Deltek Connector Costpoint to GovWin CRM Integration Pack 2.1

Transcription

1 Deltek Connector Costpoint to GovWin CRM Integration Pack 2.1 User s Guide For Costpoint 7.0 Users March 9, 2012

2 While Deltek has attempted to verify that the information in this document is accurate and complete, some typographical or technical errors may exist. The recipient of this document is solely responsible for all decisions relating to or use of the information provided herein. The information contained in this publication is effective as of the publication date below and is subject to change without notice. This publication contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, or translated into another language, without the prior written consent of Deltek, Inc. This edition published March Deltek, Inc. Deltek s software is also protected by copyright law and constitutes valuable confidential and proprietary information of Deltek, Inc. and its licensors. The Deltek software, and all related documentation, is provided for use only in accordance with the terms of the license agreement. Unauthorized reproduction or distribution of the program or any portion thereof could result in severe civil or criminal penalties. All trademarks are the property of their respective owners. User s Guide ii

3 Contents Overview... 1 If You Need Assistance... 2 CRM Integration Overview... 4 Configure Customer Options... 6 Setting Up Customer Information Options Configure Employee Options Setting Up Employee Information Options Configure Organization Options Setting Up Organization Information Options Configure Project Options Setting Up Project Information Options Configure Vendor Options Setting Up Vendor Information Manage Project Level Mapping Manage Interface Configuration and Scheduler Manage Interface Elements Integration Best Practices Appendix A: Error Messages User s Guide iii

4 Overview Overview Welcome to the Deltek Connector Costpoint to GovWin CRM Integration Pack User s Guide. This guide provides information for using the Deltek Connector Costpoint to GovWin CRM (On- Premise) Integration Pack and the Deltek Connector Costpoint to GovWin CRM (SaaS) Integration Pack. Both use the same integration platform, Deltek Connector. This guide uses GovWin CRM to refer to both On-Premise and hosted products. This document discusses the applications and corresponding fields in Costpoint that you can use to integrate data into GovWin CRM. These applications allow you to integrate Customer/Client, Employee, Organization, Project/Contract, and Vendor/Partner information. You can also use applications mentioned in this guide to map employee data records, vendors/partners, customer data, and organization/team structures between Costpoint and GovWin CRM. Please confirm that your Costpoint and CRM data are configured correctly (for example, data types and level setup, including organization and project structures) before you use any of the Deltek Costpoint to CRM tools. If you have any questions or problems, contact Deltek's Application Integration Group or Deltek Technical Support. For installation information, please refer to the Deltek Connector Installation Guide and the Deltek Connector Costpoint to GovWin CRM (On-Premise/SaaS) Integration Pack Installation Guide. This guide supports Deltek Connector Costpoint to GovWin CRM 6.1 SP4 Integration Pack installations on Deltek Costpoint 7.0. User s Guide 1

5 If You Need Assistance If You Need Assistance Customer Care Connect Site The Deltek Customer Care Connect site is a support Web site for Deltek customers who purchase an Ongoing Support Plan (OSP). The following are some of the many options that the Customer Care Connect site provides: Download the latest versions of your Deltek products Search Deltek s knowledge base Display or download product information, such as release notes, user guides, technical information, and white papers Submit a support case and check on its progress Transfer requested files to a Customer Care analyst Use Quick Chat to submit a question to a Customer Care analyst online Ask questions, exchange ideas, and share knowledge with other Deltek customers through the Deltek Connect Customer Forums Subscribe to Deltek communications about your products and services Receive alerts of new Deltek releases and hot fixes For more information regarding Deltek Customer Care Connect, refer to the online help available from the Web site. Access Customer Care Connect To access the Customer Care Connect site, complete the following steps: 1. Go to 2. Enter your Customer Care Connect Username and Password. 3. Click Log In. If you forget your username or password, you can click the Account Assistance button on the login screen for help. User s Guide 2

6 If You Need Assistance Available Documentation for this Release The following table lists the Deltek documentation available for this release. Except where noted, all the user guides and quick reference guides listed in this table are available for download from the Deltek Customer Care Connect site. Document Name Deltek Connector Costpoint to GovWin CRM 2.1 Release Notes Deltek Connector 2. 1 Installation Guide Deltek Connector Costpoint to GovWin CRM (On- Premise/SaaS) Integration Pack 2.1 Installation Guide Deltek Connector Costpoint to GovWin CRM Integration Pack 2. 1 Technical Guide For Costpoint 7.0 Users Deltek Connector Costpoint to GovWin CRM Integration Pack 2.1 Technical Guide For Costpoint 6.1 Users Description This document contains the features in the Deltek Connector Costpoint to GovWin CRM Integration Pack release. This applies to both On-Premise and hosted installations. This document contains instructions on how to successfully install Deltek Connector. This document contains instructions on how to install the Costpoint to GovWin CRM Integration Pack. This guide applies both On-Premise and hosted installations. These documents contain technical information about Costpoint to GovWin CRM integration process. The information includes tables used by the GovWin CRM integration applications available in Costpoint. User s Guide 3

7 CRM Integration Overview CRM Integration Overview Use the GovWin CRM integration applications in Costpoint to set up mapping tables and establish parameter records that will be used to export existing customer, employee, organization, project, vendor, and cost data from Costpoint into GovWin CRM. Note that the active company will be stored with the parameters. These parameters will be used to filter data in the actual integration processes as appropriate. Export parameters refer to the criteria that you define in order to limit the integration process to a specific range of data. For example, if you only need to transfer the address information of Commercial type customers to GovWin CRM, you will need to use the Configure Customer Options screen in Costpoint and perform the following: 1. From the Options drop-down list for Customer Types, select One. 2. Enter, or click to select, Commercial in the Start field for Customer Types. 3. In the Select Customer Information group box, select the Addresses check box, and leave the Basic Information and Address Contacts check boxes blank. The next sections discuss the basic procedures for configuring the following integration applications. Some of next sections also list the definitions of each field that you can use in these GovWin CRM integration applications: In order to run these applications, you must be licensed for the Deltek Connector Costpoint to GovWin CRM Integration Pack. Please confirm that your Costpoint and GovWin CRM data are configured correctly (for example, data types and level setup, including organization, project, and account structures) before using this interface. If you have any questions or problems, contact Deltek's Application Integration Group or Deltek Technical Support. GovWin CRM integration applications consist of the following screens which you can access by going to Administration» System Administration» System Administration Interfaces. Configure Customer Options Use this application to define export parameters for customer, customer address, and customer contact information. The integration process will use these parameters to download this information from Costpoint into GovWin CRM. Customer information is established on the Manage Customers screen in Costpoint Accounting. Configure Employee Options Use this application to define export parameters for employee information. The integration process will use these parameters to download this information from Costpoint into GovWin CRM. General employee information is established on the Manage Employee Information screen in Costpoint People. Configure Organization Options Use this application to define export parameters for organization information. The integration process will use these parameters to download this information from Costpoint into GovWin CRM. Organization information is maintained in the applications in the Organizations menu in Costpoint General Ledger. User s Guide 4

8 CRM Integration Overview Configure Project Options Use this application to define export parameters for project information. The integration process will use these parameters to download this information from Costpoint into GovWin CRM. General project information is established on the Manage Project User Flow screen in Costpoint Projects where you can also assign an owning Organization and project type to each project record. Configure Vendor Options Use this application to define export parameters for vendor, vendor address, and vendor contact address information. The integration process will use these parameters to download this information from Costpoint into GovWin CRM. Vendor information is established on the Manage Vendors screen in Costpoint Accounting. Manage Project Level Mapping Use this application to map Costpoint project levels by top-level project ID to Work Breakdown Structures (WBS) levels in GovWin CRM (WBS1, WBS2, and WBS3). Depending upon the structure of your projects within Costpoint and how those structures relate to your use of GovWin CRM, you may be able to set up a limited number of mapping records and use the default mapping feature when transferring data. User s Guide 5

9 Configure Customer Options Configure Customer Options Use this screen to define export parameters for customer, customer address, and customer contact information. The integration process uses these parameters to download this information from Costpoint into GovWin CRM. Customer information is established on the Manage Customers screen. Use this screen after you have properly configured your customer information in the Manage Customers screen and before setting up interface instances in the Manage Interface Configuration and Scheduler screen. After specifying your preferences, click to run this process. To access this screen, go to Administration» System Administration» System Administration Interfaces. Screen Options The Configure Customer Options screen contains the following options which you can use to define your export parameters for the integration process. Identification Use the fields in this group box to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query. You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary. Parameter ID Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. Description Enter, or click to select, a parameter description of up to 30 alphanumeric characters. Selection Ranges Use the fields in this group box to specify the ranges of customers, customer types, customer address codes, and/or customer address contacts you want to use in this process. User s Guide 6

