Convert Requisitions to Bids Page

Use this page to generate bids from requisitions stored in the Purchasing System. The conversion groups line items from the same commodity class into a single bid, whether drawn from a single requisition or multiple requisitions.

After you a create one or more bids from requisitions, you can use Vendor Bidding's options for entering staff requests and vendor quotes, following the same procedures that apply to other bids.

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

Prerequisites

To be converted to a bid, the line items in a requisition in Purchasing must meet the following conditions:

The Bid Item checkboxes for the requisition line items must be selected.
The line items must have commodity codes entered. Commodity codes are not always required in requisitions.
The total price of the commodities in a bid must be equal to or greater than the amount set in the Vendor Bidding Profile's Minimum Bid Amount field.
If Vendor Bidding approvals are being used in Purchasing, then requisition line items must be approved before they can be converted to a bid. Otherwise, line items can be converted without approval. Vendor Bidding approvals are defined for users by selecting their Vendor Bid checkboxes in Purchasing's Approvals table.

Important
When you first access the Convert Requisitions to Bid page, the system may issue warnings depending on whether requisitions are available for either the current year or next year. For additional details, refer to the description of the Requisition Year field in the Fields section below.

The following procedure assumes requisitions are available for the current year. However, the same basic procedure applies with the Next Year Requisitions selection, if available.

Converting current year requisitions to bids

Select Vendor Bidding > Entry & Processing > Periodic Routines > Convert Requisition to Bid to display the Convert Requisitions to Bid page.
Click OK.
When requisitions are available for the current year, their commodity classes will display in the Select Commodity Classes to Convert section. A commodity's class is identified by the first three digits of its commodity code.
Using the Select checkboxes, select the commodity classes tied to the requisitions being converted.
Click OK to access the Bid Information section. This section enables you to create the header records for the bids being generated.
Complete the Bid field, depending on how your Vendor Bidding Profile is set up. For details, refer to the Bid field's description below.
Complete the additional fields in the Bid Information section.
Click OK.
In the confirmation dialog, click Yes to create the bid.
In the Print window, specify how to generate the Bids Generated Log report, and then click OK. The report's default file name is bidgen.rpt.
Click OK when processing is complete to return to the Convert Requisitions to Bids page.
The page displays any remaining commodity classes. You may convert the requisitions associated with these classes by repeating the procedure beginning with Step 3.

Fields

Requisition Criteria Section

You can only access this section if requisitions are available for both this year and next year.

Field	Description
Requisition Year	Initially displays the Current Year Requisitions selection, for example, 18 - Current Year Requisitions (2018). If requisitions are available for both the current year and next year, you can complete the procedure above, or choose the Next Year Requisitions selection to display the related classes and convert their requisitions to bids. If requisitions are not available for either year, you cannot access the field. If no requisitions are found for the current year, the system displays a warning. Click OK. The field then displays the Next Year Requisitions selection and looks for any requisitions entered for the coming year. If not, another warning displays. Click OK to close the Convert Requisitions to Bid page.

Field

Description

Requisition Year

Initially displays the Current Year Requisitions selection, for example, 18 - Current Year Requisitions (2018).

If requisitions are available for both the current year and next year, you can complete the procedure above, or choose the Next Year Requisitions selection to display the related classes and convert their requisitions to bids.
If requisitions are not available for either year, you cannot access the field.
If no requisitions are found for the current year, the system displays a warning. Click OK. The field then displays the Next Year Requisitions selection and looks for any requisitions entered for the coming year. If not, another warning displays. Click OK to close the Convert Requisitions to Bid page.

Select Commodity Classes to Convert Section

The scrolling list defaults the commodity classes for all requisitions stored in your database for the year selected. Following are descriptions of the fields for each class listed:

Field	Description
Select	Checkboxes for selecting commodity classes. Select the box for each class that contains the commodities to include in your bid. You must select at least one class to run the conversion. If a class is selected, all requisition line items with commodities in this class will be converted, provided they satisfy the criteria listed above in the Prerequisites section.
Commodity Class	Code identifying a class. The first three digits of a commodity code determine the commodity's class. For example, the class for a commodity with the code 111-22-33-444 is 111.
Description	Description of the class. If your Commodity Codes table has separate codes entered specifically for identifying a class (for example, 100 for Office Supplies or 800 for Equipment), then the description from this code displays. If your table is not set up this way, then the description of the first commodity in the class displays instead.

Field

Description

Select

Checkboxes for selecting commodity classes. Select the box for each class that contains the commodities to include in your bid. You must select at least one class to run the conversion.

If a class is selected, all requisition line items with commodities in this class will be converted, provided they satisfy the criteria listed above in the Prerequisites section.

Commodity Class

Code identifying a class. The first three digits of a commodity code determine the commodity's class. For example, the class for a commodity with the code 111-22-33-444 is 111.

Description

Description of the class.

If your Commodity Codes table has separate codes entered specifically for identifying a class (for example, 100 for Office Supplies or 800 for Equipment), then the description from this code displays. If your table is not set up this way, then the description of the first commodity in the class displays instead.

Bid Information Section

Field	Description
Year	Year that applies to the bid. The field defaults the year displayed in the Requisition Criteria section's Requisition Year field. Display only.
Bid	Number identifying the bid. Your entry depends on the User Assigned Bid Number checkbox and Next Bid Number field in the Vendor Bidding Profile. Integer/8 If the Profile’s User Assigned Bid Number checkbox is selected, you must enter a unique number to identify the bid. If the checkbox is not selected, the Bid field defaults the number currently stored in the Profile’s Next Bid Number field. If needed, you may enter a different number.
Description	Title or description of the bid. Character/50
Bid Type	User-defined code identifying the type of bid, such as RFB (for request for bid) or RFP (for request for proposal). These codes are defined in Vendor Bidding’s Bid Type table.
Bid Date	Date that should appear on the bid.
Estimated Price	Sets the price method to use as the default for the bid’s commodities. Select: Last Paid Commodity Price - Uses the last price paid for a commodity, as recorded in the Purchasing System. Last Bid Price - Uses the price from the last time this commodity was converted from a bid to a purchase order. In either case, the price referred to is the one associated with the last bid that was converted to a purchase order. If needed, you can change an item's price in the Update Bid Catalog Item page. For details, refer to Updating Commodity Prices.