File Data Layout
The file data layout is explained below.
Inbound Requisition Layout
Starting Record
| Field Name | Starting Position | Length | Format | Costpoint Column | Notes |
|---|---|---|---|---|---|
| Type | 1 | 12 | literal
'@REQUISITION' |
||
| Custom Area Key | 13 | 3 | Null | ||
| Partner ID | 16 | 20 | Null | ||
| Std Agency | 36 | 1 | Null | ||
| Version | 37 | 10 | Null | ||
| Transaction Set | 47 | 6 | Null | ||
| Test/Prod Flag | 53 | 1 | Null | ||
| Release | 54 | 1 | blank | Null |
Inbound Requisition Layout - Header Record
| Field Name | Starting Position | Length | Format | Costpoint Column | Notes |
|---|---|---|---|---|---|
| Type | 1 | 12 | literal
'10 HEADER' |
||
| Action | 13 | 12 | literal '00' | ||
| Prefix | 25 | 4 | |||
| Number | 29 | 8 | Null | ||
| Suffix | 37 | 6 | Null | ||
| Ship-To Center | 43 | 12 | Use requestor’s default ship-to center from the eProcurement User List table.
The 20 character Costpoint ship-to address code will go in the new external ship-to address field. |
||
| Ship-To Addr ID | 55 | 12 | Null | ||
| Bill-To Center | 67 | 12 | Null | ||
| Bill-To Addr ID | 79 | 12 | Null | ||
| Type | 91 | 2 | Null | ||
| Date Entered | 93 | 8 | YYYYMMDD | RQ_HDR. RQ_DT | |
| Date Due | 101 | 8 | YYYYMMDD | Null | |
| Date Promised | 109 | 8 | YYYYMMDD | Null | |
| Total W/FRGT&TAX | 117 | 16 | 999999999.99999- | Null | |
| Total of Lines | 133 | 16 | 999999999.99999- | Null | |
| Total Tax | 149 | 16 | 999999999.99999- | Null | |
| Total Freight | 165 | 16 | 999999999.99999- | Null | |
| Distribution Code | 181 | 12 | RQ_HDR_DFLT. INVT_ABBRV_CD | ||
| Requestor | 193 | 12 | RQ_HDR. RQST_EMPL_ID | ||
| Requestor Name | 205 | 35 | Null | ||
| Currency Type | 240 | 4 | RQ_HDR.TRN_CRNCY_CD | ||
| Approval Class | 244 | 12 | 'APPROVED' if requisition has been approved, else leave Null | ||
| Suggested Vendor | 256 | 12 | RQ_HDR_DFLT. VEND_ID | ||
| Commodity Class | 268 | 12 | Null | ||
| Suggested Buyer | 280 | 12 | BUYER. EMPL_ID (from RQ_LN. BUYER_ID) | ||
| Work Order # | 292 | 20 | RQ_HDR. RQ_ID | ||
| Miscellaneous 1 | 312 | 20 | Null | ||
| Miscellaneous 2 | 332 | 20 | Null | ||
| Miscellaneous 3 | 352 | 20 | Null | ||
| Transfer From Grp | 372 | 12 | Null | ||
| Transfer To Grp | 384 | 12 | Null | ||
| Misc. Code 1 | 396 | 12 | Null | ||
| Misc. Code 2 | 408 | 12 | Null | ||
| WP Document ID | 420 | 12 | Null | ||
| Final Dest Ctr | 432 | 12 | Null | ||
| Final Dest Addr | 444 | 12 | Null | ||
| Origin. Center ID | 456 | 12 | Null | ||
| Type of Use | 468 | 12 | Null | ||
| Telephone | 480 | 20 | RQ_HDR. RQST_PHONE_ID (20 characters) | ||
| Procurement Type | 500 | 12 | Null | ||
| Contract Prefix | 512 | 4 | Null | ||
| Contract Number | 516 | 8 | Null | ||
| Contract Suffix | 524 | 6 | Null | ||
| Organization | 530 | 12 | Null | ||
| Override Status | 542 | 4 | Null or REQH. Export process will load REQH if user wants to modify it in eProcurement before submitting for approval. If null, req will be submitted for approval if it hasn't been approved already in Costpoint. | ||
| External Ship-to Address | 546 | 30 | RQ_HDR_DFLT.SHIP_ID (20 characters) | ||
| External Bill-to Address | 576 | 30 | Null |
Line Record (At least one required)
| Field Name | Starting Position | Length | Format | Costpoint Column | Notes |
|---|---|---|---|---|---|
| Type | 1 | 12 | literal
'50 LINE' |
||
| Action | 13 | 12 | '00' | ||
| Line Number | 25 | 6 | RQ_LN. RQ_LN_NO | ||