10 Configure Customer Options Customers Options From the drop-down list, select the desired range of customer IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting customer ID. End Enter, or click to select, the ending customer ID. Customer Types Options From the drop-down list, select the desired range of customer types you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting customer type. End Enter, or click to select, the ending customer type. Customer Address Codes Options You must select the Addresses check box in the Customer Information group box to enable this drop-down list box. From the drop-down list, select the desired User s Guide 7

11 Configure Customer Options range of customer address codes you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting customer address code. End Enter, or click to select, the ending customer address code. Customer Address Contacts Options You must select the Address Contacts check box in the Customer Information group box to enable this drop-down list box. From the drop-down list, select the desired range of customer address contact IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting customer address contact. End Enter, or click to select, the ending customer address contact. Options Use this group box to specify additional options for this process. Version From the drop-down list, select the GovWin CRM version for this parameter record. Valid options are: User s Guide 8

12 Configure Customer Options CRM/GovWin 4.1 CRM/GovWin 5.x Use Last Processed Time Stamp Select this check box to download customer information that is new or has changed in Costpoint since the last time the interface process was run. Clear this check box to download all applicable customer information in Deltek Costpoint, in accordance with this screen's settings, regardless of when the interface process was last run. Customer Information Use the check boxes in this group box to download customer basic information, addresses, and/or contacts in accordance with the other selections in this screen. Basic Information Select this check box to download basic customer information from the applicable records on the Manage Customers screen. Addresses Select this check box to download customer address information from the applicable records in the table window on the Manage Customers screen. Selecting this check box enables the Customer Address Codes drop-down list box. Address Contacts Select this check box to download customer contact information from the applicable records in the SO Address/Contacts tabs of the Manage Customers screen. Selecting this check box enables the Customer Address Contacts drop-down list box. Address Option If you select only the Basic Information check box in the Customer Information group box, all items in this group box are disabled. However, if you clear all the check boxes in the Customer Information group box, or if you select the Addresses and/or Address Contacts check boxes, all items in this group box are enabled. Use this group box to specify additional options for exporting addresses. Billing Option From the drop-down list, select which billing address information is downloaded for the customer range specified in this parameter record. Billing address information is specified as D (Default billing address), Y (valid billing address), or N (invalid billing address) in the Bill Code field for each address line in the table window on the Manage Customers screen. Valid options are: All Select this option to download billing address information from customers whose bill code is D or Y for each line in table window on the Manage Customers screen. Default Only Select this option to download billing address information from customers whose bill code is D for each line in the table window on the Manage Customers screen. None Select this option to prevent any billing address information from being included in the download. Shipping Option From the drop-down list, select which shipping address information is downloaded for the customer range specified in this parameter record. Shipping address information is specified as D (Default shipping address), Y (valid shipping address), or N (invalid shipping address) in the Ship To field for each address line in the table window on the Manage Customers screen. Valid options are: All Select this option to download billing address information from customers whose bill code is D or Y for each line in table window on the Manage Customers screen. User s Guide 9

13 Configure Customer Options Default Only Select this option to download billing address information from customers whose bill code is D for each line in the table window on the Manage Customers screen. None Select this option to prevent any billing address information from being included in the download. Other Option From the drop-down list, specify whether to download non-billing and non-shipping address information. Valid options are: All Select this option to download all non-billing and non-shipping address information (that is, where the Bill Code and Ship To fields for each address line in the table window on the Manage Customers screen are N) for the customer range specified in this parameter record. None Select this option to prevent any non-billing and non-shipping address information from being included in the download. Primary Address Code Use this field to enter an address code that indicates that an address is a primary address. The primary address code established in this field flags the record as a primary address in GovWin CRM. Table Information Customer Address, Customer Type, and Customer Address Contact information is stored in the following tables, respectively: CUST_ADDR CUST_TYPE CUST_ADDR_CNTACT Parameter data for the record is stored in the X_OBJ_SUPP table. Error Messages and Conditions This section provides error messages that may display on the Configure Customer Options screen. The following table lists each error along with the corresponding conditions and remedies for each error. Message Condition Remedy You are not licensed to run this function. This parameter definition is assigned to an interface. Please remove this assignment before attempting to delete this definition. This is an invalid customer ID. Error. You are not licensed for GovWin CRM Integration. Error. You cannot delete an object parameter if it is used within an object instance definition. Error. The Customers selection range is One, and the Start customer is not a valid customer ID (CUST_ID). Contact your Costpoint System Administrator. Disassociate the parameter ID from the object instance. Use to select a valid customer ID. User s Guide 10

14 Configure Customer Options Message Condition Remedy This is an invalid customer type. Error. The Customer Types is One and the Start customer type is not a valid customer type (CUST_TYPE_DC). Use to select a valid customer type. This is an invalid customer address code. Error. The Primary Address Code is not blank and the address code (ADDR_DC) does not exist in the CUST_ADDR table. Use value. to select a valid This is an invalid customer address code. This is an invalid customer address contact ID. You must check at least one customer information check box. You must select at least one address type. Error. The Customer Address Codes selection range is One and the Start customer address is not a valid customer address code (ADDR_DC). Error. The Customer Address Contacts selection range is One and the Start customer address contact (CNTACT_ID) is not valid. Error. None of the Basic Information, Addresses, or Address Contacts check boxes have been selected. Error. No billing addresses, no shipping addresses, and no nonbilling/non-shipping addresses have been selected, and the Addresses check box has been selected. Use to select a valid customer address code. Use to select a valid customer address contact. Select one or more check boxes in the Customer Information group box. Select one or more address codes in the Customer Address Codes group box. User s Guide 11

15 Setting Up Customer Information Options Setting Up Customer Information Options Before you can transfer Customer (Client) information from Costpoint to GovWin CRM, you must use the Configure Customer Options screen to the define selection criteria for the customer (client) data information that you want to include in the integration process. To configure your customer data transfer options, complete the following steps: This procedure is intended to be used as a general guideline. For more information, refer to the Configure Customer Options section and the Costpoint online help. 1. In Costpoint, click Administration» System Administration» System Administration Interfaces» Configure Customer Options. The Configure Customer Options screen displays. 2. Enter a value in the Parameter ID field.. This ID must be a unique code representing your settings on the screen. You can use the parameter ID to retrieve the settings that you just made by using the Query function. 3. Use the fields in the Selection Ranges group box to filter the customers, customer types, customer address codes, and customer address contacts that you want to include in the integration process. 4. From the Version drop-down list, select the appropriate version of your GovWin CRM installation. 5. If necessary, select the Use Last Processed Time Stamp check box to select rows that are new or modified from the last time the integration process ran. Leave this check box blank if you want to include all rows that meet your other criteria regardless of the time stamp. 6. Select the check boxes in the Customer Information group box to indicate whether to download the basic information, addresses, and/or contacts for the range of customers that you specify. 7. In the Address Option group box, select the specific address information you need. You can select billing, shipping, non-billing, and/or non-shipping information for the range of customers that you specify. User s Guide 12

16 Setting Up Customer Information Options The Address Option group box is only available if you select the Addresses and Address Contacts check boxes in the Customer Information group box. You can also access this group box if you clear all the check boxes in the Select Customer Information group box. 8. Click to apply all your changes and settings. 9. After setting up the export parameters for customer, customer address, and customer contact information, use the Manage Interface Configuration and Scheduler screen (Administration» System Administration» System Administration Interfaces) to schedule an integration process. For more information on scheduling an integration process, refer to the Interface Configuration and Scheduler section and the Costpoint online help. User s Guide 13

17 Configure Employee Options Configure Employee Options Use this screen to define export parameters for employee information. The integration process uses these parameters to download this information from Costpoint into GovWin CRM. You must have access to Costpoint Personnel, and populate Costpoint with the employees' degrees, professional organizations, and skills information in order to include this information in the download. If you do not have access to Costpoint Personnel, this screen is not fully functional. Before you use this screen, you must first: Configure employee information using the Manage Employee Information screen. Establish degree codes on the Manage Degree Codes screen. Establish professional organization codes on the Manage Professional Organization Codes screen. Establish skill codes on the Manage Skill Codes screen. Assign degree, professional organization, and skill codes to employee records using the Manage Education, Skills & Training Data screen. After specifying your preferences, click to run this process. Screen Options The Configure Customer Options screen contains the following options which you can use to define your export parameters for the integration process. Identification Use the fields in this group box to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query. You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary. Parameter ID Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. Description Enter, or click to select, a parameter description of up to 30 alphanumeric characters. User s Guide 14

