Purchase Order Receipt Interface: Pipe Delimited Method
- Samantha Menzynski
Use the Purchase Order Receipt Interface to load purchase order receipt information using data from external applications. Information you load using this interface adds to the data already stored in PENTA.
Data files you load must have a Request Type assigned to the R Interface Type.
System Option 341 (PO Receipts IF-Auto Distrib) controls how PENTA distributes batches created by the interface request. If set to:
Y - PENTA automatically distributes the batch and you cannot modify it.
N - PENTA loads all error-free in balance records into the Purchase Order Receipts window and you are responsible for distributing them.
PENTA runs several high-level tests for integrity on the file. PENTA processes the Detail Records and creates a batch (Header Record and associated Detail Records) if all of the following are true:
The Batch Number matches the file name.
The record count of the header equals the number of Detail Records.
The data check verifier of the header is equal to the sum of the units in the PO and POLINE records, truncated after the decimal point and truncated (from the left) to the eight least significant digits. For example, the calculated number is 1234567890.123, truncated to 34567890.
Where to View Loaded Data
If System Option 341 is set to N, you can review interfaced data in the Purchase Order Receipt window. (If this System Option is Y, error-free records are automatically distributed.)
If necessary, you can make corrections and/or late entries directly in PENTA. After loading, reviewing, and modifying the data, you can use PENTA to process the receipt batch and create the necessary accounting entries.
Available Records
Header Record
Each interface file should consist of one Header Record and one or more Detail Records. PENTA uses the information defined within the Header Record to validate the content of the interface file. If a header field fails validation, PENTA rejects the header and associated Detail Records.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Identifier | Key | C! 3 | Request Type code assigned to the R (Purchase Order Receipts) Interface Type. |
2 | Record Count | Key | I 10 | Each batch includes a count of the Detail Records within the file and excludes the Header Record. If the number in the Header Record differs from the number read by PENTA, no update occurs and PENTA rejects the entire file. |
3 | Receipt Date | Key | D | The date the PO was received. Each position must be zero or greater. For inventory-related purchase orders, PENTA uses this date for the accounting entry to increase the Inventory subledger account and the PO Receipt Accrual account defined on the Warehouse’s main record. |
4 | Batch Number | Key | C 13 | The Batch Number must be unique within PENTA. PENTA validates it against the INTR_RQST_BASE table. Note: Penta Technologies recommends that you incorporate the current date, a sequence, and source into the Batch Number. PENTA rejects the file if the Batch Number is not a unique interface Batch Number within the database. |
5 | Data Check Verifier | Opt | I 8 | PENTA adds the Units fields in the POLINE and WHSEDISTR records, and compares the eight least significant digits to the left of the decimal point to this value. |
Miscellaneous Attributes (MISCATTR) Detail Record
The MISCATTR record should identify valid non-tracking attributes for a product associated with the purchase order line item referenced in the POLINE record.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | The value must be MISCATTR. The Detail Record identifies a non-tracking attribute value that is to be associated with one or more product Ids. |
2 | Attribute Value | Req | C30 | The value assigned to the non-tracking attribute. |
3 | Product Attribute Id | Req | C 15 | The Product Attribute value assigned to the product in the Product Information window. |
4 | Units | Req | F 12.3 | The number of units associated with this tracking attribute. The value in this field must be equal to 1 if you defined the tracking attribute as One-To-One in the Product Attributes window. |
Purchase Order (PO) Detail Record
Include only one PO record per purchase order. A purchase order line item record should be followed by one of more POLINE records, one or more WHSEDISTR records, and one or more TRACKATTR and MISCATTR records.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | The value must be PO. The Detail Record identifies a purchase order to be received. |
2 | PO OU Id | Req | X | The organizational unit assigned to the purchase order. PENTA validates this entry against the ORGANIZATION_UNIT table. If this value is invalid, PENTA rejects all records associated with the invalid PO OU Id. |
3 | PO Number | Req | X | PENTA validates the purchase order number against the PO_MSTR table. If the entered PO Number does not exist for the associated PO OU Id, PENTA rejects all records associated with the invalid PO Number. |
Optional PO Detail Fields (place after Field 3)
Fields | Format | Description | ||
|---|---|---|---|---|
EMP_ID | X | Id of the employee that received the products. This must be a valid, active entry within the Employee Payroll Information window. PENTA displays this value within the Receipt History pop-up window in the Purchasing Inquiry windows. | ||
RECV_DATE | D | The receipt date if it is different from the receipt date entered in the Header record. PENTA displays this value within the Receipt History pop-up window in the Purchasing Inquiry windows. | ||
PACKING_SLIP_NUM | C 30 | The packing slip number associated with the Receipt document. PENTA displays this value within the Receipt History pop-up window in the Purchasing Inquiry windows. | ||
Purchase Order Line (POLINE) Detail Record
Include only one POLINE record per purchase order line. The POLINE record should identify a valid line for the purchase order identified by the last PO record. One or more WHSEDISTR records should follow the POLINE record if the last PO record was for an inventory-related purchase order.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 9 | The value must be POLINE. The Detail Record identifies a purchase order line and quantifies the received units. |
2 | PO Line Number | Opt | I 9 | PENTA validates the purchase order line number against the PO_DTL table. |
3 | Units Received | Opt | F 12.3 | The number of units received. This is the Purchase Units of Measure (PUM) quantity, not the Stocked Unit of Measure (SUM) quantity. |
Track Attributes (TRACKATTR) Detail Record
The TRACKATTR record should identify a valid tracking attribute for the product associated with the purchase order identified in the previous PO record. Multiple warehouse locations with multiple tracking attributes per location can receive a purchase order line item quantity. When this occurs, multiple TRACKATTR records can exist for the same WHSEDISTR record.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | The value must be TRACKATTR. The Detail Record identifies a tracking attribute to assign to the product associated with the PO line item in the POLINE record. |
2 | Attribute Value | Req | C30 | The value assigned to the tracking attribute. This value must be unique for this product or must be associated with a Purchase Order Receipt Adjustment. |
3 | Product Attribute Id | Req | C 15 | The Tracking Attribute value assigned to the product in the Product Information window. |
4 | Units | Req | F 12.3 | The number of units associated with this tracking attribute. The value in this field must be equal to 1 if you defined the tracking attribute as One-To-One in the Product Attributes window. |
Warehouse Distribution (WHSEDISTR) Detail Record
The WHSEDISTR record should identify a valid warehouse location for the warehouse associated with the purchase order identified by the last PO record. Multiple warehouse locations can receive a purchase order line item quantity. When this occurs, multiple WHSEDISTR records must exist for the purchase order line item.
|
Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | The value must be WHSEDISTR. The Detail Record identifies a warehouse location that is receiving the product from the PO Line. |
2 | To Location | Key | C 6 | Must be valid for the warehouse associated with the purchase order. |
3 | Units | Key | F 12.3 | The number of units distributed to this location. This is in the Stocked Unit of Measure (SUM) quantity. |