Convert Bids to Purchase Orders Page

Use this page to convert awarded bid line items into purchase orders in the Purchasing System. After creating the purchase orders, you should run the PO Location Code report to verify commodity costs. For details, refer to PO Location Code.

Menu Path:  Vendor Bidding > Entry & Processing > Periodic Routines > Convert Bid to PO

Requirements

Following are the prerequisites and other requirements for converting bids to purchase orders:

• Before using this option, run the Preliminary Purchase Order report, which shows the effects of converting awarded bids to purchase orders.

• Only awarded line items from the bids selected can be converted.

• The bids are selected based on the method chosen, by either location or shipping code.

• When the line items exceed 99, the system adds another purchase order for the same vendor.

• If errors are detected in the conversion process, no purchase orders are created. The errors are documented in the log report that is generated. 

Creating Purchase Orders from Bids

Converting a bid to a purchase order has the following effects in Vendor Bidding and Purchasing:

Vendor Bidding System

• The status of the bid's line items changes from Awarded to Purchase Order.

• In the Commodity Codes table, the Last Price, Date, and Vendor fields are updated.

Purchasing System

• The Status field in the Purchase Order Listing and Purchase Order Information pages indicates whether additional maintenance of a purchase order is required. The codes that display include:
  C - Complete - Purchase order is approved and can be printed and posted to Fund Accounting.
  I - In Progress - Purchase order is in progress.
  Y - Printed - Purchase order was printed using the Purchase Order Listing page's Print Purchase Orders item.

• If the Fund Accounting Profile's Buyer PO Approval checkbox is not selected, the Status field will be set to C - Complete and the Approval Status field in line items will be set to X - Posted.

• If the Profile's Buyer PO Approval field is selected and you convert a bid, the Status field will be set to I - In Progress. In this case, the purchase order needs to be approved, which can be done by first changing the status to C - Complete.

• The conversion has these effects on other fields in the Purchase Order Information page:

Converting a bid to a purchase order

1. Select Vendor Bidding > Entry & Processing > Periodic Routines > Convert Bid to PO to display the Convert Bids to Purchase Orders page.

2. In the Conversion Method section, select one of the following radio buttons: Convert by Location or Convert by Shipping. For descriptions of these buttons, refer to the Fields section below.

3. In the Search Criteria section, complete the Year and Bid fields as needed to identify the bids, and then select a Location or Shipping code, depending on your selection in Step 2.

4. In the Conversion Information section, select the Next Year PO and Update Commodity Description checkboxes as needed, and then select a location in the Approval field, as defined in Purchasing's Approvals table.

5. Click OK.

6. In the confirmation dialog, click one of the following:

   Yes	Posts the bids' encumbrances to Fund Accounting during the conversion.
   Review	Creates a batch file, so you can review the encumbrances prior to posting to Fund Accounting.
   No	Prevents the encumbrances from being posted.

7. In the next confirmation dialog, click Yes to proceed with the conversion.

8. In the first Print window, select a destination for the Bid Conversion Log. The log's default file name is bdcvtlog.rpt.
   The Bid Conversion Log lists the purchase orders and line items created. It also reports errors or warnings detected during the conversion process.

9. Click OK.

10. In the second Print window, select a destination for the Mass Post Purchase Orders report. The report's default file name is vbpostpo.rpt.
    The Mass Post Purchase Orders report lists errors and warnings that occurred in posting individual purchase order line items. It also indicates whether the purchase order posted successfully.

11. Click OK. A window displays showing each processing step.

12. Click OK when processing is complete.

13. Run the PO Location Code report option, which shows commodity totals for the bids converted. For details, refer to PO Location Code.

Fields

Conversion Method Section

Search Criteria Section

Conversion Information Section