18 Configure Employee Options Selection Ranges Use the fields in this group box to specify the ranges of employee IDs, organizations codes, skills codes, professional organization codes, and/or degree codes you want to use in this process. Employee Option From the drop-down list, select the desired range of employee IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting employee ID. End Enter, or click to select, the ending employee ID. Organizations Option From the drop-down list, select the desired range of organization codes you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting organization code. End Enter, or click to select, the ending organization code. User s Guide 15

19 Configure Employee Options Skill You must select the Skills check box in the Employee Information group box to enable this drop-down list. Option From the drop-down list, select the desired range of skill codes you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting skill code. End Enter, or click to select, the ending skill code. Professional Org You must select the Professional Orgs check box in the Employee Information group box to enable this drop-down list. Option From the drop-down list, select the desired range of professional organization codes you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting professional organization code. End Enter, or click to select, the ending professional organization code. User s Guide 16

20 Configure Employee Options Degree You must select the Degrees check box in the Employee Information group box to enable this drop-down list. Option From the drop-down list, select the desired range of degree codes you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting degree code. End Enter, or click to select, the ending degree code. Options Use this group box to specify additional options you want to use for this process. Version From the drop-down list, select the GovWin CRM version for this parameter record. Valid options are: CRM/GovWin 4.1 CRM/GovWin 5.x Use Last Processed Time Stamp Select this check box to download customer information that is new or has changed in Costpoint since the last time the interface process was run. Clear this check box to download all applicable employee information in Deltek Costpoint, in accordance with this screen's settings, regardless of when the interface process was last run. Employee Information Use the check boxes in this group box to include employee basic information, skill codes, professional organization codes, and/ or degree codes in this process. Basic Information Select this check box to download basic employee information established using the Manage Employee Information screen. Skills Select this check box to download employee skills information from the Manage Education, Skills & Training Data screen. Selecting this check box enables the Skill dropdown list. User s Guide 17

21 Configure Employee Options Professional Orgs Select this check box to download professional organization information from the Manage Education, Skills & Training Data screen. Selecting this check box enables the Professional Org drop-down list. Degrees Select this check box to download employee degree information from the Manage Education, Skills & Training Data screen. Selecting this check box enables the Degree drop-down list. Include Use this group box to specify additional employee options you want to use for this process. You must at least select either the Active Employees or Inactive Employees check box before running this process. Active Employees Select this check box to include active employees. You can set an employee record as active by selecting Active in the Status drop-down list in the Employee Info tab of the Manage Employee Information screen. Inactive Employees Select this check box to include inactive employees. You can set an employee record as inactive by selecting Family Medical Leave, Inactive, or Inactive Accruing Leave in the Status drop-down list in the Employee Info tab of the Manage Employee Information screen. Labor Rate Select this check box to download labor cost information. This option is available only for resource planning, if you have rights to view labor cost information in Costpoint, and have selected the Basic Information check box in the Employee Information group box. Organization Options Use this group box to specify additional organization options you want to use for this process. Active Select this check box to include active organizations in the integration process. Inactive Select this check box to include inactive organizations in the integration process. Home Organization Level Enter a numeric value that determines the starting organization level at which employee records exist in GovWin CRM, based on the employees' assigned home organization in the Salary Info tab of the Manage Employee Salary Information screen. The organization IDs in employee records are transferred to GovWin CRM formatted at the level specified, or above. For example, if you enter a 2 in this field, all employee records that have a home organization at the top level (for example, 4) and at level 2 (for example, 4.1) are downloaded and exist in GovWin CRM as they currently appear in Costpoint. However, employee records that are assigned a home organization at the third and fourth level (for example, and ) are truncated at the level selected (for example, 4.1). The top level of an organization (and the lower-level segment lengths) is established on the Manage Organization Structures screen, and subsequent organization levels are assigned on the Manage Organization Elements screen. Use Reorganization Select this check box to use the reorganization structure to translate organization IDs between Costpoint and GovWin CRM. This allows you to set up an organization structure exactly as you need it configured for GovWin CRM regardless of your actual Costpoint organization structure. If you clear this check box, the integration process uses your existing Costpoint organization ID structure based on the number of levels you choose to include. User s Guide 18

22 Configure Employee Options Exclude Top Level Select this check box to exclude the top level of the reorganization ID during this download. This may be necessary if you are already using reorg in Costpoint and the length of the top-level reorg element is not correct for GovWin CRM. Reorg Enter, or click to select, the top-level reorganization ID whose mapping definition is used during this download. Table Information Employee information is stored in the following tables: EMPL EMPL_LAB_INFO EMPL_PHONE Degree, Professional Organization, and Skills information is stored in the following tables, respectively: H_EMPL_DEGREE H_EMPL_PROF_ORG H_EMPL_SKILL Parameter data for the record is stored in the X_OBJ_SUPP table. Error Messages and Conditions This section provides error messages that may display on the Configure Employee Options screen. The following table lists each error along with the corresponding conditions and remedies for each error. Message Condition Remedy You are not licensed to run this function. This parameter definition is assigned to an interface. Please remove this assignment before attempting to delete this definition. Error. You are not licensed for GovWin CRM Integration. Error. You cannot delete an object parameter if it is used within an object instance definition. Contact your Costpoint System Administrator. Disassociate the parameter ID from the object instance. This is an invalid employee ID. Error. The Employees selection range is One and the Start employee is not a valid employee ID (EMPL_ID). Use value. to select a valid User s Guide 19

23 Configure Employee Options Message Condition Remedy The employee status of this employee is inactive and you have not requested inactive employees. The employee status of this employee is active and you have not requested active employees. Error. The Employee selection range is One, only the Active Employees check box is selected, and the Employee Status Code (EMPL.S_EMPL_STATUS_CD) is IN or IAL; therefore, the Start employee is not a valid employee ID (EMPL_ID). Error. The Employee selection range is One, only the Inactive Employees check box is selected (EMPL_INACT_FL is Y), and the Employee Status Code (EMPL.S_EMPL_STATUS_CD) is ACT or FML; therefore, the Start employee is not a valid employee ID (EMPL_ID). Select an employee ID with an active status or clear Active Employees and select Inactive Employees. Select an employee ID with an active status or clear Inactive Employees and select Active Employees. This is an invalid toplevel reorganization ID. Error. The Reorg ID does not exist in the Reorg Structure table (REORG_STRUC) at the top-level (must be LVL_NO = 1). Use value. to select a valid This is an invalid organization. Error. The Organization selection range is One and the Start organization is not a valid organization ID (ORG_ID). Use value. to select a valid This is not a top-level reorganization ID. Error. The Use Reorganization check box is selected and the Reorg ID exists in the Reorg Structure table (REORG_STRUC.REORG_ID), but this ID is not the top-level (REORG_STRUC.LVL_NO is greater than 1). Use value. to select a valid The level for this organization is greater than the home organization level requested. Error. The Organizations selection range is One and the level (LVL_NO) for this ORG is greater than the Home Organization Level (HOME_ORG_LVL) requested; therefore, the Start organization is not a valid organization ID (ORG_ID). Use value. to select a valid This is an invalid employee degree ID. Error. The Employee Degrees selection range is One and the Start degree is not a valid degree ID (DEG_ID). Use value. to select a valid This is an invalid employee professional organization ID. Error. The Professional Orgs selection range is One and the Start professional organization is not a valid professional organization ID (PROF_ORG_ID). Use value. to select a valid User s Guide 20

