Costpoint Help

Input Files and Database Tables

The Import Vendors preprocessor allows you to import vendor information either from an ASCII input file produced from PRO-III system or a database table.

This help topic contains information on how to prepare an input file or database table that Costpoint can use to import vendor records.

Note: The input file layout may contain fields that are available only in Costpoint Advanced. If you are using Costpoint Essentials, these fields are excluded from the import process and may be left blank or null when you create the input file.

ASCII Input File

The input file used by the Import Vendors preprocessor must be a standard ASCII text file without null characters. Each record to be included must be on a separate line in the input file, separated with a combination of carriage return and line feed characters (ASCII decimal characters 13 and 10).

Each record must be in a separate line in the input file. There are separate formats for vendor and vendor address records. Vendor records are identified by the V record type and will be imported to the VEND table, while Vendor address records are identified by the A record type and will be imported to the VEND_ADDR table.

When starting a line in the input file, you must first enter the record type as the first field to identify the record as a vendor or vendor address. Costpoint then imports that record to the appropriate table.

See the Vendor Input File Format (VEND) and Vendor Address Input File Format (VEND_ADDR) tables for the input file layouts expected by Costpoint.

Database Tables

You can use database tables as the input source for importing vendor or vendor address records. You must create an AOPUTLVU_INP_VEND table for vendor records and an AOPUTLVU_INP_VENDA table for vendor address records. These tables use the same format as the input file but the first field uses status codes, instead of record type. Status codes for both input table types must be set to 'U' to indicate that a record is unprocessed or has not been imported yet into Costpoint.

Input File Excel Template

For Costpoint 2025.x and later releases, you can download the Excel template file specifically designed for this preprocessor from the Costpoint Preprocessor Guides page on the Deltek Learning Hub.

For Costpoint 8.1, the input file is available on the Developer Resources page in the Costpoint Information Center.

Excel templates for the other Costpoint preprocessors can be found in these same locations.

Vendor Input File Format (VEND)

Use this input file layout to enter a vendor record (record type 'V'). The following table lists the entries contained in each record of the vendor input file.

For Costpoint Essentials users, the following columns are processed by default, regardless of the values you entered in the input file:

  • Vendor Group Code (VEND_GRP_CD): The value of this column is ignored and not entered in the database.

  • NON-US EFT Active (NON_US_ACTIVE_FL): The value of this column is set to N by default.

  • NON-US Bank ID (NON_US_BANK_ID): The value of this column is ignored and not entered in the database.

  • Enable Supplier Portal: (SUPPLIER_PORTAL_FL): The value of this column is set to N by default.

    Seq. No.

    Column Name

    Costpoint Table/Column

    Type

    Length

    Required or Optional

    Format

    1

    Record Type/ Status Code

    N/A

    Character

    1

    Required

    Must be V for Vendor.