| Item Number | 31 | 20 | Miscellaneous Type code if applicable. For non-miscellaneous types, we will need a static value here. This can either be sent from Costpoint or defaulted in the eProcurement interface. This item number will be there to meet system requirements, but will not be displayed after the system-wide enhancement to show the full Costpoint item number and revision are in place. The exception will be any reports which are not on the Phase 2 critical report list. | ||
| Item Description | 51 | 60 | RQ_LN. RQ_LN_DESC | ||
| DT Entered | 111 | 8 | YYYYMMDD | RQ_LN. RQ_DT | |
| DT Due | 119 | 8 | YYYYMMDD | RQ_LN. RQST_DT | |
| QTY Requested | 127 | 16 | 999999999.99999- | RQ_LN. RQSTD_QTY | |
| QTY U/M | 143 | 4 | RQ_LN. RQ_LN_UM_CD | ||
| Unit Cost | 147 | 16 | 999999999.99999- | RQ_LN. EST_NET_UNIT_AMT | |
| Unit Cost U/M | 163 | 4 | RQ_LN. RQ_LN_UM_CD | ||
| Extended Cost | 167 | 16 | 999999999.99999- | RQ_LN. EST_RQ_LN_EXT_AMT | |
| Warehouse Group | 183 | 12 | Null | ||
| Distribution Code | 195 | 12 | RQ_LN. INVT_ABBRV_CD | ||
| Cost Code | 207 | 2 | Null | ||
| Commodity Class | 209 | 12 | Null | ||
| Buyer ID | 221 | 12 | BUYER. EMPL_ID | (from RQ_LN. BUYER_ID) | |
| Vendor ID | 233 | 12 | RQ_LN. PREF_VEND_ID | ||
| Ship Center | 245 | 12 | Null | ||
| Ship Addr ID | 257 | 12 | Null | ||
| Bill Center | 269 | 12 | Null | ||
| Bill Addr ID | 281 | 12 | Null | ||
| WP Doc ID | 293 | 12 | Null | ||
| Tax Percent | 305 | 8 | 999.999- | Null | |
| Tax | 313 | 16 | 999999999.99999- | RQ_LN. EST_SALES_TAX_AMT | |
| Freight | 329 | 16 | 999999999.99999- | 0 | |
| Direct Ship | 345 | 1 | Null | ||
| Item System Code | 346 | 12 | Inventory req line: Y or N | ||
| Misc Field 1 | 358 | 20 | RQ_LN. CLIN_ID | ||
| Misc Field 2 | 378 | 20 | RQ_LN. ORDER_REF_ID + ‘ – ‘ RQ_LN. ORDER_REF_LN_NO | ||
| Misc Field 3 | 398 | 20 | |||
| Misc Field 4 | 418 | 20 | |||
| Misc Field 5 | 438 | 20 | |||
| Vendor Catalog # | 458 | 30 | |||
| Final Dest | 488 | 12 | Null | ||
| Final Dest Addr | 500 | 12 | Null | ||
| Type of Use | 512 | 12 | Null | ||
| Procurement Type | 524 | 12 | Null | ||
| Misc Field 6 | 536 | 20 | |||
| Misc Field 7 | 556 | 20 | |||
| Misc Code 1 | 576 | 12 | |||
| Requestor Name | 588 | 35 | EMPL. LAST_FIRST_NAME | ||
| Telephone | 623 | 20 | RQ_HDR. RQST_PHONE_ID | ||
| Store# | 643 | 30 | Null | ||
| External Ship-to Address | 673 | 30 | RQ_LN. SHIP_ID (20 Characters) | ||
| External Bill-to Address | 703 | 30 | Null |
Distribution Account Record (Optional)
| Field Name | Start | Length | Format | Costpoint Column | Notes |
|---|---|---|---|---|---|
| Type | 1 | 12 | literal
’70 DISTRIB’ – header ’80 DISTRIB’ – line |
80 DISTRIB (line) level records will be sent when specific project/account/organizations are provided. They will not come in at the header level. | |
| Expanded or Compressed | 13 | 1 | E - Expanded (space between segments), C - Compressed | Default value = ‘C’ | |
| Account String | 14 | 70 | Max size is 65 if Compressed. | RQ_LN_ACCT. PROJ_ID, ORG_ID, ACCT_ID | Field - Project:
Start = Length = 25 Field - Org Start = 31 Length = 20 Field - Acct Start = 51 Length = 15 Project Should be 30 |
| Pct or Amt Flag | 84 | 1 | P or A | Default value = P | |
| Pct or Amt Value | 85 | 15 | 9.5 | 100 |
Note Record (Optional)
| Field Name | Starting Position | Length | Format | Costpoint Column | Notes |
|---|---|---|---|---|---|
| Type | 1 | 12 | literal ’20 NOTE’ if header note
literal ’60 NOTE’ if line note |
||
| Action | 13 | 12 | Null | ||
| Note Text | 25 | 70 | RQ_HDR. RQ_NOTES, (Header Note)
or Line 1 - RQ_LN. DEL_TO_FLD (25 Characters), Line 2 - RQ_LN. SHIP_VIA_FLD (15 Characters) Line 3 - RQ_LN_NOTES. RQ_LN_TXT (split into 70 characters sections) (Line Note) |
Attribute Record (Optional)
A record will be populated for each element listed below that is not Null or Blank on a Requisition Line.