24 Configure Employee Options Message Condition Remedy This is an invalid employee skill ID. Error. The Skills selection range is One and Start skill is not a valid skill ID (SKILL_ID). Use value. to select a valid You must check at least one employee information check box. Either active and or inactive employees must be selected. The organization level must be between 1 and 5 inclusively. A top-level reorganization ID must be entered. The reorganization mapping definition for this top-level reorganization ID does not contain the organization ID entered above. The number of levels defined within this reorganization exceeds the maximum of 5. Warning: You are downloading sensitive information. Do you want to continue? Error. None of the Basic Information, Skills, Professional Orgs, or Degrees check boxes have been selected. Error. Neither the Active Employees nor Inactive Employees check boxes have been selected. Error. The Home Organization Level must be between 1 and 5, inclusive. Error. The Use Reorganization check box is selected, but the Reorg field is blank. Error. The Home Organizations selection range is One and the Start Organization is not a valid organization ID (ORG_ID) in the Reorg/Org Link table (REORG_ORG_LINK.ORG_ID) where the Reorg ID (REORG_ORG_ LINK.REORG_ID) is mapped with the assigned top-level org (REORG_ID_ TOP). Error: The reorganization ID selected has more than five levels defined (or more than six levels if you selected the Exclude Top Level check box) and cannot be used. Warning. Labor Cost Suppression (LABOR_COST_FL) is enabled on the Manage Users screen (Administration» Security» System Security). Select at least one check box in the Employee Information group box. Select the Active Employees and/or Inactive Employees check boxes. Enter a value between 1 and 5 in the Home Organization Level field. Enter a valid value in the Reorg field, or clear the Use Reorganization check box. Select the Exclude Top Level check box or enter an organization ID (in the Reorg field) with a top-level org ID. Use to select a valid value. GovWin CRM only allows a five-level org structure, so you must select a Reorg ID that will not exceed that maximum. User s Guide 21

25 Setting Up Employee Information Options Setting Up Employee Information Options Before you can transfer employee information from Costpoint to GovWin CRM, you must use the Configure Employee Options screen to define the selection criteria for the data that you want to include in the integration process. To configure your employee data transfer settings, complete the following steps: This procedure is intended to be used as a general guideline. For more information, refer to the Configure Employee Options section and the Costpoint online help. 1. In Costpoint, click Administration» System Administration» System Administration» Configure Employee Options. The Configure Employee Options screen displays. 2. Enter a value in the Parameter ID field. This ID must be a unique code representing your settings on the screen. You can use the parameter ID to retrieve the settings that you just made by using the Query function. 3. Use the fields in the Selection Ranges group box to specify the employees, organizations, skills, professional organizations, and degrees that you want to include in the integration process. To activate the fields for creating a range of skills, professional organizations, and/or degrees in the Selection Ranges group box, you need to select the Skills, Professional Orgs, and/or Degrees check boxes in the Employee Information group box. 4. From the Version drop-down list, select the appropriate version of your GovWin CRM installation. 5. If necessary, select the Use Last Processed Time Stamp check box to select rows that are new or modified from the last time the integration process ran. Leave this check box blank if you want to include all rows that meet your other criteria regardless of the time stamp. 6. Select the check boxes in the Employee Information group box to download the basic information, skills, professional organizations, and/or degrees associated with the range of employees that you specify. User s Guide 22

26 Setting Up Employee Information Options 7. Define the organizations that you want to transfer to GovWin CRM in the Organization Options group box. You can also use this group box to define the levels and structure of organization that you want to include in the integration. Click to apply all your changes and settings. After setting up the export parameters for employee information, use the Manage Interface Configuration and Scheduler screen (Administration» System Administration» System Administration Interfaces) to schedule an integration process. For more information on scheduling an integration process, refer to the Manage Interface Configuration and Scheduler section and the Costpoint online help. User s Guide 23

27 Configure Organization Options Configure Organization Options Use this screen to define export parameters for organization information. The integration process uses these parameters to download this information from Costpoint into GovWin CRM. Before you use this screen, you must: Set up company and address information on the Set Up Company screen. Establish the top level and lower-level segment lengths of an organization on the Manage Organization Structures screen. Assign subsequent organization levels on the Manage Organization Elements screen. If applicable, verify your organization data labels on the Manage Organization User- Defined Information screen. To access this screen, go to Administration» System Administration» System Administration Interfaces. Screen Options Identification Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query. You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary. Parameter ID Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. Description Enter, or click to select, a parameter description of up to 30 alphanumeric characters. Selection Ranges Use the fields in this group box to specify the ranges of organization IDs you want to use for this process. User s Guide 24

28 Configure Organization Options Organization Option From the drop-down list, select the desired range of organization IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting organization ID, as applicable. End Enter, or click to select, the ending organization ID, as applicable. Options Use this group box to specify additional options you want to use for this process. Version From the drop-down list, select the GovWin CRM version for this parameter record. Valid options are: CRM/GovWin 4.1 CRM/GovWin 5.x Use Last Processed Time Stamp Select this check box to download customer information that is new or has changed in Costpoint since the last time the interface process was run. Clear this check box to download all applicable organization information in Deltek Costpoint, in accordance with this screen's settings, regardless of when the interface process was last run. Organization Options Use this group box to specify additional organization options you want to use for this process. You must at least select either the Active or Inactive check box before running this process. Active Select this check box to include active organizations in the integration process. Inactive Select this check box to include inactive organizations in the integration process. Organization Level Enter a numeric value that determines the starting organization level at which organizations exist in GovWin CRM in accordance with the settings in this User s Guide 25

29 Configure Organization Options screen. Only organization IDs that are defined at the selected level or higher in Costpoint are transferred to GovWin CRM. Reorganization Options Use this group box to specify how organization IDs are translated between Costpoint and GovWin CRM. You can use the reorganization feature of Costpoint to set up an organization structure exactly as you need it configured in GovWin CRM regardless of your actual Costpoint organization structure. You can also use your Costpoint organization IDs. If you use your existing Costpoint organizations, you can choose the number of levels that are represented. Use Reorganization Select this check box to use the reorganization structure. This check box enables the Exclude Top Level check box and Reorg field. Exclude Top Level Select this check box to exclude the top level of the reorganization ID during the download. This may be necessary if you are already using the reorganization feature in Costpoint and the length of the top-level reorganization element is not correct for GovWin CRM. Select the Use Reorganization check box to enable this check box. Reorg Enter, or click to select, the top-level reorganization ID whose mapping definition must be used during this download. Select the Use Reorganization check box to enable this field. Processing Information Use the check box in this group box to enable additional options for this process. Basic Information Select this check box to download basic information from the ORG table. Table Information Organization information is stored in the ORG table. If you use the Reorg option (by selecting the Use Reorganization check box), the process will use the REORG_ORG_LINK table to transform the organization ID. Parameter data for the record is stored in the X_OBJ_SUPP table. User s Guide 26

30 Configure Organization Options Error Messages and Conditions This section lists the error messages that may display on the Configure Organization Options screen. The following table provides conditions that cause each error and the corresponding remedies that can guide you in resolving each error. Message Condition Remedy You are not licensed to run this function. This parameter definition is assigned to an interface. Please remove this assignment before attempting to delete this definition. Error. You are not licensed for Deltek GovWin CRM Integration. Error. You cannot delete an object parameter if it is used within an object instance definition. Contact your Costpoint System Administrator. Disassociate the parameter ID from the object instance. This is an invalid organization ID. The Use Reorganization check box is not selected (REORG_FL is N), the Organizations/Reorganizations range option is One, and the Start organization is not a valid organization ID (ORG_ID). Use value. to select a valid The number of levels defined within this reorganization exceeds the maximum of 5. Error: The reorganization ID selected has more than five levels defined (or more than six levels if you selected the Exclude Top Level check box) and cannot be used. Use to select a valid value. GovWin CRM only allows a five-level org structure, so you must select a Reorg ID that will not exceed that maximum. This is an invalid reorganization ID. Error. The Use Reorganization check box is selected (REORG_FL is Y), the Organizations/Reorganizations range option is One, and the Start reorganization is not a valid Reorg ID (REORG_ORG_LINK.REORG_ID). Use value. to select a valid This is an invalid reorganization ID. Error. The Reorg ID you entered does not exist in the Reorg Structure table (REORG_STRUC). Use value. to select a valid This is an invalid top-level reorganization ID. Error. The Reorg ID does not exist in the Reorg Structure table (REORG_STRUC) at the top-level (must be LVL_NO = 1). Use value. to select a valid A top-level reorganization ID must be entered. Error. The Use Reorganization check box is selected, but the Reorg field is blank. Enter a valid value in the Reorg field, or clear the Use Reorganization check box. User s Guide 27

