PO Data Conversion

The PO Data Conversion process was created so that new clients can convert their Purchase Order Data from their legacy system to BusinessPlus. It works based on a spreadsheet concept with column headings that tell the process what data is being converted. Information for each table is contained in a different file and is processed one at a time for maximum control.

The conversion process will also update the Encumbrance Subsystem (EN) based on the status and encumbrance flag on the purchase order. All EN transactions will be deleted and recreated each time. The status needs to be either "PO" for "Open PO" or "PP" for "Partially Paid." The Encumbrance Flag needs to be "Y." The first table to convert should be the PO Master Table (POPV). The second table PO Item table (POITEM). After that, all other tables should be available.

There is a Special Flag called "FQA" for fully qualified accounts. If you want to be able to obtain the GL and JL key and object codes using an FQA, then do the following:

Put "FQA" in the 4th Associated Description field.
Put the fully qualified account number in the GL KEY column.
Have the GL Object column in the spreadsheet but have blank.
If using a Job Ledger, place the GR, KEY and Object columns in the spreadsheet, but have blank.
If using the Work Order, place the WO column in the spreadsheet, but have blank.

PON-EN-DTL table (POEN) is a table for PO items that have split accounts.

If the PO item is only being paid by 1 account, then the distribution information needs to be placed in the POI-ITEM-DTL table (POITEM), the ACCT-SPLIT-CD field is left blank and the PON-EN-DTL table is not inserted.

If the PO item is to be paid by more than 1 account, the POI-ITEM-DTL account distribution information is not used, the ACCT-SPLIT-CD field is filled in accordingly and the PON-EN-DTL table is inserted with the associated distribution records.

Note that PR and PO Numbers may not be the same number on a record.

Tables

Tables are in update and insertion mode only. No purging of data will be done unless specified.

Spreadsheets

Spreadsheets allow the maximum flexibility to the generic process. The key to the spreadsheet is row 1 in which the name of the information contained in that field column exists. These names match the name of the column in the database table as well as the online help field descriptions on each screen.

Here are some features to the process, on a file-by-file basis:

The columns do not have to be in any specific order. The process will handle special features based on the column heading of that field (row 1).
The name of the spreadsheet is the name of the table the information is being inserted into (e.g., POITEM.xls).
The columns are color coded as to the importance of the data. Red columns must be in the data file whether inserting or updating. Green columns must be there if inserting data. Gold columns are information needed / recommended by our consultants. White are just other optional information. All colors other than red are not necessarily needed in the file in order to process it.
Ensure that each column appears in the upload file only once. If there are duplicate columns, the Insert will not happen, regardless if the tail sheet says it did.
There are two tabs per spreadsheet file. The first tab is for the data. The second tab has the descriptions of the field columns. The screen and tab to find this data is also contained in the field description tab as well as what type of data, length of text fields, how many digits follow the decimal point and any comments, defaults and recommendations.
The process will decipher the column heading row. It will handle dashes as well as lower and upper-case letters to adjust the field name to what it needs to be. If a field name specified is not one within the table, the process will display the error, but will still update/insert the data information for all other columns unless that one wrong column is a required one (red).
Dates – Eight different date formats are available for use. The only requirement is that all dates within a file are the same format. You will specify that format and the program will modify the date to fit the correct format that the database table will accept.
Numbers / Amounts – The program will handle all decimal options. It will calculate what type of number the data is, validate that it is a number, then format it to the correct form to be accepted by the database table. This is on a field by field basis. Only requirement: no dollar signs ($) are permitted.
The data file can be delimited three different ways – TAB, COMMA and PIPE. This is on a file by file basis. Note: If a data file has many number fields with commas in the numbers, TAB delimited works better than COMMA.
When updating information, if a blank data field is found, the table will clear that field data as well.
Some data fields have been kept off of the spreadsheet columns to minimize data clutter. These fields are usually standard data that is the same for all records. Based on this, if the process does not find that column field name, it will take the preset default. These fields are defined in the spreadsheet field description tab and are dependent on the database table. This default option can be overturned by manually inserting the column into the spreadsheet.
Sorting of a spreadsheet is usually based on the red columns and is specified on the field description tab. This is essential at times to find duplication of data or to be sure data is grouped properly for processing.

