valid records with requisition/requisition line information that already exists in Costpoint, you can either replace the existing requisition in its entirety or have the system give you an error to avoid overwriting existing records.
Requisition/requisition line records can be uploaded with a status of Pending, In Approval, or Void. Automatic initiation of the requisition approval process (if required at either the header or the line level, per the parameters established on the Configure Purchase Requisition Settings screen) depends on the option you select in the Submit for Approval drop-down list.
A trial run will generate an Error report if any header or line record contains an error or warning message. If you select the Process Valid Requisitions option in the Input Errors drop-down list, input file data without errors will be processed while those with errors will not. Warnings within the records (which will be listed in the Error report) are acceptable, and processing will continue if there are just warnings and no errors. If you select the Process None option, any data in the input file containing errors will result in no requisitions created.
Consider the following example in which there are four requisitions in the input file: Requisition 1, which has an error; Requisition 2, which has only a warning; Requisition 3, which has an error and a warning; and Requisition 4, which has neither an error nor a warning. If you selected Process Valid Requisitions, Requisitions 2 and 4 will be created. If you selected Process No Records, no requisitions will be created.
,
, and
are available in the toolbar for use with this preprocessor.
Use this screen to upload requisition information (new or update existing) after you have created an input file with the desired information.
To set up Costpoint data, establish default values in settings for Costpoint Procurement Planning, Product Definition, Purchasing, and Production Control, along with information needed in other related applications in order to validate uploaded data and load default values. Details are provided in the Table Update section.
There are two ways to work with input files in Costpoint:
- You can access the input file from the network by using Alternate File Locations.
- You can upload the input file to the Costpoint database; in which case, no further access to network folders is necessary.
If you decide to use the first option, click
in the
File Location field to select an alternate file location. If you choose the second option, leave the
File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.
Input File Excel Template
Go to the Developer Resources page of the Costpoint Information Center to download the Excel template file specifically designed for this preprocessor. Templates for other Costpoint preprocessors are also available at the same location.