31 Configure Organization Options Message Condition Remedy The reorganization mapping definition for this top level reorganization ID does not contain the organization ID entered above. Either active and or inactive organizations must be selected. The organization level must be between 1 and 5 inclusively. The organization status of this organization is inactive and you have not requested inactive organizations. The organization status of this organization is active and you have not requested active organizations. The number of levels defined within this reorganization exceeds the maximum of 5. Error. The Use Reorganization check box is selected, the Organizations/Reorganizations range option is One, and the Start organization is not a valid REORG_ID in the Reorg/Org Link table (REORG_ ORG_LINK.ORG_ID) where the Reorg ID (REORG_ORG_LINK.REORG_ID) is mapped with the assigned top-level org (REORG_ID_TOP). Error. Neither the Active nor the Inactive check box in the Organization Options group box is selected. Error. Organization Level must be between 1 and 5, inclusive. Error. The Organizations/ Reorganizations range option is One, only the Active check box in the Organization Options group box is selected (ORG_ACT_FL is Y), and the organization is not active (ORG.ACTIVE_FL is N); therefore, this is not a valid organization ID (ORG_ID). Error. The Organizations/ Reorganizations range option is One, only the Inactive check box in the Organization Options group box is selected (ORG_INACT_FL is Y), and the organization is active (ORG.ACTIVE_FL is Y); therefore, this is not a valid organization ID (ORG_ID). Error: The reorganization ID selected has more than five levels defined (or more than six levels if you selected the Exclude Top Level check box) and cannot be used. Specify an organization ID that is included in the reorganization structure requested, or add the desired org to the reorganization structure, or select a different reorganization ID. Select the Active and/or Inactive check boxes in the Organization Options group box. Enter a value between one and five in the Organization Level field. Select an organization ID with an active status or select the Inactive check box in the Organization Options group box. Select an organization ID with an inactive status or select the Active check box in the Organization Options group box.. Use to select a valid value. GovWin CRM only allows a five-level org structure, so you must select a Reorg ID that will not exceed that maximum. The level for this organization is greater than Error. The Use Reorganization check box is not selected (REORG_FL is N), Use to select a valid User s Guide 28

32 Configure Organization Options Message Condition Remedy the organization level requested. the Organizations/Reorganizations range option is One, and the Level (LVL_NO) for this Org is greater than the Org Level (ORG_LVL) requested; therefore, this is not a valid organization ID (ORG_ID). value. User s Guide 29

33 Setting Up Organization Information Options Setting Up Organization Information Options Before you can transfer organization information from Costpoint to GovWin CRM, you must use the Configure Organization Options screen to define selection criteria for the data that you want to include in the integration process. To configure your organization data transfer settings, complete the following steps: This procedure is intended to be used as a general guideline. For more information, refer to the Configure Organization Options section and the Costpoint online help. 1. In Costpoint, click Administration» System Administration» System Administration Interfaces» Configure Organization Options. The Configure Organization Options screen displays. 2. Enter a value in the Parameter ID field. This ID must be a unique code representing your settings on the screen. You can use the parameter ID to retrieve the settings that you just made by using the Query function. 3. Define the parameters in the Organization/Reorganization fields in the Selection Ranges group box to select employee information by organization. 4. From the Version drop-down list, select the appropriate version of your GovWin CRM installation. 5. If necessary, select the Use Last Processed Time Stamp check box to select rows that are new or modified from the last time the integration process ran. Leave this check box blank if you want to include all rows that meet your other criteria regardless of the time stamp. 6. Select the Basic Information check box in the Processing Information group box to download the basic information associated with the range of employees that you specify. 7. Select the Use Reorganization check box to use the reorganization structure. This allows you to use the fields in the Reorganization Options group box for setting up an ORG structure identical to your implementation in GovWin CRM. 8. Select the Active and/or Inactive check boxes in the Organization Options to specify the organizations to include in the integration. You must select at least one of these check boxes. 9. Enter a numeric character in the Organization Level field to indicate the organization level where the integration will begin. The data transfer will include the organization IDs defined at the indicated level and/or higher levels. 10. Click to apply all your changes and settings. User s Guide 30

34 Setting Up Organization Information Options 11. After setting up the export parameters for organization information, use the Manage Interface Configuration and Scheduler screen (Administration» System Administration» System Administration Interfaces) to schedule an integration process. For more information on scheduling an integration process, refer to the Interface Configuration and Scheduler section and the Costpoint online help. User s Guide 31

35 Configure Project Options Configure Project Options Use this screen to define export parameters for project information. The integration process uses these parameters to download this information from Costpoint into GovWin CRM. Before you use this screen, you must establish general project information and assign an owning organization and project type on the Manage Project User Flow screen. This screen consists of the following tabs: Main Use this tab to specify the range of project IDs and additional options you want to use for this process. Associations Use this tab to select project association information at different project levels, employee options and ranges, and vendor options and ranges. This tab is enabled when the Associations check box is selected on the Main tab. Selection Use this tab to select owning organizations, project type, and ending period ranges. To access this screen, go to Administration» System Administration» System Administration Interfaces. Screen Options Identification Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query. You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary. Parameter ID Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. Description Enter, or click to select, a parameter description of up to 30 alphanumeric characters. User s Guide 32

36 Configure Project Options Main Tab Use this tab to specify the range of project IDs and additional options (such as project information, PSR information, organization, and custom information) you want to use for this process. Selection Ranges Use the fields in this group box to specify the ranges of project IDs you want to use for this process. Project Options From the drop-down list, select the desired range of project IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting project ID, as applicable. End Enter, or click to select, the ending project ID, as applicable. Non-Contiguous Range Select this check box to include multiple project ranges. You must then specify the ranges you want to include in this report using the Project Non- Contiguous Ranges subtask. When you select this check box, Costpoint automatically sets the Project drop-down list box to All. Options Use this group box to specify project information, PSR information, organization, custom information, and project options you want to use for this process. Version From the drop-down list, select the GovWin CRM version for this parameter record. Valid options are: CRM/GovWin 4.1 CRM/GovWin 5.x Use Last Processed Time Stamp Select this check box to download customer information that is new or has changed in Costpoint since the last time the interface process was run. Clear this check box to download all applicable project information in Deltek Costpoint, in accordance with this screen's settings, regardless of when the interface process was last run. User s Guide 33

37 Configure Project Options Project Information Use this group box to select project information options. Basic Information Select this check box to download basic project information from the Manage Project User Flow screen. Associations Select this check box to download project association information from the Manage Project User Flow screen. Select this check box to enable the check boxes in the Project Associations group box in the Associations tab. PSR Information Options Use this group box to select PSR information options. Use Latest Accounting Period Select this check box to use the latest fiscal year and period processed as the through date. Rate Type From the drop-down list, select the rate type. Valid options are: Org Options Actual Select this option to use actual indirect rates. Target Select this option to use target indirect rates. Use this group box to select organization options. Active Select this check box to include projects with active organization IDs in the download. Inactive Select this check box to include projects with inactive organization IDs in the download. Owning Org Level Enter a numeric value that determines the owning organization level at which organizations (assigned to projects) exist in GovWin CRM, based on the project's owning organization on the Manage Project User Flow screen. The organization of the projects is truncated to that level, if they are at a lower level in Costpoint. For example, if you enter a 2 in this field, all owning organizations at the top level (for example, 4) and the next lowest-level (for example, 4.1) are downloaded, and exist in GovWin CRM as they currently appear in Costpoint. However, the owning organization at the third and fourth level (for example, and ), are truncated to the next highest level (for example, 4.1). The top level of an organization (and the lower-level segment lengths) is established on the Manage Organization Structures screen and subsequent organization levels are assigned on the Manage Organization Elements screen. Use Reorganization Select this check box to use a reorganization structure to map owning organizations to the proper structure. Selecting this check box enables both the Exclude Top Level check box and Reorg field. Exclude Top Level Select this check box to exclude the top level of the reorganization ID during this download. This may be necessary if you are already using the reorganization feature in Costpoint and the length of the top-level reorganization element is not correct for GovWin CRM. Reorg Enter, or click to select, the top-level reorganization ID whose mapping definition must be used during this download. User s Guide 34

