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

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.

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.

PO Header Record Format (PO_HDR)

Name Costpoint Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (PH)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
PO Change Order Number PO_CHNG_ORD_NO Number 3 18 20 Required (999)
Buyer ID BUYER_ID Character 12 21 32 Required Must be existing in the Manage Buyers screen for the user 's logged in Company ID
Vendor ID VEND_ID Character 12 33 44 Required if entered, must be a existing in the Manage Vendors screen and must not be a PAYROLL Vendor or On-Hold Status  
Vendor Address Code ADDR_DC Character 10 45 54 *Optional
Branch Location ID BRNCH_LOC_ID Character 12 55 66 *Optional
Branch Address Code BRNCH_ADDR_DC Character 10 67 76 *Optional If not in the input file, system will pull info from BUYER.BRNCH_ADDR_DC
Bill To Location ID BILL_TO_LOC_ID Character 12 77 88 *Optional If not in the input file, the system will pull from BUYER.BILL_TO_LOC_ID
Bill To Address Code BILL_TO_ADDR_DC Character 10 89 98 *Optional If not in the input file, the system will pull info from BUYER.BILL_TO_ADDR_DC
Default Save Changes Flag N/A Character 1 99 99 (Not used; leave one space.) (Y or N)
PO Status S_PO_STATUS_TYPE Character 1 100 100 Optional Must be C (Closed), O (Open), P (Pending), or V (Void).
Terms Code TERMS_DC Character 15 101 115 Optional if not provided in the input file, system will pull the information from the VEND.TERMS  _DC
FOB (Free on Board) FOB_FLD Character 15 116 130 Optional
Change Date CHNG_DT Date 10 131 140 Optional (MM/DD/YYYY)
Procurement Type PROCURE_TYPE_CD Character 2 141 142 Optional if entered, must be existing on the Manage Procurement Types screen
Timestamp Date 10 143 152 Not used (MM/DD/YYYY)
PO Type S_PO_TYPE Character 1 153 153 Optional If entered, must be P (Purchase Order), B (Blanket), S (Subcontract Retainage), R (Release) GFM/GFE Order (G) Subcontractor Agreement (A), Subcontractor Agreement Blanket (K), or Subcontractor Agreement Release (L)
CIS Code CIS_CD Character 6 154 159 Optional
Create Change Order N/A Character 1 160 160 Optional Can be Y or N. Default is N. If this value is Y, PO must already exist in Costpoint. Change Order Number must be greater than current Change Order.
Transaction Currency TRN_CRNCY_CD Character 3 161 163 Optional If not provided in the input file, the system will pull information from the VEND.DFLT_TRN_CRNCY_CD; If it is not available, system will pull the information from

MU_SETTINGS.DFLT_TR_S_CRNCY_CD.

Rate Group RATE_GRP_ID Character 6 164 169 Optional If not provided in the input file, the system will pull information from the VEND.DFLT_RT_GRP_ID; If it is not available, system will pull the information from MU_SETTINGS.DFLT_RT_GRP_ID.
Rate Date TRN_CRNCY_DT Date 10 170 179 Optional MM/DD/YYYY
US Citizenship Required US_CITIZEN_FL Varchar (1) 180 180 Optional Applies only if PO type is not A, K or L.  Else, null.
ITAR Authorization Required ITAR_AUTH_FL Varchar (1) 181 181 Optional Applies only if PO type is not A, K or L.  Else, null.
Security Clearance System ID SEC_CLR_CD Varchar (6) 182 187 Optional Applies only if PO type is not A, K or L.  Else, null.
Issuing Agency AGENCY_NAME Varchar (30) 188 217 Optional Applies only if PO type is not A, K or L.  Else, null.
Subcontract ID SUBCNTR_ID Varchar (30) 218 247 Optional
NAICS Code NAICS_CD Character 15 248 262 Optional
Order Date ORD_DT Date 10 263 272 Optional

(MM/DD/YYYY)

If the order date is not provided in the header, the system date is loaded by default. If an order date is provided in the header input file, it is used in the PO line order date, if not provided at the line level.

For new lines, if PO line Order Date is not provided in the input file, default PO_HDR.ORD_DT (if provided in header input file).

