This section summarizes the following reference tables in the Purchasing System that apply to procedures in Vendor Bidding: Approvals, Shipping Codes, and Vendor List.
For information on the Commodity Codes table, which can be completed in both Purchasing and Vendor Bidding, refer to Commodity Codes Table.
Menu Path: Purchasing > Reference Tables > Reference Tables > select the appropriate option
Purchasing Tables Used in Vendor Bidding
Following are the tables used in Vendor Bidding that originate in Purchasing:
Approvals Table
This table defines approval parameters for requisitions and purchase orders. The procedures required include the setup of user-defined approval groups, as well as the assignment of the lowest level in the Organization Chart's reporting structure. Within approval groups, you can define up to five approval levels and assign up to three employees for each level.
The Approvals table must be set up in advance to allow requisitions to be converted to bids. However, if you are already using the Purchasing System, you probably will not have to update the table to accommodate Vendor Bidding.
Shipping Codes Table
This table defines where purchased items are to be shipped. Vendor Bidding's Default Location Crosswalk table links these locations with the request locations defined in Security's Location Codes table.
When bids are converted to purchase orders, the system references the crosswalk table to look up the shipping location associated with the building, department, or other site where the request was entered. The shipping code is then applied to the purchase order.
For related information, refer to Default Location Crosswalk Table.
Vendor List
This table identifies the suppliers and service providers used by your organization. After requests for commodities are entered in Vendor Bidding, you select vendors from this table to prepare Bid Lists. The lists are then sent to the vendors, seeking their responses regarding prices and quantities.
Generally, you do not have to update this table to accommodate the Vendor Bidding System, since it should contain the vendors you already use in Purchasing.