Topic overview
This article describes procedures for using the Import data application in relation to purchasing RFQs. The procedures contain general instructional steps and inform you which special features need to be considered. You will also be informed about possible preconditions and effects.
For the description of the Import data application, including field and button descriptions, see the Import data article.
General information
The import of purchasing RFQs is essentially based on the current data model, which is stored in the repository database. More attributes are available for data export than for data import. Therefore, it makes sense to define separate filters for export and import.
1:1 relationships are generally based on a technical GUID attribute in the data model. Depending on the use case, either the technical GUID attribute or a business key from the target object (usually code or number) can be used for the import. For some business objects, an organization is required to convert the business key to the technical key. The relevant organization is normally not directly in the import source, but is specified via the voucher context. Further information on this can be found in the chapter Overview: Attributes.
Hash code business objects are referenced both in the header and in the line item of a purchasing RFQ. These are technically related attribute groups that are always the same for many RFQs and whose reuse saves some storage space in the database and in the main memory. Using a special conversion, these hash code business objects are represented as parts for export or import.
Certain purchasing RFQ data such as local currency values, status, and internal auxiliary attributes cannot be imported.
If you are not sure which format is suitable for the import file, proceed as follows: enter a sample purchasing RFQ via the Purchasing RFQs application and export it using the filter for import in the desired format with the desired attributes. The resulting sample file can be used as a template for the import files to be generated.
The same rules apply when importing as when editing data via the application. For example, an item in a saved line item can no longer be changed. Attribute values are ignored if they cannot be adopted in the current context. The same logic is applied when determining the default value, so that the import process and the application behave identically. The same applies to data validations.
Procedure: Importing purchasing RFQs
- Open the Import data application
- Display the filter for this business object:
com.cisag.app.purchasing.obj.RequestForProposal
- The filter for importing purchasing RFQs will open.
- If required, duplicate or create a new filter for this business object
- If required, change the already selected attributes of the filter
- Press the [Import data] button in the standard toolbar
- The Import data dialog window will open.
- In the Import data dialog window, you can adjust settings for the import file. For a description of the fields in the dialog window, see the Import data article.
- Press either the [In background] or [Immediately] button
- The import will be executed.
Automatic release after the import
If the import has been carried out successfully, you can automatically release a processed purchasing RFQ. This option is particularly useful in combination with the creation status In process. This prevents a purchasing RFQ that has not yet been fully imported from being used in subsequent vouchers. During release, the purchasing RFQ is assigned the status Invalid, meaning that the purchasing RFQ cannot be used in this step either.
For this functionality, you must set the virtual base attribute autoRelease to true for the relevant instance.
If this function is activated and there are no other errors, an additional information message is displayed in the message log stating that the purchasing RFQ was automatically released. If this was not possible, a warning is displayed.
Overview: Attributes
Below, you can find the attributes of the individual business objects that are available for import. The corresponding relationship name is also included for foreign key attributes. Identification and mandatory fields are changeable and can be extended by making adjustments.
For some business objects, an organization is required for the conversion of functional keys to technical keys. In the attribute lists, this is indicated by the following notes in the Attribute column:
- Purchasing organization (always according to the header)
- Firm (always according to the header)
- Firm country (always according to the header)
- Logistics organization (according to the header or line item)
Identification attributes (key attributes) are also marked with a (K).
Header data
Purchasing RFQ (RequestForProposal)
| Attribute | Relationship | Explanation |
|---|---|---|
autoRelease | Release automatically (virtual attribute); see the chapter Automatic release after the import | |
classification1 (Purchasing organization) | Classification1 | Classification 1 |
Classification2 (Purchasing organization) | Classification2 | Classification 2 |
Classification3 (Purchasing organization) | Classification3 | Classification 3 |
Classification4 (Purchasing organization) | Classification4 | Classification 4 |
Classification5 (Purchasing organization) | Classification5 | Classification 5 |
date | Creation date | |
deliveryData | See the chapter Delivery data (deliveryData) | |
deliveryRecipientData | See the chapter Recipient data (deliveryRecipientData) | |
guid (K) | Technical identification for changing/deleting already stored data - if known | |
invoiceRecipientData | See the chapter Purchasing organization (invoiceRecipientData) | |
invoicingData | See the chapter Invoicing data (invoicingData) | |
number (K) | Number (technical identification), optional for new creation - otherwise determined automatically Mandatory if the guid was not specified when changing/deleting |
|
PreferredSupplierAssignment. | PreferredSupplierAssignment. | First RFQ recipient |
proposalDeadline.value | Quotations to | |
requestDate.value | Preferred date | |
responsible | ResponsiblePartner | Employee responsible |
status | General status (only Released or Blocked) Note: This attribute cannot be changed by the import for existing RFQ line items. Data in the import file is ignored during import. |
|
storageAreaDefault | Default warehouse | |
storageArea.warehouse | Warehouse (code) |
|
SupplierAssignments | See the chapter Purchasing RFQ supplier assignment (supplierAssignments) | |
TextAssignments | File attachments/texts; see the chapter Texts (TextAssignments) | |
type (K) | Type | Type (technical identification) Mandatory if the guid was not specified when changing/deleting. |
Delivery data (deliveryData)
The delivery data is stored in the database as a hash code business object and is represented as a part for export or import.