* The Vendor Address, Branch Location, Bill to Location, and Bill To Address are all required in the Address subtask of the Manage Purchase Orders screen. If you do not provide the vendor's Address Code in the input file, Costpoint loads the default Order Address on the Manage 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)

Name Costpoint Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (HT)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
Sequence Number SEQ_NO Number 4 18 21 Required (9999)
Text Code TEXT_CD Character 10 22 31 Required This must exist in the PO Standard Text table and the Standard Text-Where Used table with a code of P (Purchase Order).  P or P1-P8 (depending on PO Type of the purchase order).
Text Revision TXT_CD_RVSN_NO Number 5 32 36 Optional If not provided in the input file, system will default the latest active revision for the company.

This must exist in the PO Standard Text table and the Standard Text-Where Used table with a code of P (Purchase Order).  P or P1-P8 (depending on PO Type of the purchase order).

PO Header Notes Record (PO_HDR_NOTES)

Name Costpoint Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (PN)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
PO Header Notes PO_HDR_TX Character 1,000 18 1017 Required

PO Line Record (PO_LN, PO_LN_ACCT, PO_LN_CHG)

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (PL)
PO ID PO_ID (all tables) Character 10 3 12 Required
PO Release Number PO_RLSE_NO (all tables) Number 5 13 17 Required (99999)
PO Line Number PO_LN_NO/PO_LN_KEY (all tables) Number 4 18 21 Required (9999)
PO Line Description PO_LN.PO_LN_DESC Character 60 22 81 Optional
Quantity Ordered PO_LN.ORD_QTY Number 14 82 95 Required. If PO Type is S, this field will not be used. (999999999.9999)
Order Date PO_LN.ORD_DT Date 10 96 105 Optional (MM/DD/YYYY)
Due Date PO_LN.DUE_DT Date 10 106 115 Optional (MM/DD/YYYY)
Desired Date PO_LN.DESIRED_DT Date 10 116 125 Optional (MM/DD/YYYY)
Discount Rate PO_LN.DISC_PCT_RT Number 11 126 136 Optional. If PO Type is S, this field will not be used. (99.99999999)

The value can range from 0 to 1.

Receipt Tol Percent PO_LN.RECPT_TOL_PCT_RT Number 11 137 147 Optional (99.99999999)
Gross Unit Cost PO_LN.TRN_GR_UN_CST_AMT Number 13 148 160 Required. If PO Type is S, this field is not used. (99999999.9999)
Net Unit Cost Net Unit Cost Number 13 161 173 Not used; leave 13 spaces. (99999999.9999)
Extended Cost PO_LN.TRN_PO_LN_EXT_AMT Number 16 174 189 Optional; This field will be required if PO Type is S. (-999999999999.99)
Total Line Cost Total Line Cost Number 16 190 205 Not used; leave 16 spaces. (-999999999999.99)
Sales Tax PO_LN.TRN_SALES_TAX_AMT Number 16 206 221 Optional (-999999999999.99)
Ship ID PO_LN.SHIP_ID Character 20 222 241 Required Required if item entered is a Part, Good or if Taxable = "Y".

Value must be an valid and active Ship id in the SHIP_ID table for the user's company ID.