38 Configure Project Options Custom Information Use this group box to select custom information options. Contract Information Select this check box to download contract information. Contract Modifications Select this check box to download contract modifications. Contract PSR Information Select this check box to download contract inception-todate amounts as reflected on project status reports. Contract Government Info Select this check box to download government project information. Project Options Use this group box to select project options. Active Select this check box to include active projects in the download. Inactive Select this check box to include inactive projects in the download. Billable Select this check box to include billable projects in the download. Non-Billable Select this check box to include non-billable projects in the download. CRM Project Level Enter the starting project level for GovWin CRM projects. Projects at this level and above are flagged as available for GovWin CRM users. Enter 0 to flag all projects selected as not available for GovWin CRM users. Project Level Enter a numeric value that determines the level at which projects exist in GovWin CRM based on the project's level on the Manage Project User Flow screen. Only projects at the specified level (and higher) in Costpoint are selected for transfer to GovWin CRM. For example, if you enter 2 in this field, all projects at the top level (for example, 100) and the next lowest-level (for example, ) are downloaded, and exist in GovWin CRM as they currently appear in Costpoint. However, projects at the third and fourth level (for example, and ) are not selected. Using this option assigns the Costpoint project ID to WBS1 in GovWin CRM, up to the level you select. Use Project Level Mapping Select this check box to use project-level mapping. Use project mapping to map specific segments of the Costpoint project ID to WBS1, WBS2, and WBS3. Use Default Project Select this check box to use a default project-level mapping. By specifying a default project, you can set up a common-level mapping rule that can be used for some or all projects with a common structure for GovWin CRM. Default Project ID Enter, or click to select, the top-level project ID whose level mapping definition must be used as a default during the integration process. The process uses the default if the project being translated does not have a specific mapping defined. Associations Tab Use this tab to select project association information at different project levels, employee options and ranges, and vendor options and ranges. Selection Ranges Use the fields in this group box to specify the ranges of employee and vendor IDs you want to use for this process. User s Guide 35

39 Configure Project Options Employees Options From the drop-down list, select the desired range of employee IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting employee ID, as applicable. End Enter, or click to select, the ending employee ID, as applicable. Vendors Options From the drop-down list, select the desired range of vendor IDs you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting vendor ID, as applicable. End Enter, or click to select, the ending vendor ID, as applicable. Options Use this group box to specify additional project associations, employees, and vendors options. User s Guide 36

40 Configure Project Options Project Associations Use this group box to select project association options. This group box is active if you selected the Associations check box on the Main tab. Employees Select this check box to download project-to-employee information. You must then enter a value in the Project Level and Role fields. Selecting this check box also enables the Employee Options group box. Managers Select this check box to download project-to-manager information. You must then enter a value in the Project Level field. Vendors Select this check box to download project-to-vendor information. You must then enter a value in the Project Level field. Selecting this check box also enables the Vendor Options group box. Customers Select this check box to download project-to-customer information. You must then enter a value in the Project Level field. Project Level Enter a numeric value that specifies the project level at which projectto-employee, project-to-manage, project -to-vendor, or project-to-customer associations exist in Deltek CRM/GovWin. Role Enter the role you want to use when creating project/employee associations. Employee Options Use this group box to select employee options. This group box is active if you select the Employees check box in the Project Associations group box. Active Employees Select this check box to download associations for active employees. Inactive Employees Select this check box to download associations for inactive employees. Active Home Org Select this check box to download associations for employees whose home organization is active. Inactive Home Org Select this check box to download associations for employees whose home organization is inactive. Vendor Options Use this group box to select vendor options. This group box is active if you select the Vendors check box in the Project Associations group box. Employee Vendors Select this check box to download associations for vendors who are also employees. Non-Employee Vendors Select this check box to download associations for vendors who are not also employees Vendors Select this check box to download associations for vendors flagged to receive a Non-1099 Vendors Select this check box to download associations for vendors not flagged to receive a Selection Tab Use this tab to select owning organizations, project type, and ending period ranges. User s Guide 37

41 Configure Project Options Selection Ranges Use the fields in this group box to specify the ranges of organizations, project types, and/or project classifications you want to use for this process. Owning Organizations Options From the drop-down list, select the desired range of owning organizations you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting owning organization, as applicable. End Enter, or click to select, the ending owning organization, as applicable. Project Types Options From the drop-down list, select the desired range of project types you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Start Enter, or click to select, the starting project type, as applicable. End Enter, or click to select, the ending project type, as applicable. User s Guide 38

42 Configure Project Options Non-Contiguous Range Select this check box to include multiple project type ranges. You must then specify the ranges you want to include in this report using the Project Type Non-Contiguous Ranges subtask. When you select this check box, Costpoint automatically sets the Project Types drop-down list box to All. Project Classifications Options From the drop-down list, select the desired range of project classifications you want to include in this process. You can then specify the range details in the Start and/or End field, as applicable. Valid options are: All Select this option to include all available records. The Start and End fields are disabled for this option. One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Non-Contiguous Range Select this check box to include multiple project classification ranges. You must then specify the ranges you want to include in this report using the Project Classifications Non-Contiguous Ranges subtask. When you select this check box, Costpoint automatically sets the Project Classifications drop-down list box to All. Start Enter, or click to select, the starting project classification, as applicable. End Enter, or click to select, the ending project classification, as applicable. Ending Period You can enable the following fields by selecting the Contract PSR Information check box in the Custom Information group box of the Main tab. Options This field always displays One. Fiscal Year Enter, or click to select, the ending fiscal year through which you want to download. Period Enter, or click to select, the ending period through which you want to download. End Date If you selected a Fiscal Year and Period, the default end date is displayed here. Project Non-Contiguous Ranges Subtask Use this subtask to specify multiple project ranges. Click window. One line represents one project range. to add a new line to the table User s Guide 39

43 Configure Project Options Range Type From the drop-down list, select the desired range of projects you want to use. Valid options: One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Starting Project Enter, or click to select, the starting project, as applicable. Ending Project Enter, or click to select, the ending project, as applicable. Project Type Non-Contiguous Ranges Subtask Use this subtask to specify multiple project type ranges. Click window. One line represents one project range. to add a new line to the table Range Type From the drop-down list, select the desired range of project types you want to use. Valid options: One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Starting Project Type Enter, or click to select, the starting project type, as applicable. Ending Project Type Enter, or click to select, the ending project type, as applicable. Project Classification Non-Contiguous Ranges Subtask Use this subtask to specify multiple project classification ranges. Click the table window. One line represents one project range. Range Type From the drop-down list, select the desired range of project classifications you want to use. Valid options are: to add a new line to User s Guide 40

44 Configure Project Options One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Starting Project Classifications Enter, or click to select, the starting project classification, as applicable. Ending Project Classification Enter, or click to select, the ending project classification, as applicable. Table Information Changes to this screen update the following tables: NCR_S_PROJ_RPT_DC NCR_PROJ_ID NCR_PROJ_TYPE_DC X_OBJ_SUPP Error Messages and Conditions This section lists the error messages that may display on the Configure Project Options screen. The following table provides conditions that cause each error and the corresponding remedies that can guide you in resolving each error. Message Condition Remedy You are not licensed to run this function. This parameter definition is assigned to an interface. Please remove this assignment before attempting to delete this definition. Error. You are not licensed for GovWin CRM Integration. Error. You cannot delete an object parameter if it is used within an object instance definition. Contact your Costpoint System Administrator. Disassociate the parameter ID from the object instance. This is an invalid top-level reorganization ID. Error. The Reorg ID does not exist in the Reorg Structure table (REORG_STRUC) at the top-level (must be LVL_NO = 1). Use to select a valid value. User s Guide 41

45 Configure Project Options Message Condition Remedy This is not a top-level reorganization ID. Error. You selected the Use Reorganization check box and the Reorg ID exists in the Reorg Structure table (REORG_STRUC.REORG_ID), but this ID is not the top-level (REORG_ STRUC.LVL_NO is greater than 1). Use to select a valid value. No project level mapping exists for this project. Error. The Default Project ID is not in X_PROJ_LVL_MAP. Use to select a valid value. The CRM project level must be between 0 and 15, inclusively. The project level must be between 1 and 15, inclusively. The organization level must be between 1 and 5 inclusively. The number of levels defined within this reorganization exceeds the maximum of 5. Error. The CRM Project Level is less than 0 and greater than 15. Error. The Project Level must be between 1 and 15, inclusive. Error. The Owning Org Level must be between 1 and 5, inclusive. Error: The reorganization ID selected has more than five levels defined (or more than six levels if you selected the Exclude Top Level check box) and cannot be used. Enter a value between 0 and 15, inclusive. Enter a value between 1 and 15, inclusive. Enter a value between 1 and 5 in the Owning Org Level field. Use to select a valid value. GovWin CRM only allows a five-level org structure, so you must select a Reorg ID that will not exceed that maximum. This is an invalid Project ID. Error. The Project range option is One and the Start project is not a valid project ID (PROJ_ID). Use to select a valid value. The project status of this project is inactive and you have not requested inactive projects. The project status of this project is active and you have not requested active projects. Error. The Project range option is One, only the Active check box is selected (PROJ_ACT_FL is Y), and the project is not active (PROJ.ACTIVE_FL is N); therefore, this is not a valid project ID (PROJ_ID). Error. The Project range option is One, only the Inactive check box is selected (PROJ_INACT_FL is Y), and the project is active (PROJ.ACTIVE_FL is Y); therefore, this is not a valid project ID (PROJ_ID). Select a project ID with an active status or select the Inactive check box. Select a project ID with an inactive status or select the Active check box. The level for this project is greater than the project level Error. The Projects range option is One, and the Level (LVL_NO) for this Use to select a valid value. User s Guide 42