    2

    Vendor ID

    VEND_ID

    Alphanumeric

    12

    Required

    3

    Vendor Approval Code

    VEND_APPRVL_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    4

    Vendor Name

    VEND_NAME

    Alphanumeric

    25

    Required

    5

    Vendor Long Name

    VEND_LONG_NAME

    Alphanumeric

    40

    Optional

    6

    Vendor Terms

    TERMS_DC

    Alphanumeric

    15

    Optional

    7

    Location

    VEND_NAME_EXT

    Alphanumeric

    6

    Optional

    8

    Hold Payment Flag

    HOLD_PMT_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    9

    1099 Tax ID

    AP_1099_TAX_ID

    Alphanumeric

    20

    Optional

    10

    1099 Type Code

    S_AP_1099_TYPE_CD

    Alphanumeric

    6

    Optional

    11

    Print 1099

    PRNT_1099_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    12

    Allow Auto Voucher

    AUTO_VCHR_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    13

    A/P Account Description

    AP_ACCTS_KEY

    Alphanumeric

    30

    Optional

    14

    Cash Account Description

    CASH_ACCTS_KEY

    Alphanumeric

    30

    Optional

    15

    Vendor Notes

    VEND_NOTES

    Alphanumeric

    254

    Optional

    16

    Vendor Group Code

    VEND_GRP_CD

    Alphanumeic

    6

    Optional

    17

    Pay Vendor

    AP_CHK_VEND_ID

    Alphanumeric

    12

    Optional

    18

    Allow Edits to Pay Vendor

    ED_VCH_PAY_VEND_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    19

    Pay When Paid

    PAY_WHEN_PAID_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    20

    Separate Check

    SEP_CHK_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    21

    Vendor Status for PO

    S_VEND_PO_CNTL_CD

    Character

    1

    Optional

    22

    Business Size Class Code

    S_CL_SM_BUS_CD

    Character

    1

    Optional

    Enter S (Small) or L (Large).

    23

    Woman Owned

    CL_WOM_OWN_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    24

    Disadvantaged

    CL_DISADV_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    25

    HUB Zone

    CL_LAB_SRPL_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    26

    Historic Black College

    CL_HIST_BL_CLG_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    27

    Veteran Owned

    CL_VET_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    28

    Service Disabled Veteran Owned

    CL_SD_VET_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    29

    Blank Laser Check Memo

    CHK_MEMO_S

    Alphanumeric

    25

    Optional

    30

    Customer Account

    CUST_ACCT_FLD

    Alphanumeric

    20

    Optional

    31

    Employee ID

    EMPL_ID

    Alphanumeric

    12

    Optional

    32

    ANC and Indian Tribes

    CL_ANC_IT_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    33

    Certification Date

    VEND_CERT_DT

    Date

    10

    Optional

    34

    Certification Number

    Number

    20

    Optional

    35

    eProcurement Vendor

    EPROCURE_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    36

    FOB

    FOB_FLD

    Alphanumeric

    15

    Optional

    37

    Ship Via

    SHIP_VIA_FLD

    Alphanumeric

    15

    Optional

    38

    Payroll Vendor

    PR_VEND_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    39

    Time Collection Expense Class

    Alphanumeric

    20

    Optional

    40

    Vendor 1099 Name

    VEND_1099_NAME

    Alphanumeric

    40

    Optional

    41

    SM Subcontractor Flag

    SM_SUBCTR_FL

    Character

    1

    Optional

    Y (Yes) or N (No)

    For use if licensed for Subcontractor Management.

    If null, this will be set to N.

    42

    Vendor Employee Approval Group Code

    VE_APPRVL_GRP_CD

    Character

    6

    Optional

    For use if:

    • SM license is ON or available and
    • SM Subcontractor Flag = Y and
    • Vendor Employee Requires Approval = Y in AP_SETTINGS table and

    • Use Vendor Employee Approval Groups = Y in AP_SETTINGS table

      This is set to NULL if:

    • Subcontractor Management (SM) license is OFF or

      -SM license is ON and SM Subcontractor Flag = N. or

    • SM license is ON and SM Subcontractor Flag = Y and Vendor Employee Requires Approval = N in AP_SETTINGS table or
    • SM license is ON and SM Subcontractor Flag = Y and Vendor Employee Requires Approval = Y in AP_SETTINGS table and Use Vendor Employee Approval Groups = N in AP_SETTINGS table.