Status PO_LN.S_LN_STATUS_TYPE Character 1 242 242 Required Must be C (Closed); O (Open); P (Pending); or V (Void).
Auto Voucher Flag PO_LN.AUTO_VCHR_FL Character 1 243 243 Optional Valid values are Y (Yes) or N (No); If not provided, system will pull information from the VEND.AUTO_VCHR_FL
Commitment Type PO_LN.S_PO_COMMIT_TYPE Character 1 244 244 Optional Valid values are D (Amount), Q (Quantity), or E (Excluded)
Taxable Flag PO_LN. TAXABLE_FL Character 1 245 245 Optional Valid values are Y (Yes) or N (No)
Deliver To PO_LN.DEL_TO_FLD Character 25 246 270 Optional
Misc. Line Charge Type PO_LN.MISC_LN_CHG_TYPE Character 6 271 276 Optional
Requisition ID PO_LN.RQ_ID Character 10 277 286 Optional Required if PO_SETTINGS.S_REQD_REQ_ID_CD =  A or V
Manufacturer Part ID PO_LN.MANUF_PART_ID Character 30 287 316 Optional
Manufacturer Revision ID PO_LN.MANUF_PART_RVSN_ID Character 3 317 319 Optional
Vendor Part ID PO_LN.VEND_PART_ID Character 30 320 349 Optional
Vendor Revision ID PO_LN.VEND_PART_RVSN_ID Character 3 350 352 Optional
Cert Of Conf Flag PO_LN.CERT_ OF_CNFRM_FL Character 1 353 353 Optional
QC Required Flag PO_LN.QC_REQD_FL Character 1 354 354 Optional
Source Insp Flag PO_LN.SRCE_INSP_FL Character 1 355 355 Optional
Overshipment Flag PO_LN.OVRSHP_ALLOW_FL Character 1 356 356 Optional
Match Type PO_LN.S_MATCH_TYPE Character 1 357 357 Optional
Project PO_LN_ACCT.PROJ_ID Character 30 358 387 Optional
Org PO_LN_ACCT ORG ID Character 20 388 407 Optional
Account PO_LN_ACCT.ACCT_ID Character 15 408 422 Optional
Project Abbrev PO_LN_ACCT.PROJ_ABBRV_CD Character 6 423 428 Optional
Org Abbrev PO_LN_ACCT.ORG_ABBRV_CD Character 6 429 434 Optional
Proj/Acct Abbrev PO_LN_ACCT.PROJ_ACCT_ABBRV_CD Character 6 435 440 Optional
Line Charge Type 1 PO_LN_CHG.LN_CHG_TYPE Character 6 441 446 Optional
Line Charge Cost 1 PO_LN_CHG.TRN_CHG_CST_AMT Number 16 447 462 Optional (-999999999999.99)
Line Charge Type 2 PO_LN_CHG.LN_CHG_TYPE Character 6 463 468 Optional
Line Charge Cost 2 PO_LN_CHG.TRN_CHG_CST_AMT Number 16 469 484 Optional (-999999999999.99)
Unit of Measure Code PO_LN.PO_LN_UM_CD Character 3 485 487 Optional
Date/Time Stamp Date/Time Stamp Date 10 488 497 Not used; leave 10 spaces. (MM/DD/YYYY)
Reference 1 PO_LN_ACCT.REF_STRUC_1_ID Character 20 498 517 Optional
Reference 2 PO_LN_ACCT.REF_STRUC_2_ID Character 20 518 537 Optional
Order Reference ID PO_LN.ORDER_REF_ID Character 10 538 547 Optional
Item PO_LN.ITEM_ID Character 50 548 597 Optional For fixed length file format, limit to 50 characters. For delimited file format, increase field size to 50.
Item Revision PO_LN.ITEM_RVSN_ID and USER_RVSN_FLD Character 10 598 607 Optional For fixed length file format, limit to 10 characters. For delimited file format, increase field size to 10.
Order Reference Type PO_LN.S_ORD_REF_TYPE_CD Character 1 608 608 Optional
Order Reference Line No PO_LN.ORDER_REF_LN_NO Number 4 609 612 Optional
Industry Class Code PO_LN.IND_CLASS_CD Character 8 613 620 Optional
CIS Withholding Flag PO_LN.CIS_WH_FL Character 1 621 621 Optional
Inventory Abbreviation Code PO_LN.INVT_ABBRV_CD Character 20 622 641 Optional For fixed length file format, limit to 20 characters. For delimited file format, increase field size to 20.
Requisition Line Key RQ_LN_KEY Integer 10 642 651 Optional
Warehouse ID PO_LN.WHSE_ID Character 8 652 659 Optional
Completed Work Retention Pct PO_LN.COMPLT_RET_PCT Number 10,8 660 669 Optional
Stored Materials Retention Pct PO_LN.STORED_RET_PCT Number 10,8 670 679 Optional
Mil Spec ID PO_LN.MIL_SPEC_ID Character 20 680 699 Optional
PO Match Type PO_LN. S_MATCH_CD Character 5 700 704 Optional
US Citizenship Required US_CITIZEN_FL Varchar (1) 705 705 Optional Applies only if PO type is not A, K or L.  Else, null.
ITAR Authorization Required ITAR_AUTH_FL Varchar (1) 706 706 Optional Applies only if PO type is not A, K or L.  Else, null.
Security Clearance System ID SEC_CLR_CD Varchar (6) 707 712 Optional Applies only if PO type is not A, K or L.  Else, null.
Issuing Agency AGENCY_NAME Varchar (30) 713 742 Optional Applies only if PO type is not A, K or L.  Else, null.
NAICS Code NAICS_CD Character 15 743 757 Optional
NSN NSN_ID Character 20 758 777 Optional
Manufacturer MANUF_ID Character 10 778 787 Optional