46 Configure Project Options Message Condition Remedy requested. PROJECT is greater than the Project Level (PROJ_LVL); therefore, this is not a valid project ID (PROJ_ID). You must check at least one Project information check box. Either active and or inactive projects must be selected. A top-level reorganization ID must be entered. The reorganization mapping definition for this top-level reorganization ID does not contain the organization ID entered above. A default top-level Project ID must be entered. The CRM project level must be equal to or lower than the project level. You must check at least one association if you are requesting association information to be downloaded. Error. You did not select the Basic Information and/or Associations check boxes. Error. You did not select the Active or Inactive check boxes. Error. The Use Reorganization check box is selected, but the Reorg is blank. Error. The Use Reorganization check box is selected, the Owning Organizations range option is One, and the Start organization is not a valid organization ID (ORG_ID) in the Reorg/Org Link table (REORG_ORG_LINK.ORG_ID) where the Reorg ID (REORG_ORG_LINK.REORG_ID) is mapped with the assigned top-level org (REORG_ID_TOP). Error. The Use Project Level Mapping and the Use Default Project check boxes are selected, but the Default Project ID is blank. Error. The CRM Project Level is greater than the Project Level. Error. The Associations check box is selected, and the check box in the Project Associations group box (on the Associations tab) are clear. Select one or more check boxes in the Project Information group box. Select the Active and/or Inactive check boxes in the Project Options group box. Enter a valid value in the Reorg field, or clear the Use Reorganization check box. Specify an organization ID that is included in the reorganization structure requested, or add the desired org to the reorganization structure, or select a different reorganization ID. Enter a valid project ID in the Default Project ID field. Enter a level between 1 and the maximum number of levels being transferred. Enter values on the Association tab. User s Guide 43

47 Setting Up Project Information Options Setting Up Project Information Options Before you can transfer project information from Costpoint to GovWin CRM, you must use the Configure Project Options screen to define the selection criteria for the data that you want to include in the integration process. To configure your project data transfer settings, complete the following steps: This procedure is intended to be used as a general guideline. For more information, refer to the Configure Project Options section and the Costpoint online help. 1. In Costpoint, click Administration» System Administration» System Administration Interfaces» Configure Project Options. The Configure Project Options screen displays. 2. Enter a value in the Parameter ID field. This ID must be a unique code representing your settings on the screen. You can use the parameter ID to retrieve the settings that you make by using the Query function. 3. Define the parameters in the Project fields in the Selection Ranges group box to select project information by project ID. You can select the Non-Contiguous Ranges check box to create a non-contiguous range of Project IDs. 4. From the Version drop-down list, select the appropriate version of your GovWin CRM installation. 5. Select the Basic Information and/or Association check boxes in the Project Information group box to specify the project data that you want to transfer to GovWin CRM. User s Guide 44

48 Setting Up Project Information Options If you select the Association check box in the Project Information group box, you can use the Associations tab to specify additional criteria for selecting project, employee, manager, customer, and vendor association information. 6. If necessary, select the available check boxes in the Custom Information group box to include contract, contract modification, contract PSR, and/or government contract information in the integration process. If you select the Contract PSR Information check box in the Custom Information group box, you can use the PSR Information Options group box to indicate additional criteria for the PSR information. 7. Select which projects to include by selecting the Active, Inactive, Billable, and/or Non- Billable check boxes in the Project Options group box. 8. Enter a starting project level in the CRM Project Level field in the Project Options group box. Projects at this level and above will be available to GovWin CRM Users. If you enter zero (0), all projects will not be available to GovWin CRM users. 9. Enter a level the Project Level field in the Project Options group box. Projects at this level and above will be included in the integration process to GovWin CRM. 10. Select the Use Project Level Mapping check box in the Project Options group box to map specific segments of Costpoint ID to WBS 1, WBS2, and WBS3. Before you select the Use Project Level Mapping check box, you must create project mapping definitions on the Maintain Project Level Mapping screen (Administration» System Administration» System Administration Interfaces). For more information, refer to the Manage Project Level Mapping section and the Costpoint online help. 11. If you use project level mapping, you can select the Use Default Project check box and enter a Project ID in the Default Project ID field. The process will use the level mapping definition of the default project if a selected project does not have a specific mapping defined. 12. If necessary, select the Use Last Processed Time Stamp check box to select rows that are new or modified from the last time the integration process ran. Leave this check box blank if you want to include all rows that meet your other criteria regardless of the time stamp. 13. Select which organizations to include by selecting the Active and/or Inactive check boxes in the Project Options group box. 14. Enter a numeric character in the Owning Org Level field to indicate the owning organization level where the integration will begin. The process will truncate the organization of selected projects (if the projects are at a lower level) to the specified level. 15. Select the Use Reorganization check box to use the reorganization structure. This also allows you to select the Exclude Top Level check box and enter a top-level reorganization ID in the Reorg field. 16. Use the Selection tab and/or Association tab (if you are integrating project association information) to define additional selection criteria. User s Guide 45

49 Setting Up Project Information Options For more information on the Selection and Association tabs, refer to: Association Tab Selection Tab Costpoint online help 17. Click to apply all your changes and settings. 18. After setting up the export parameters for project information, use the Manage Interface Configuration and Scheduler screen (Administration» System Administration» System Administration Interfaces) to schedule an integration process. For more information on scheduling an integration process, refer to the Manage Interface Configuration and Scheduler section and the Costpoint online help. User s Guide 46

50 Configure Vendor Options Configure Vendor Options Use this screen to define export parameters for vendor, vendor address, and vendor contact information. The integration process uses these parameters to download this information from Costpoint into Costpoint CRM. Before you use this screen, you must set up all your vendor information on the Manage Vendors screen. To access this screen, go to Administration» System Administration» System Administration Interfaces. Screen Options Identification Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query. You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary. Parameter ID Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. Description Enter, or click to select, a parameter description of up to 30 alphanumeric characters. Version From the drop-down list, select the GovWin CRM version for this parameter record. Valid options are: CRM/GovWin 4.1 CRM/GovWin 5.x Employee Vendors Select this check box to download vendors that are associated with an employee ID. Non-Employee Vendors Select this check box to download vendors that are not associated with an employee ID. Use Last Processed Time Stamp Select this check box to download customer information that is new or has changed in Costpoint since the last time the interface process was run. Clear this check box to download all applicable vendor information in User s Guide 47

51 Configure Vendor Options Deltek Costpoint, in accordance with this screen's settings, regardless of when the interface process was last run Vendors Select this check box to download vendors that have 1099 information in the 1099's group box on the Manage Vendors screen. Non-1099 Vendors Select this check box to download vendors that do not have 1099 information in the 1099's group box on the Manage Vendors screen. Select Vendor Information Use this group box to download basic vendor information, vendor addresses, and contact addresses. Basic Information Select this check box to download basic vendor information from the applicable records on the Manage Vendors screen. Addresses Select this check box to download vendor addresses from the applicable records on the Addresses subtask of the Manage Vendors screen. Selecting this check box enables the Select Vendor Address Codes group box. Address Contacts Select this check box to download vendor contact information from the applicable records on the Addresses subtask of the Manage Vendors screen. Selecting this check box enables the Select Vendor Address Contacts by Title group box. Select Address Option Use this group box to select order, payment, and other options you want to use for this process. If you select only the Basic Information check box in the Select Vendor Information group box, all options in this group box are disabled. However, if you clear all check boxes in the Select Vendor Information group box, or if you select the Addresses and/or Address Contacts check boxes, all items in this group box are enabled. Select Order Option Select an option in this group box to specify which order address information is downloaded for the vendor range specified in this parameter record. Order address information is specified as Default (Default order address), Yes (valid order address), or No (invalid order address) in the Order Address drop-down list box on the Addresses subtask of the Manage Vendors screen. All Select this option to download order address information from vendors whose order addresses are set to Default or Yes. Default Only Select this option to download order address information from vendors whose order addresses are set to Default. None Select this option to prevent any order address information from being included in this download. Select Payment Option Select an option in this group box to specify which payment address information is downloaded for the vendor range specified in this parameter record. Payment address information is specified as Default (Default payment address), Yes (valid payment address), or No (invalid payment address) in the Payment Address drop-down list on the Addresses subtask of the Manage Vendors screen. All Select this option to download payment address information from vendors whose payment addresses are set to Default or Yes. User s Guide 48