| Attribute | Relationship | Explanation |
|---|---|---|
deliveryTerms | DeliveryTerms | Delivery term |
deliveryTerms | Delivery term location reference | |
shippingTerms | ShippingTerms | Shipping terms |
Delivery recipient data (deliveryRecipientData)
The delivery recipient data is stored in the database as a hash code business object and is represented as a part for export or import.
| Attribute | Relationship | Explanation |
|---|---|---|
careOf | CareOfPartner | Delivery recipient: Care of |
careOfName | Delivery recipient: Care of - Name |
Purchasing organization (invoiceRecipientData)
Some purchasing organization data is stored in the database as a hash code business object and is represented as a part for export or import.
| Attribute | Relationship | Explanation |
|---|---|---|
careOf | CareOfPartner | Purchasing organization: Care of |
careOfName | Purchasing organization: Care of - Name | |
partner | Partner | Purchasing organization |
Invoicing data (invoicingData)
Some invoice data is stored in the database as a hash code business object and is represented as a part for export or import.
| Attribute | Relationship | Explanation |
|---|---|---|
paymentMethod (Firm) | PaymentMethod | Payment method |
paymentTerms (Firm) | PaymentTerms | Payment terms Note: This attribute cannot be changed by the import for existing RFQ line items. Data in the import file is ignored during the import. |
Purchasing RFQ supplier assignment (SupplierAssignments)
One or more partners can be used as RFQ recipients and delivery partners in a purchasing RFQ. Address data, contact persons, delivery partners and output vouchers are stored for each RFQ recipient.
The first RFQ recipient is used directly in the Purchasing RFQ application – the data for all RFQ recipients is available in the dialog window for the RFQ recipient field.
The following attributes exist for each RFQ recipient.
| Attribute | Relationship | Explanation |
|---|---|---|
carrier | Carrier | Carrier |
deliverySupplier | DeliverySupplierPartner | Delivery partner |
deliverySupplierCareOf | DeliverySupplierCareOfPartner | Delivery partner: Care of |
deliverySupplierCareOfName | Delivery partner: Care of - Name | |
outputSettings | See the chapter Output settings (outputSettings) | |
supplierData | See this chapter: Suppliers (supplierData) |
Output settings (outputSettings)
The output settings are stored in the database as a hash code business object and are represented as a part for export or import.
| Attribute | Relationship | Explanation |
|---|---|---|
requestForProposal.medium | Output medium Purchasing RFQ |
|
requestForProposal.mediumAddress | Communication connection Purchasing RFQ |
RFQ recipient (supplierData)
The RFQ recipient data is stored in the database as a hash code business object and is represented as a part for export or import.
| Attribute | Relationship | Explanation |
|---|---|---|
addressData.city | Address - City | |
addressData.country | addressData.Country | Address - Country |
addressData.district | Address - District | |
addressData.poBox | Address - P.O. box | |
addressData.poBoxCity | Address - P.O. box city | |
addressData.poBoxPostalCode | Address - PO box postal code | |
addressData.postalCode | Address - Postal code | |
addressData.region | addressData.Region | Address - Region |
addressData.street | Address - Street | |
careOf | CareOfPartner | RFQ recipient: Care of |
careOfName | RFQ recipient: Care of - Name | |
name | RFQ recipient - Name | |
supplier | SupplierPartner | RFQ recipient |
Texts (TextAssignments)
| Attribute | Relationship | Explanation |
|---|---|---|
code | Text module (optional) | |
document | Voucher | |
sequence | Number | |
text | Texts per language (only used if no text module has been specified; see the chapter text) |
|
type | Text category |
text
| Attribute | Relationship | Explanation |
|---|---|---|
contentType | Content category | |
language | Language | |
text | Text |
You can also use various formatting options for texts. If you need examples of specific formatting, it is best to create a sample voucher with the desired text formatting and export it.