    43

    DUNS Number

    DUNS_NO

    Alphanumeric

    15

    Optional

    		 
    </td></tr><tr id="GUID-D02CC617-2D5C-4317-B48E-734387C82796" class="ID-00014339"><td class="ID-0001434e"><p>44</p></td><td class="ID-00014350"><p>CAGE Code</p></td><td class="ID-00014350"><p>CAGE_CD</p></td><td class="ID-00014350"><p>Alphanumeric</p></td><td class="ID-00014350"><p>15</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350">



</td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>45</p></td><td class="ID-00014350"><p>8(a) Certified</p></td><td class="ID-00014350"><p>CL_8A_FL</p></td><td class="ID-00014350"><p>Character</p></td><td class="ID-00014350"><p>1</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>Enter <strong>Y</strong> (Yes) or <strong>N</strong> (No).</p></td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>46</p></td><td class="ID-00014350"><p>AbilityOne Non-Profit Agency</p></td><td class="ID-00014350"><p>CL_ABIL_ONE_FL</p></td><td class="ID-00014350"><p>Character</p></td><td class="ID-00014350"><p>1</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>Enter <strong>Y</strong> (Yes) or <strong>N</strong> (No).</p></td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>47</p></td><td class="ID-00014350"><p>GovWin IQ Company ID</p></td><td class="ID-00014350"><p>GOVWIN_COMP_ID</p></td><td class="ID-00014350"><p>Alphanumeric</p></td><td class="ID-00014350"><p>15</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350">



</td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>48</p></td><td class="ID-00014350"><p>Vendor Web Site</p></td><td class="ID-00014350"><p>VEND_WEB_SITE</p></td><td class="ID-00014350"><p>Alphanumeric</p></td><td class="ID-00014350"><p>1024</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350">



</td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>49</p></td><td class="ID-00014350"><p>UEI Number</p></td><td class="ID-00014350"><p>UEI_NO</p></td><td class="ID-00014350"><p>Alphanumeric</p></td><td class="ID-00014350"><p>12</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350">



</td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>50</p></td><td class="ID-00014350"><p>Enable Digital Signature</p></td><td class="ID-00014350"><p>DIGITAL_SIG_FL</p></td><td class="ID-00014350"><p>Character</p></td><td class="ID-00014350"><p>1</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>Enter <strong>Y</strong> (Yes) or <strong>N</strong> (No).</p></td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>51</p></td><td class="ID-00014350"><p>Enable Supplier Portal</p></td><td class="ID-00014350"><p>SUPPLIER_PORTAL_FL</p></td><td class="ID-00014350"><p>Character</p></td><td class="ID-00014350"><p>1</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>Enter <strong>Y</strong> (Yes) or <strong>N</strong> (No).</p></td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>52</p></td><td class="ID-00014350"><p>Intracompany Vendor</p></td><td class="ID-00014350"><p>IC_VEND_FL</p></td><td class="ID-00014350"><p>Character</p></td><td class="ID-00014350"><p>1</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>Enter <strong>Y</strong> (Yes) or <strong>N</strong> (No).</p></td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>53</p></td><td class="ID-00014350"><p>Performing Company</p></td><td class="ID-00014350"><p>PERF_COMPANY_ID</p></td><td class="ID-00014350"><p>Alphanumeric</p></td><td class="ID-00014350"><p>10</p></td><td class="ID-00014350"><p>Required if you enter <strong>Y</strong> in the <strong>Intracompany</strong> column. Otherwise, optional.</p></td><td class="ID-00014350">



</td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>54</p></td><td class="ID-00014350"><p>LGBTQ+ Owned</p></td><td class="ID-00014350"><p>CL_LGBTQ_FL</p></td><td class="ID-00014350"><p>Character</p></td><td class="ID-00014350"><p>1</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>Enter <strong>Y</strong> (Yes) or <strong>N</strong> (No).</p></td></tr><tr class="ID-00014339"><td class="ID-0001434e"><p>55</p></td><td class="ID-00014350"><p>1099 State</p></td><td class="ID-00014350"><p>AP_1099_STATE_CD</p></td><td class="ID-00014350"><p>Alphanumeric</p></td><td class="ID-00014350"><p>2</p></td><td class="ID-00014350"><p>Optional</p></td><td class="ID-00014350"><p>The value you enter in this field must match an existing state code in Costpoint. Refer to the <a href="apx_States_and_Codes.md">States and Codes</a> special topic to view valid state codes.</p></td></tr></tbody>
</table>

    Vendor Address Input File Format (VEND_ADDR)

    Use this input file layout to enter a vendor address record (record type 'A'). The following table lists the entries contained in each record of the vendor address input file.

