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This section provides a brief introduction to the options on the Vendor Bidding System's menus.
Entry & Processing Menu
Bid Information Options
Vendor Bidding > Entry & Processing > Bid Information > select an option
Displays the Bid Catalog Information page, which enables you to set up bids for the current year or next year. After you create a bid, you can add products and services from the Commodity Codes table. The page also allows you to list, copy, and change existing bids. In addition, you can access other pages for adding new commodities to the table and linking request locations with shipping locations. When you complete the desired number of bids, you can generate a Bid Book list for distribution to your request sites.
Displays the Quick Request Entry page. This page is used to enter bid requests. In addition to specifying the quantities for each commodity, the user can define the distribution charging for pre-encumbering costs. Other pages are available for charging commodity costs to multiple accounts and viewing a commodity's full description. After all requests are entered, you can generate Bid Lists to send to vendors.
Periodic Routines Options
Vendor Bidding > Entry & Processing > Periodic Routines > select an option
Displays the Close Bids page. Closing a bid prevents additional activities from being applied against the bid and enables you to purge it from your database.
Displays the Convert Bids to Purchase Orders page. This page enables you to generate purchase orders in the Purchasing System from award bids in Vendor Bidding.
Displays the Convert Requisitions to Bids page. This page enables you to generate bids from approved requisitions in the Purchasing System.
Displays the Purge Closed Bids page. After you close a bid, you can use this page at any time to purge it.
Vendor Bid Information Options
Displays the Award Vendor Bid page, which you can use to award bids and alternate bids. Before using this option, you should generate the Bid Award Recommendation report. The report lists selected bids, providing a recommended vendor for each commodity based on either unit price or total price.
Displays the Vendor Bid Entry page, which enables you to enter prices submitted by vendors. You can also access a page for entering alternate bids when vendors propose commodities or quantities that differ from a bid's specifications.
Reports Menu
Vendor Bidding Reports Options
Vendor Bidding > Reports > Vendor Bidding Reports > select an option
Generates a report to assist you in awarding bids. You can run the report to list the bid recommendations or to automatically award the bids.
Generates a Bid Book to give staff members the opportunity to request commodities. A Bid Book can be used either as an order form or as a guide for adding requests into the system with the Quick Request Entry option.
Generates bid worksheets for distribution to vendors. This option, which should be run after all departmental requests are entered, changes the status of bids from Open to Listed.
Generates standard-sized labels for mailing Bid Lists to vendors. You can select vendors by commodity classes and vendor numbers.
Generates a list of bids with their associated line items. The bids are grouped by bid number and include the description, status, bid date, commodity class, and bid type, as well as line item information.
Generates a report for tracking the status of bids after the prices submitted by vendors are entered. The report includes both regular and alternate bids.
Generates a report showing location requests for awarded bids. The report can be used to allow locations to modify their requests or add new ones once vendor pricing is known.
Generates a report showing commodity totals for bids that have been converted to purchase orders. The report, which lists the total commodity charges per requester, should be run after using the Convert Bid to Purchase Order option.
Generates a report showing the effects of converting an awarded bid to a purchase order. The report's data includes the total charging for each location and vendor.
Generates a report for verifying the quantities requested in bids against the quantities submitted in vendors' responses.
Reference Tables
Reference Tables Options
Vendor Bidding > Reference Tables > Reference Tables > select an option
Contains codes used to categorize the types of bids sought by your organization, for example, Request for Proposal and Request for Bid.
Stores records identifying the products and services used in requisitions, bids, and purchase orders.
Associates locations where commodities are requested with those where the items are delivered.