com.cisag.app.general.order.bi.applyAllwaysTextDefaults has the value true, the default values are always determined and combined with any existing texts in the import file. Please note that the numbers of the text lines must be selected appropriately and that the result is only one text line with one line item text.Line item data (basic line items)
Purchasing RFQ line items (RequestForProposalDetail)
| Attribute | Relationship | Explanation |
|---|---|---|
costCentre | CostCentre | Cost center |
costObjective | CostObjective | Cost unit |
CostingData | See the chapter Cost data allocation (CostingData) | |
deliveryRecipientData | See the chapter Delivery recipient data (deliveryRecipientData) | |
ean | European Article Number (EAN) For more information, see the article Importing a voucher line item using an EAN |
|
guid (K) | Technical identification (line item) for changing/deleting data that has already been saved - if known | |
item | Item | Item |
number (K) | Number (technical identification), optional for new creation - otherwise determined automatically. Mandatory if the guid was not specified when changing/deleting. |
|
preferredDate.value | Preferred date | |
priceDimension | Price dimension | |
priceUom | PriceUom | Price unit |
pseudoItemDescription | Pseudo item description Note: Only for pseudo items. The specification is ignored for all others. |
|
purchaseCost | Target cost price | |
reference | Reference | |
status | General status (only Released or Blocked) | |
storageAreaDefault | Default warehouse | |
storageArea.warehouse | Warehouse (code) |
|
supplierItemNumber | Supplier item number For more information, see the article Importing a voucher line item using an EAN |
|
TextAssignments | See the chapter Texts (TextAssignments) | |
totalQuantity | Uom | Total quantity - Quantity - Quantity unit |
uomObligation | Binding unit | |
uomObligationOrigin | Origin of binding unit | |
useCostingData | Allocate cost data |
Delivery recipient data (deliveryRecipientData)
The attributes correspond to those in the header. See the chapter Delivery recipient data (deliveryRecipientData).
Cost data allocation (CostingData)
If the Allocate cost data function is activated, you can specify a partial quantity of the line item for various combinations of cost centers and cost units.
| Attribute | Relationship | Explanation |
|---|---|---|
costCentre | CostCentre | Cost center |
costObjective | CostObjective | Cost unit |
quantity.amount | Quantity |
Line item data (sub-items)
Purchasing RFQ line items (RequestForProposalDetail)
| Attribute | Relationship | Explanation |
|---|---|---|
costCentre | CostCentre | Cost center |
costObjective | CostObjective | Cost unit |
CostingData | See the chapter Cost data allocation (CostingData) | |
deliveryRecipientData | See the chapter Delivery recipient data (deliveryRecipientData) Note: Not for kitcomponents. |
|
ean | European Article Number (EAN) For more information, see the article Importing a voucher line item using an EAN |
|
guid (K) | Technical identification (line item) for changing/deleting already saved data - if known | |
item | Item | Item |
preferredDate.value | Preferred date Note: Not for kit components. |
|
priceDimension | Price dimension | |
priceUom | PriceUom | Price unit |
pseudoItemDescription | Pseudo item description Note: Only for pseudo items. The specification is ignored for all others. |
|
reference | Reference | |
status | General status (only Released or Blocked) |
|
storageAreaDefault | Default warehouse Note: Not for kit components. |
|
storageArea.warehouse | Warehouse (code) Note: Not for kit components. |
|
subNumber (K) | Number (functional identification), optional for new creation - otherwise determined automatically. Mandatory if the guid was not specified when changing/deleting. |
|
supplierItemNumber | Supplier item number For more information, see the article Importing a voucher line item using an EAN |
|
TextAssignments | See the chapter Texts (TextAssignments) | |
totalQuantity- totalQuantity.amount- totalQuantity.uom | Uom | Total quantity - Quantity - Quantity unit |
uomObligation | Binding unit | |
uomObligationOrigin | Origin of binding unit | |
useCostingData | Allocate cost data |