52 Configure Vendor Options Default Only Select this option to download payment address information from vendors whose payment addresses are set to Default. None Select this option to prevent any payment address information from being included in this download. Select Other Option Select an option in this group box to specify other information you want to include in this download. All Select this option to download all non-order and non-payment address (that is, where the Order Address and Payment Address drop-down list boxes are set to No on the Addresses subtask of the Manage Vendors screen) information for the vendor range specified in this parameter record. None Select this option to prevent any non-billing and non-shipping address information from being included in this download. Primary Address Code Use this field to enter an address code. This address code is used as a primary address. The primary address code established in this field flags the record as a primary address in GovWin CRM. Select Vendors Use the fields in this group box to specify the ranges of vendor IDs you want to use for this process. Range Option From the drop-down list, select the desired range of organization IDs you want to include in this process. You can then specify the range details in the From and/or To field, as applicable. The following options are available: All Select this option to include all available records. The From and To fields are disabled for this option. One Select this option to include only one record. You must enter that value in the From field. The To field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the From field and the ending value of the range in the To field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the To field. The From field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the From field. The To field is disabled for this option. From Enter, or click to select, the starting vendor ID, as applicable. To Enter, or click to select, the ending vendor ID, as applicable. Select Vendor Address Codes Use the fields in this group box to specify the ranges of vendor address codes you want to use for this process. You can assign vendor address codes using the Addresses subtask of the Manage Vendors screen. User s Guide 49

53 Configure Vendor Options You must select the Addresses check box in the Select Vendor Information group box to enable this group box. Range Option From the drop-down list, select the desired range of vendor address codes you want to include in this process. You can then specify the range details in the From and/or To field, as applicable. The following options are available: All Select this option to include all available records. The From and To fields are disabled for this option. One Select this option to include only one record. You must enter that value in the From field. The To field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the From field and the ending value of the range in the To field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the To field. The From field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the From field. The To field is disabled for this option. From Enter, or click to select, the starting vendor address code, as applicable. To Enter, or click to select, the ending vendor address code, as applicable. Select Vendor Address Contacts by Title Use the fields in this group box to specify the ranges of vendor addresses contacts you want to use for this process. You can assign vendor address contact IDs using the Addresses subtask of the Manage Vendors screen. You must select the Address Contacts check box in the Select Vendor Information group box to enable this group box. Range Option From the drop-down list, select the desired range of vendor address contact IDs you want to include in this process. You can then specify the range details in the From and/or To field, as applicable. The following options are available: All Select this option to include all available records. The From and To fields are disabled for this option. One Select this option to include only one record. You must enter that value in the From field. The To field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the From field and the ending value of the range in the To field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the To field. The From field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the From field. The To field is disabled for this option. From Enter, or click to select, the starting vendor address contact ID, as applicable. User s Guide 50

54 Configure Vendor Options To Enter, or click to select, the ending vendor address contact ID, as applicable. Non-Contiguous Range Select this check box to enable the Vendor Address Contacts Range subtask. Use this subtask to select a customized list of vendor address contacts. Vendor Address Contacts Range Subtask Use this subtask to specify multiple vendor address contact ranges. Use the table window. One line represents one project range. to add a new line to Range Option Use the drop-down list box to select the desired range of vendor address contacts you want to use. The following options are available: One Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option. Starting Vendor Address Contact Use this field to enter, or click to select, the starting vendor address contact ID, as applicable. Ending Vendor Address Contact Use this field to enter, or click to select, the ending vendor address contact ID, as applicable. Table Information Vendor information is stored in the VEND table. Vendor Address and Vendor Address Contact information is stored in the VEND_ADDR and VEND_ADDR_CNTCT tables, respectively. Parameter data for the record is stored in the X_OBJ_SUPP table. Error Messages and Conditions This section lists the error messages that may display on the Configure Vendor Options screen. The following table provides conditions that cause each error and the corresponding remedies that can guide you in resolving each error. Message Condition Remedy You are not licensed to run this function. Error. You are not licensed for GovWin CRM Integration. Contact your Costpoint system administrator. User s Guide 51

55 Configure Vendor Options Message Condition Remedy This parameter definition is assigned to an interface. Please remove this assignment before attempting to delete this definition. This is an invalid Vendor ID. This vendor is not an employee/vendor and you have requested employee/vendors. This vendor is not flagged for 1099's and you have requested 1099 vendors. This is an invalid vendor address code. You must check at least one Vendor information check box. You must select at least one address type. Employee Vendors and Non-Employee Vendor cannot both be unchecked. Error. You cannot delete an object parameter if it is used within an object instance definition. The Range Option in the Select Vendors group box is One and the Start vendor is not a valid vendor ID (VEND_ID). Error. The Range Option in the Select Vendors group box is One, the Employee Vendors check box has been selected, and the employee/vendor (VEND.EMPL_ID) is blank; therefore, the Start vendor is not a valid vendor ID (VEND_ID). Error. The Range Option in the Select Vendors group box is One, the 1099 Vendors check box has been selected, and the Print 1099 check box is not selected for the vendor (VEND.PRNT_1099_FL is N); therefore, the Start vendor is not a valid vendor ID (VEND_ID). Error. The Range Option in the Select Vendor Address Codes group box is One and the Start vendor address is not a valid vendor address code (ADDR_DC). Error. No check box has been selected in the Select Vendor Information group box. Error. No selections have been made in the Select Address Option group box and the Addresses check box has been selected. Neither the Employee Vendors nor the Non-Employee Vendors check box is selected. Disassociate the parameter ID from the object instance. Use to select a valid vendor ID. Clear the Employee Vendors check box or enter a valid employee vendor ID. If you select the Non Vendors check box, enter a non-1099 Vendor ID. If you select the 1099 Vendors check box, enter a 1099 Vendor ID. Use to select a valid vendor address code. Select at least one check box in the Select Vendor Information group box. Select All or Default Only in the Select Address Options group box. Select one or both options. User s Guide 52

56 Configure Vendor Options Message Condition Remedy 1099 Vendors and Non Vendors cannot both be unchecked. This vendor is an employee/vendor and you have requested nonemployee vendors. This vendor is flagged for 1099's and you have requested Non-1099 vendors. Neither the 1099 Vendors nor the Non Vendors check box is selected. The Range Option in the Select Vendors group box is One, the Non- Employee Vendors check box has been selected, and employee/vendor (VEND.EMPL_ID) is not blank; therefore, the Start vendor is not a valid vendor ID (VEND_ID). The Range Option in the Select Vendors is One, the Non-1099 Vendors check box has been selected, and the Print 1099 check box is selected for the vendor record (VEND.PRNT_1099_FL is Y); therefore, the Start vendor is not a valid vendor ID (VEND_ID). Select one or both options. Clear the Non- Employee Vendors check box or enter a valid non-employee vendor ID. If you select the Non Vendors check box, enter a non-1099 vendor ID. If you select the 1099 Vendors check box, enter a 1099 vendor ID. User s Guide 53

57 Setting Up Vendor Information Setting Up Vendor Information Before you can transfer vendor information from Costpoint to GovWin CRM, you must use the Configure Vendor Options screen to define the selection criteria for the data that you want to include in the integration process. To configure your vendor data transfer settings, complete the following steps: This procedure is intended to be used a general guideline. For more information, refer to the Configure Vendor Options section and the Costpoint online help. 1. In Costpoint, click Administration» System Administration» System Administration Interfaces» Configure Vendor Options. The Configure Vendor Options screen displays. 2. Enter a value in the Parameter ID field. This ID must be a unique code representing your settings on the screen. You can use the parameter ID to retrieve the settings that you make by using the Query function. 3. From the Version drop-down list, select the appropriate version of your GovWin CRM installation. 4. Select the check boxes in the Select Vendor Information group box to download the basic information, addresses, and/or address contacts associated with the range of vendors that you specify. 5. If necessary, select the Use Last Processed Time Stamp check box to select rows that are new or modified from the last time the integration process ran. Leave this check box blank if you want to include all rows that meet your other criteria regardless of the time stamp. 6. Select the Employee Vendors, Non-Employee Vendors, 1099 Vendors, and Non Vendors to include vendors with specific criteria. For example, If you select the Employee Vendors check box, you include vendors that are associated with an Employee ID. 7. Define parameters in the Select Vendors group box to select vendor information by vendor ID. User s Guide 54