APOR Export Instructions

Transcription

1 APOR Export Instructions Exporting Files Suppliers are allowed access to their own data records for mass modification via personal computer or mainframes. This section contains instruction for retrieving the online file to modify the data manually or through MRP interface. ABC SUPPLY COMPANY, INC. Export provides a Supplier s APOR data in spreadsheet format, takes the data off-line and locks out all other Users from entering information until file is Imported back to APOR. For later reference, note the number of schedules contained in the online file. Next, select the Export button from left menu box to start the process. Note: Once you have selected Export, the button will immediately change to Import and will remain that way even if the User subsequently cancels the request before completion of the steps. If the User mistakenly selects Export, the file must be located and imported back into APOR to get the Export button back. If the User cannot find the exported file to import back in, simply Download another copy of the online file and, without opening the file, import that data file to get the Export button to return.

2 At this prompt screen, select Save this file to disk to export a copy of the file. Select OK *Reminder - Once data is Exported, other users will be locked out from making changes to the online Supplier-controlled fields until Import is completed. If you select Open this file from its current location and select OK, the file will open and WILL NOT export a copy of the file. Page 2

3 Microsoft Excel Worksheet Complete the save of the exported file Navigate or change to a local PC Save in drive and appropriate subfolder Assign a unique File name The default value is polist It is suggested that Suppliers save the file with some reference to the date of export to make identification easier (i.e. 04_16_04 ). Internal Users should use a combination of the unique Supplier Number and date of export to make identification of multiple files easier (i.e. ). Please note that files exported during one week s APOR run cannot be imported in subsequent weeks. Save as type will read Microsoft Excel Worksheet Select Save Page 3

4 After completing the save of the exported file, it is recommended that external users first open their PC spreadsheet application (i.e. Excel). Once the application is open, select File then Open from the application menu. Microsoft Excel Worksheet Navigate or change the Look in: field to the local PC drive and appropriate subfolder where the exported APOR file was saved In the File name field enter the name of the file you want to open or select the file from the screen with your mouse. (You may have to change Files of type field to read Microsoft Excel Worksheet to locate the saved file). Select Open If you are using Excel, File Import Wizard box will open. This allows users to pre-format simple text files for use with the Excel PC application. Specific formatting will be performed later, so for now, click Finish. The Exported APOR schedule data will appear in spreadsheet format. Users can now work with the data as they would with any other spreadsheet. Page 4

5 Formatting Files After opening the file, verify that you have received the complete file. The number of schedules contained in the online file plus 1 row for column titles should be equal to the number of rows in the file that you see in your application. Once it has been determined that you have a complete file, it is recommended that Suppliers prepare the file similar to the format that existed when APOR exported it. Regardless of the application used to retrieve and open the files, all applications translate data into the best format for its internal programming. Likewise, APOR uses strict programming logic and requires specific formatting, therefore establishing the format now will help Suppliers in the detection of errors during data entry and during return of the file back to APOR. Reformat all seven (7) date columns (columns D, E, I, V, X, Y, Z) as a 4-digit year, a dash, a 2 digit month, a dash and a 2 digit day (i.e.: YYYY-MM-DD) Reformat Supplier Code and PO Number columns (columns A and B) to force the display of six digits at all times. Using the method prescribed in your PC application, leading zeros should be displayed (i.e would display as ) Reformat PO_Item column (column C) to force the display of two digits at all times. Using the method prescribed in your PC application, leading zeros should be displayed (i.e. PO Item 1 would display as 01) Once the file is formatted per the above, it will be ready for use with little or no disruptions. Allowable Changes Suppliers may return (Import) LESS than the exported number of ROWS of data; sort the ROWS of data to get the file sequenced the way they prefer; change the WIDTH of any column to be able to read data within the column; change the FONT size of any row / column to view the data easier; or temporarily hide the columns not currently being updated. Although many columns are exported and all are editable within your application, Suppliers can only enter information in the following file columns if you plan on returning the file to APOR: Heading Column ACCEPT FLAG M PROMISED SHIP DATE I PROMISED SHIP QUANTITY J RESPONSE CODE N COMMENTS Q CROSS REF T HF CODE U SUPPLIER START DATE Y ACTUAL SHIP DATE Z ACTUAL SHIP QUANTITY AA Changes Not Allowed If you are planning to return the file back to APOR using the Import feature, do not change any text in column headings or rearrange order of any columns. Under no circumstances will the size of the spreadsheet be allowed to be increased. Suppliers who add rows, columns, summary data to the bottom row or extreme right column of the original spreadsheet MUST delete the added rows and columns before saving the file. APOR controls the information in each field of the file and remembers what was exported to Suppliers. Any changes to the Vought, APOR, CPRO or RAPII generated/controlled data will result in the Suppliers failure when attempting return (import) of the file to APOR. Page 5