Tables

Tables are in update and insertion mode only. No purging of data will be done unless specified.

01 – Purchase Request Def (POUPPR)

POPV - PO Master Table

1 record per Purchase Order based on PR Number.
All Vendor IDs and codes will be validated.
If the POP-STATUS = "PO" then there must be a POP-PRINT-DT and POP-PRINT-BY.
Defaults:
EN Flag = "Y"
If POP_STATUS = "PO," POP-PRINT-BY = "ROLL"

02 – Items (POUPPR)

PO Item Table (POITEM)

1 record per Purchase Order Item based on PR and Item Number.
For inserting records and the PR status is not "PR," the PO Item Number MUST be filled out.
If the GL Account Information is present it will be validated and then the item will be processed to see if an EN transaction is to be created.

03 – Receiving Info (POUPRC)

04 – Encumbrance Info

POEN

Multiple transactions per Purchase Order Item based on PR and Item Number.
This table will be deleted from and reinserted each time.
GL Account Information will be validated and then the item will be processed to see if EN transactions will need to be created.
Either a percent or amount will be needed for insertion.

05 – Logging Information (POUTLG)

POLOG

1 or more records per Item. Updating will be based on PR and Item Number, Sequence Code and Log Code.

06 – Notes (POUPPR)

07 – Association Codes (POUPPR)

POASSOC

1 or more records per Item. Update will be based on PR Number, Item Number, and Association Code.

08 – Events

POEVENT

INSERT ONLY TABLE
1 or more records based on PR and Item Number.

09 – Approvals

POAPRV

1 or more records per PR Number. Update will be based on PR Number and Approval Code.

10 – Quotes

POQUOTE

1 or more records for each Purchase Order. Updating will be based on PR Number, Quote Number and Vendor ID.

11 – POUSERM

12 – Security Codes (POUPSC)

13 – PunchOut Gen Info (POXPGN)

14 – Format Definition (POUPFO)

15 – Classes

16 – Vendors

POVENDOR

1 record per General Ledger Code and Vendor ID.

17 – Format Details (POUPFO)

POREC

Multiple transactions per Purchase Order Item based on PR and Item Number.
This file will be deleted and reinserted each time.

POTEXT

Multiple records per Item. Updating will be based on PR and Item Number, Type and Sequence Number.

Common Code Options

The common code to run the process without the questions and with more options is PORL/ROLLOVER. This code is required by the FAUTZZ utility that imports data into FA tables from flat files. Also refer to common code PORL/OTHERIDS.

How to Run the Process

There are two options to running PO Conversion. The options are listed under the menu POUTZZ.
POUTZZ01: Generic – Common Code Launch - This option uses the Common Code to set up the process. It asks three basic questions: which table information to convert, what input file to use, and whether or not to run the conversion in trial mode (debug). All other information is taken from the PORL/ROLLOVER common code.

Locate the file you want to use for the conversion. After the file is selected, the question field displays the path to the file and is greyed out.
The remote upload may not be able to handle extremely large input files. Check the tail sheet to verify how many records were read/updated/inserted. If the input file is too large, either split the file up into smaller files, or place the file on the App server in the /admin/data directory, which can handle larger file sizes. When placed on the App server, the file name can be no longer than eight characters, all letters in uppercase and no file extension.
The default location of the input file question field is the /data/admin directory on the App server. If a file name is entered here instead of using the upload/browse feature, the system will look for that file on the App server when the utility is run.
For Trial (Debug) Mode: "YES" will have the process handle all the error checking, but not actually insert or update the table. "NO" inserts/updates the table.

POUTZZ02: Custom Conversion – This option is used if there was a custom program written and will be set by the programmer.