| Field Name | Starting Position | Length | Format | Costpoint Column | Notes |
|---|---|---|---|---|---|
| [Attributes will be associated with proceeding 50 LINE requisition line.] | |||||
| Type | 1 | 12 | literal ’90 ATTRIBUTE’ | ||
| Attribute Category | 13 | 100 | CP LINE KEY,
CP COMMODITY, ITEM ID, ITEM REVISION, MANUF PART, MANUF REVISION, MIL SPEC ID, NSN ID, SUPPLIER PART, SUPPLIER REVISION WAREHOUSE ID |
||
| Attribute Code | 113 | 100 | RQ_LN. RQ_LN_KEY,
COMM_CD, ITEM_ID, USER_RVSN_FLD, MANUF_PART_ID, MANUF_PART_RVSN_ID, MIL_SPEC_ID, NSN_ID, VEND_PART_ID, VEND_PART_RVSN_ID WHSE_ID |
Specific Data Elements Required to Accommodate Additional Information from Costpoint
| Costpoint | Location in Import | Location for Catalog Item | To reside here in eProcurement | Modifiable on Req |
|---|---|---|---|---|
| (Attribute category names are suggestions unless noted) | ||||
| Requisition Line Key | Attribute | N/A | Category: CP LINE KEY | No |
| Commodity Code | Attribute | Catalog attribute | If relates to eProcurement commodity, req line commodity else attribute (Category: CP COMMODITY) | Yes |
| CLIN number (a government part number) | Miscellaneous field | To be manually entered on eProcurement reqs. | Req line miscellaneous field. Line level field. Often need to enter manually. | Yes |
| Deliver To | Note | Can be manually added as a note | Header or line item external note | Yes |
| Item ID | Attribute | Catalog attribute | Category: ITEM ID | Yes
(must be valid) |
| Item Revision | Attribute | Catalog attribute | Category: ITEM REVISION (or should this field be concatenated onto the Item ID? | Yes
(must be valid) |
| Manufacturer’s Part No. | Attribute | Catalog attribute | Category: MANUF PART (use this category name) | Yes |
| Manufacturer Part Revision | Attribute (shouldn’t be combined with part no.) | Catalog attribute | Category: MANUF REVISION | Yes |
| MIL Spec ID | Attribute | Attribute | Category: MIL SPEC ID | Yes |
| Warehouse ID | Attribute | Attribute | Category:
WAREHOUSE ID |
Yes |
| Miscellaneous Type | Attribute | Attribute | Req line item number | Yes
Must be valid Misc Type |
| NSN ID | Attribute | Catalog attribute | Category: NSN ID | Yes |
| Order Reference ID
And Line |
A Misc Field | Misc Field (if marketbuilder; would be the customer PO number) | Can be combined | Costpoint reqs: No
eProcure. Reqs: Yes |
| Ship Via | Line level external note | Line level external note | Yes | |
| Taxable | ‘Tax’ field on requisition line. If tax = 0, not taxable but you can override. | Tax will default based on eProcurement tax tables | Requisition line tax amount | Yes |
| Vendor Part ID | Attribute | Catalog attribute | Category: SUPPLIER REVISION | Yes |
| Project ID | These 3 elements can either be sent in a 70 DISTRIB or 80 DISTRIB record, or a valid Distribution Code may be sent in and eProcurement will attach the associated project/organization/account. | Assigned distribution ID or user entry (when not an inventory item) | Distribution Account table. | Yes
When modified, Project/Org/Acct must be automatically adjusted on req line. |
| Account ID | See above | No | ||
| Org ID | See above | No | ||
| Certificate of Conformance | Attribute | Catalog attribute | Yes | |
| Source Inspection Flag | Attribute | Catalog attribute | Yes | |
| QC Required Flag | Attribute | Catalog attribute | Yes |