PO Line Notes Record (PO_LN_NOTES)

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (LN)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
PO Line Number PO_LN_NO/PO_LN_KEY Number 4 18 21 Required (999)
PO Line Text PO_LN_TX Character 1,000 22 1,021 Required

PO Line Text Record (PO_LN_TEXT)

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (LT)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
PO Line Number PO_LN_NO/PO_LN_KEY Number 4 18 21 Required (9999)
Text Code TEXT_CD Character 10 22 31 Required
Text Source Code S_TEXT_SRCE_CD Character 1 32 32 Required
Sequence Number SEQ_NO Number 4 33 36 Required (9999)
Text Revision TXT_CD_RVSN_NO Number 5 37 41 Optional If not provided in the input file, system will default the latest active revision for the company.

This must exist in the PO Standard Text table and the Standard Text-Where Used table with a code of P (Purchase Order).  P or P1-P8 (depending on PO Type of the purchase order).

PO Header SCI/SAP Security Codes

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (HC)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
Code Varchar 6 18 23 Required

PO Header SOW

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (HS)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
SOW ID SOW ID Varchar 50 18 67 Required
SOW Rev SOW_RVSN_ID Varchar 10 68 77 Optional If value is not provided, assume it to be ‘space’.

PO Line SCI/SAP Security Codes

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (LC)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
Code SCISAP_CLR_CD Varchar 6 18 23 Required

PO Line SOW

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (LS)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
SOW ID SOW_ID Varchar 50 18 67 Required
SOW Rev SOW_RVSN_ID Varchar 10 68 77 Optional If value is not provided, assume it to be ‘space’.

PO Line Resource

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (LR)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
Resource Line Number LINE_NO Varchar 10 18 27 Required
Resource Description RESOURCE_DESC Varchar 60 28 87 Conditionally Required Required only if a valid Service ID/Rev is not provided.
Service ID ITEM_ID Varchar 50 88 137 Optional
Service Revision ITEM_RVSN_ID Varchar 10 138 147 Optional
Number of Resources NO_OF_RESOURCES Number 10 148 157 Optional
Total Hours HRS Number 15 158 172 Optional (9999999999.9999)
Hourly Rate TRN_LAB_RT_AMT Number 15 173 187 Optional (9999999999.9999)
PLC BILL_LAB_CAT_CD Varchar 6 188 193 Optional
GLC GENL_LAB_CAT_CD Varchar 6 194 199 Optional
City CITY_NAME Varchar 25 200 224 Optional
State/Province MAIL_STATE_DC Varchar 15 225 239 Optional
Postal Code POSTAL_CD Varchar 10 240 249 Optional
Country COUNTRY_CD Varchar 8 250 257 Optional

PO Line Resource Vendor Employee

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type N/A Character 2 1 2 Required (LR)
PO ID PO_ID Character 10 3 12 Required
PO Release Number PO_RLSE_NO Number 5 13 17 Required (99999)
PO Line Number Number 4 18 21 Required (999)
Resource Line Number LINE_NO Varchar 10 22 31 Required Required
Vendor Employee ID VEND_EMPL_ID Varchar 12 32 43 Required

PO Line Delivery Schedule

Name Costpoint Table/Column Number of Characters Starting Position Ending Position Required/ Optional Format
Record Type Character 2 1 2 Required (DS)
PO ID Character 10 3 12 Required
PO Release Number Number 5 13 17 Required (99999)
PO Line Number Number 4 18 21 Required (9999)
Order Quantity Number 14 22 35 Required (999999999.9999)
Due Date Date 10 36 45 Required (MM/DD/YYYY)
Desired Date Date 10 46 55 Required (MM/DD/YYYY)
Original Due Date Date 10 56 65 Required (MM/DD/YYYY)