CREATE CUSTOMER AND VENDOR RECORDS BEFORE INTEGRATION

Deltek recommends that you create Customer (Client) and Vendor records in Costpoint first before integrating the records to GovWin Capture Management. This will prevent the integration process from not including Customer and Vendor records when the Customer IDs or Vendor Numbers do not match in Costpoint and in GovWin Capture Management.

If you already created records in GovWin Capture Management before running the integration, you can refer to the following guidelines to resolve issues with the data.

Customer Records

If you have Customer records that have Customer Numbers that do not match in Costpoint and GovWin Capture Management, you will have to use one of the following methods:

Method 1

Manually update the Customer number in GovWin Capture Management. To perform this you will need to:

1. Leave the Customer number empty until the opportunity is awarded.

2. Create the customer record in Costpoint after the opportunity is awarded.

3. Communicate the Costpoint customer number to your GovWin Capture Management administrator or designated controller and request to update the customer record manually in GovWin Capture Management with the Costpoint Customer Number.

Please note that if auto-numbering is ON for Client numbers, the Client Number field in GovWin Capture Management is disabled for editing. If you use the auto-numbering option and need to edit the Client Number, you will need an internal administrator process to update the values.

Manually updating the Customer record in GovWin Capture Management is a tedious process which could lead to mistakes.

Method 2

Create the Costpoint Customer record that matches the customer number in GovWin Capture Management. Perform this after the opportunity is awarded.

To ensure that this method does not create duplicate records when you run the integration, follow these guidelines:

• Business Development (BD) and Accounting groups should agree on the Customer number format.

• Auto-numbering option should not be used.

Vendor Records

Deltek strongly recommends that you create the Vendor records in Costpoint first because the integration updates existing records based on the Vendor number which is the Primary Key field. Therefore, you will not be able edit the Vendor field in GovWin Capture Management.

If only a few Customer or Vendor records do not match, you can use the GovWin Capture Management KEY format utility to update the existing records in GovWin Capture Management. Should you decide to use this tool, please contact Deltek’s Technical Services team or send an email to DGSCONSULTANTS-PES@Deltek.com.