Once you complete the prerequisites covered in the Initial Procedures section, you can proceed with creating and processing bids. Following are the steps in the Vendor Bidding process, from adding bids to generating purchase orders.
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Use the Convert Requisition to Bid option to create bids in Vendor Bidding from requisitions stored in Purchasing.
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Use the Bid Catalog Information option for setting up bid records and entering requests for commodities.
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Use the Bid Books report option to generate bid commodity lists for distribution to your request locations. The Bid Book can be used in two ways:
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As a worksheet that can be filled out and returned with the quantities requested at individual sites.
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As a guide for entering quantities using the Quick Request Entry option.
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Use the Quick Request Entry option to enter requests into the Vendor Bidding System. Depending on your security procedures, staff at designated sites can also use this option to enter requests on their own.
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Use the Bid Catalog Information page's Close to Requisitions field to prevent additional requests from being entered after bids are sent to vendors for quotes.
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Use the Bid Lists report option to generate commodity lists for distribution to vendors.
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Use the Bid List Mailing Labels option to generate labels for mailing Bid Lists to vendors.
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Use the Vendor Bid Entry option to enter prices submitted by vendors, including regular and alternate bids.
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Use the Bid Award Recommendation report option to generate a list of recommendations for awarding bids to vendors. If desired, you can use this option to automatically award the bids, in which case you can skip the next step.
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Use the Award Vendor Bids option to award regular and alternate bids to vendors.
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Use the Final Price Catalog option to generate a report showing prices and quantities from awarded bids.
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Use the Preliminary Purchase Orders option to generate a report showing the effects of converting bids to purchase orders.
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Use the Convert Bid to PO option to create purchase orders in Purchasing from the bids awarded in Vendor Bidding.
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Use the PO Location Code option to generate a report showing commodity totals for the bids that have been converted to purchase orders.