    Seq. No.

    Column Name

    Costpoint Table/Column

    Type

    Length

    Required or Optional

    Format

    1

    Record Type/ Status Code

    N/A

    Character

    1

    Required

    Must be A for Vendor Address.

    2

    Vendor ID

    VEND_ID

    Alphanumeric

    12

    Required

    3

    Address Code

    ADDR_DC

    Alphanumeric

    10

    Required

    4

    US EFT Active

    ACTIVE_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    5

    Order Address Code

    S_ORD_ADDR_CD

    Character

    1

    Optional

    6

    Payment Address Code

    S_PMT_ADDR_CD

    Character

    1

    Required

    7

    Address Line 1

    LN_1_ADR

    Alphanumeric

    40

    Optional

    8

    Address Line 2

    LN_2_ADR

    Alphanumeric

    40

    Optional

    9

    Address Line 3

    LN_3_ADR

    Alphanumeric

    40

    Optional

    10

    City Name

    CITY_NAME

    Alphanumeric

    25

    Optional

    11

    Payment State

    MAIL_STATE_DC

    Alphanumeric

    15

    Optional

    12

    Payment Country

    COUNTRY_CD

    Alphanumeric

    8

    Optional

    13

    Postal Code

    POSTAL_CD

    Alphanumeric

    10

    Optional

    14

    Phone ID

    PHONE_ID

    Number

    25

    Optional

    15

    Other Phone ID

    OTH_PHONE_ID

    Number

    25

    Optional

    16

    Fax No.

    FAX_ID

    Number

    25

    Required

    17

    Email

    EMAIL_ID

    Alphanumeric

    100

    Required

    18

    EFT Payment

    EFT_PMT_CD

    Character

    6

    Optional

    19

    Bank ID. (ABA No.)

    BANK_ABA_NO

    Alphanumeric

    9

    Required if you enter Y in the US EFT Active column. Otherwise, optional.

    20

    Bank Account

    BANK_ACCT_ID_S

    Number

    17

    Required if you enter Y in the US EFT Active column and the Non-US Bank Account column is blank.

    Otherwise, optional.

    21

    ACH Code

    S_ACH_TRN_CD

    Alphanumeric

    2

    Optional

    22

    Non-US Bank Account

    NON_US_BANK_ACCT_ID

    Alphanumeric

    25

    Optional

    23

    Print EFT Advice

    PRINT_EFT_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No).

    24

    Originator ID Code

    EDI_N104_CD

    Alphanumeric

    80

    Optional

    25

    Bank Reference

    BANK_ACCT_REF_CD

    Alphanumeric

    18

    Optional

    26

    IBAN Code

    IBAN_CD

    Alphanumeric

    34

    Optional

    27

    Ship ID

    SHIP_ID

    Alphanumeric

    20

    Optional

    28

    Sales Tax Code

    SALES_TAX_CD

    Alphanumeric

    6

    Optional

    29

    Intermediary Bank ID

    IB_BANK_ID

    Alphanumeric

    15

    Optional

    30

    SWIFT Code

    SWIFT_CD

    Alphanumeric

    11

    Optional

    31

    NON-US EFT Active?

    NON_US_ACTIVE_FL

    Character

    1

    Optional

    32

    NON-US Bank ID

    NON_US_BANK_ID

    Alphanumeric

    34

    Optional

    33

    Email EFT Advice

    EMAIL_EFT_FL

    Character

    1

    Optional

    Enter Y (Yes) or N (No)

    34

    UEI Number

    UEI_NO

    Alphanumeric

    12

    Optional

    Parent Topic:

    Related Topics for the Import Vendors Screen