Vendor Bidding Profile

Award Recommendation

Setting indicating the bid award method your site uses. Your selection determines the default sort order for the Bid Award Recommendation report.

Select:

U - Unit Price - Cost per unit of commodity measurement
T - Total Price - Unit Price x Number of Units
For related information, refer to Bid Award Recommendation Report.

Minimum Bid Amount

Lowest price required to convert requisition items to a bid for a particular commodity. Decimal/12,2

When converting requisition items into bids, the system combines the amounts for all items referencing the same Commodity Code. The total is compared with the profile’s Minimum Bid Amount to determine whether a bid is needed.

• If you enter an amount, the system compares this value against the total price of all line items containing the same commodity code. When the total is less than the minimum, the line items are not converted.
  To enable the system to calculate the total, the Commodity Codes table stores either the last price paid for the commodity or the price from the last bid that was converted to a purchase order. The user determines which price is used – the last commodity price or last bid price – at the time of the conversion.

• If you do not have a minimum bid requirement for converting line items, leave the field at its 0.00 default. In this case, all line items containing the commodity will be converted regardless of the total price.

User Assigned Bid Number

Checkbox determining whether bid numbers are entered by your staff or are system-generated.

• To allow user-assigned bid numbers, select the box.

• To use system-assigned numbers, leave the box blank.

Next Bid Number

Number that will be assigned to the next bid created. Integer/8

• If you selected the User Assigned Bid Number checkbox, this field does not apply, since the user must assign a number to identify a new bid.

• If you left the User Assigned Bid Number box blank, the system assigns the number from the Next Bid Number field to a new bid and automatically increments this number by 1 to maintain the proper sequence.

Pre-Encumber Bid Requisition

Checkbox determining whether the system should pre-encumber bid requests entered in Vendor Bidding and Purchasing requisition line items in the bidding process. You cannot access this field if there are open bid requests or requisition items undergoing bidding.

• To allow the system to pre-encumber bid requests for Vendor Bidding and Purchasing requisition line items, select the box.

• To prevent the system from pre-encumbering bid items, leave the box blank.

Alter Awarded Items

Checkbox determining whether users can make changes to a bid item even after it has been awarded. The ability to make this kind of change also depends on whether the user has the proper security resource.

• To allow changes for awarded bid items, select the box.

• To prevent changes, leave the box blank.

Format Commodity Code

Checkbox determining whether the system should automatically format your Commodity Codes with dashes, as in the following pattern: xxx-xx-xx-xxx. For instance, the code 1001111100 would be formatted as 100-11-11-100. For related information, refer to Commodity Codes Table.

• If you already format your Commodity Codes as described above, select the box.

• If you do not use dashes and your codes are 10 or less characters in length, leave the box blank.