Purchase Order Import Specifications

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Data Interchange: Getting Started Purchase Order Import Specifications Overview CounterPoint allows you to import purchase orders from text files. This capability requires the Data Interchange Option.

1 Data Interchange: Getting Started Purchase Order Import Specifications Overview CounterPoint allows you to import purchase orders from text files. This capability requires the Data Interchange Option. When you import text files, they are created as purchase requests that must be posted using Purchasing / Purchase requests / Post. This document explains how to define purchase order import specifications for use with the Data Interchange Option. Defining a purchase order import specification Select Setup / Data Interchange / Purchase order import specs Default import filename? Enter the default path and filename used for imported purchase requests.

2 Data Interchange: Getting Started - Purchase Order Import Specifications 2 2. Default location Enter the location to use as the default for imported purchase requests. Press F1 to enter the default location specified in Setup / Inventory / Control. The default location is used when the imported purchase request does not specify a location. 3. Vendor name/address method Import values Vendor file values To use the name and address values from the import file To use the name and address values from the CounterPoint Vendor file 4. Non-misc item desc method Import values Vendor file values To use the item description from the import file To use the item description from the CounterPoint Item file If you answer Import values and the import file description is blank, the CounterPoint Item file description is used. NOTE: If the import file provides a description for Miscellaneous items, then the import file description is used regardless of your answer here. For processing purposes, Text items are treated as miscellaneous items. 5. Unit cost method Import values To use the unit cost values from the import file Vendor item file To use the unit cost values from the CounterPoint Vendor Item file values If no vendor-item record is found, then the Last cost from the item record is used. 6. Consolidate duplicate lines? Specify whether to combine multiple import records for the same item number into a single line on the purchase request by selecting Yes or No. If you answer Yes, any gridded lines for the same item will be combined into a single line in grid format. 7. Use vendor s purchase unit? Specify whether to use the vendor s purchase unit from the CounterPoint Vendor Item file by selecting Yes or No. If you answer No, the item s stocking unit is used. 8. Adjust for minimum ord qty? Specify whether to adjust the purchase quantity (if necessary) to reflect the vendor s minimum order quantity specified in the Vendor Item file by selecting Yes or No.

3 Data Interchange: Getting Started - Purchase Order Import Specifications 3 9. Adjust for vendor multiple? (Not applicable) displays if you answered No to Adjust for minimum ord qty?. Round to closest multiple Increase to next multiple No adjustment To round the quantity ordered to the nearest multiple of the vendor s purchasing unit To increase the quantity ordered to the next multiple of the vendor s purchasing unit If you don t want to adjust the quantity Any quantity adjustments that result from your answer here will take place after lines are consolidated and after quantities are adjusted to meet the vendor s minimum order quantity. 10. Delete file after import when Always Never No errors To always delete the import file after purchase requests have been created To never delete the import file after purchase requests have been created To delete the import file only if no errors were encountered during the import File layout The file layout described in the following sections is used for importing purchase requests. The purchase order exchange file contains variable length records. Each variable length records may contain a different number of characters, and each record must be separated by a CR/LF pair (Carriage Return/Line Feed). Their default filenames are: Filename DIPOIMP.TXT DIORDERR.TXT Description Orders to be imported (using Data Interchange / Import purchase orders) Orders rejected by the import process, due to errors (using Data Interchange / Import purchase orders) Each record is identified by a record type (Header or Line). Records belonging to a single purchase request must all occur together. Each purchase request must begin with a single Header record, followed by one or more Line records. The file descriptions in this document show all of the fields in the exchange file and which functions use the data in the file. Formats are shown for Header and Line item record types.

4 Data Interchange: Getting Started - Purchase Order Import Specifications 4 Header record Field name PAPTXF field Format Columns Comments Record type None X(1) 1 H = Header P.O.# ORD-ID X(15) 2-16 Use if non-zero and not on file. If on file, use next PO-# in PACTLF; * = Next PO-# in PACTLF Location LOC X(4) * = Use import parameter Order date ORD-DAT 9(8) Valid date if non-zero; * = Use system date Delivery date DELIV-DAT 9(8) Valid date if non-zero Cancel date CANCEL-DAT 9(8) Valid date if non-zero Buyer ORD-BY X(15) Ship-via SHIP-VIA X(15) F.O.B. FOB X(15) Terms SPEC-TERMS X(30) Drop ship flag DROP-SHIP-FLG X(1) 120 If "Y", import drop ship info; If not "Y", import special messages Vendor # VEND-NO X(12) On file VEND-NAM X(25) * = if both VEND- VEND-ADRS-1 X(25) NAM and VEND-ADRS-1 VEND-ADRS-2 X(25) fields are non- VEND-CITY X(15) blank and set to VEND-STATE X(2) "Use import VEND-ZIP-COD X(10) values", then use import values. Otherwise, use values from vendor record. Special msg 1 SPEC-MSG-1 X(50) Special msg 2 SPEC-MSG-2 X(50) Special msg 3 SPEC-MSG-3 X(50) D/S Ref # DROP-SHIP-REF-NO X(6) D/S Cust-# DROP-SHIP-CUST-NO X(12) D/S Address DROP-SHIP-NAM X(25) DROP-SHIP-ADRS-1 X(25) DROP-SHIP-ADRS-2 X(25) DROP-SHIP-CITY X(15) DROP-SHIP-STATE X(2) DROP-SHIP-ZIP-COD X(10) * = explanation of default handling if data field is blank or zero

5 Data Interchange: Getting Started - Purchase Order Import Specifications 5 Line item record Field name PAPTXF field Format Columns Comments Record type None X(1) 1 L = Line item P.O.# ORD-ID X(15) 2-16 Must match preceding header Seq # SEQ-NO 9(5) Increment by 1 Item number ITEM-NO X(20) Actually X(15), but allows 20 character barcode Description 1 ITEM-LIN-1 X(25) * = from item file Description 2 ITEM-LIN-2 X(25) * = from item file; for gridded items, desc-2 is never imported Qty ordered QTY-ORD 9(8)V Unit cost COST 9(6)V * = if fields is nonblank and set to "Use imported values", then use imported values. Otherwise, use values from vendor record, or if no vendor record then item record Comment COMMNT X(25) Unit VEND-UNIT X(4) * = stk unit from item file or vendor purchase unit, depending on the import spec; if nonblank it must be either the item file stocking unit or the vendor purchase unit * = explanation of default handling if data field is blank or zero

Receiving Items. Purchasing: Using CounterPoint. Overview. Introduction to Receiving. Receive P.O. s

Receiving Items. Purchasing: Using CounterPoint. Overview. Introduction to Receiving. Receive P.O. s 1 Purchasing: Using CounterPoint Receiving Items Overview When you receive items from your vendors, there are four ways to enter these receivings into your CounterPoint system. Purchasing / Receivings