Vendor Bid Entry Pages

On this page:

Use these pages to perform the following functions:

Enter prices submitted by vendors.
Enter alternate bids. These vary from regular bids in terms of commodities, quantities, or measurements. Multiple alternate bids can be entered for the same vendor and commodity.
Generate a report on an individual vendor's bid, including unit and extended (total) pricing.
Generate the Vendor Response Listing report, which lists a bid's commodities, quantities, and pricing.

After you enter bids from your vendors, you can run the Bid Award Recommendation report and Award Vendor Bid option. For details:

Menu Path: Vendor Bidding > Entry & Processing > Vendor Bid Information > Vendor Bid Entry

Page Versions

The Vendor Bid Entry option provides three versions of the Vendor Bid Entry page:

Search	Enables you to search for bids and initiate the processes for entering vendor bid prices in either the Detail or New Vendor page. The Search page displays when you select the Vendor Bid Entry option.
Detail	Enables you to enter prices for vendors already associated with bids. To display this page, search for and select a bid/vendor in the Search page, and then click OK.
New Vendor	Enables you to associate a bid with a vendor and then enter the vendor's prices. To display this page, click Add New in the Search page.

Action Bar Items

The Action Bar in the Detail and New Vendor versions of the Vendor Bid Entry page displays the following items after you list a bid's commodities:

Alt Bid	Enables you to associate a bid with a vendor and then enter the vendor's prices. To display this page, click Add New in the Search page.
Full Commodity Description	Displays the Commodity Description page for viewing a commodity's full description. The Vendor Bid Entry page's listing shows the first line of a commodity's description, whereas the full description can include up to five lines. For details, refer to Viewing Full Commodity Descriptions.

Listing the bids in your database

Select Vendor Bidding > Entry & Processing > Vendor Bid Information > Vendor Bid Entry to display the Vendor Bid Entry search page.
In the Bid Search Criteria section, enter criteria identifying bids, and then click Find.
Scroll through the bids, which are sorted first by year and bid number and then in the order entered.
- A separate record appears for each year, bid number, and vendor combination. As a result, multiple records can be listed for the same bid.
- If no vendors are assigned to a bid, only one record displays for the bid. In this case, the bid's Vendor and Vendor Name fields will be blank.
- For bids that include vendors, you can enter commodity prices, set up alternate bids, and print bid reports.

Entering bid prices for a new vendor

Select Vendor Bidding > Entry & Processing > Vendor Bid Information > Vendor Bid Entry to display the Vendor Bid Entry search page.
Click Add New to display the Vendor Bid Entry new vendor page.
Complete the Year, Bid, and Vendor fields. For details, refer to the Fields section below.
In the Start Commodity field, enter the number of the first commodity to display from the bid. This excludes bid commodities with lower numbers. To include all commodities, leave the field blank.
Click OK to display the commodities in the page's List section.
In the Vendor Price fields, enter the prices submitted by the vendor. Skip commodities where the vendor did not provide prices.
If needed, to enter an alternate bid, click Alt Bid on the Action Bar. For the procedure, refer below.
Click OK to save the vendor's bid information and return to the Vendor Bid Entry search page.

Entering and updating prices for vendors already associated with bids

Select Vendor Bidding > Entry & Processing > Vendor Bid Information > Vendor Bid Entry to display the Vendor Bid Entry page.
In the Bid Search Criteria section, enter criteria to identify one or more bids, and then click Find.
In the List section, select a bid/vendor, and then click OK to display the Vendor Bid Entry detail page.
In the Start Commodity field, enter the number of the first commodity to display from the bid. This excludes bid commodities with lower numbers. To include all commodities, leave the field blank.
Click OK to list the commodities.
In the Vendor Price fields, enter unit prices or change the prices listed.
The system calculates the Extended Price by multiplying the quantity times the price (Extended Price = Vendor Quantity x Unit Price).
To change information other than the price, click Alt Bid on the Action Bar. For the procedure, refer below.
When you finish, click OK to save the bid information.

Entering alternate bid information for a commodity

Complete Steps 1-6 of the previous procedures.
In either the detail or new vendor page, select the desired commodity.
Click Alt Bid to display the Alternate Vendor Bid Entry page.
The page defaults the information from the commodity you selected.
Change the desired fields as needed, based on information provided by the vendor. For field descriptions, refer to the Alternate Bid Entry Page section at the end of the Fields section.
If needed, use blank lines to enter additional alternate bids for the original commodity as well as other commodities.
Click OK to save the vendor's bid information and return to the Vendor Bid Entry search page.

Generating the Vendor Response Listing report

Select Vendor Bidding > Entry & Processing > Vendor Bid Information > Vendor Bid Entry to display the Vendor Bid Entry page.
In the Bid Search Criteria section, enter criteria to identify one or more bids, and then click Find.
In the List section, select a bid/vendor, and then click OK to display the Vendor Bid Entry detail page.
In the Start Commodity field, enter the number of the first commodity to display from the bid. This excludes bid commodities with lower numbers. To include all commodities, leave the field blank.
Click OK to list the commodities.
Click Print.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is vend_respond.rpt.

You can run this report at any time in the Vendor Bid Entry new vendor page after completing Steps 1-5 of the bid entry procedures and before saving the page.

Fields

Vendor Bid Entry Pages: Detail and New Vendor

The fields in the Search, Detail, and New Vendor versions of the Vendor Bid Entry page are the same, except the Search page does not include the Start Commodity field.

Fields	Description
Bid Search Criteria Section	Use these fields to select a bid, vendor, and list of commodities.
Year	Year identifying the bid, in combination with the bid number.
Bid	Number identifying the bid, in combination with the year. You may use the following to include multiple bids: Less Than (<) - accesses all bids with bid numbers less than the number indicated, for example, <1000. Greater Than (>) - accesses all bids with bid numbers greater than the number indicated, for example, >1000. From-To ( : ) - accesses all bids in a range of bid numbers, for example 1000:1500. Pipe (\|) - accesses multiple bids when inserted between bid numbers, for example, 1221\|1225\|1230. Blank - includes all bids that match your other criteria.
Vendor	Code identifying a vendor in the Vendor List. To search for multiple vendors, insert the pipe symbol between their codes, for example, 1035\|1890\|2210.
Start Commodity	Enter the commodity code number of the first commodity to include. This skips all commodities with lower codes. To list all commodities, leave the field blank.

List Section

All fields in this section are display only except the Price fields.

Fields	Description
Commodity	Number identifying a commodity in the Commodity Codes table.
Description	Brief description of the commodity. The system uses the first line of the commodity's full description, which can contain up to five lines.
Measure	Unit of measure used in ordering the commodity, such as UNIT, DOZEN, or CASE/24.
Qty (Quantity) Requested	Quantity requested in the Bid List.
Vendor Qty (Quantity)	Quantity submitted by the vendor. If the display-only value differs from the quantity specified by the vendor, use the Alt Bid item to enter an alternate bid with the correct quantity.
Vendor Price	Price submitted by the vendor for each unit of measure. For example, if the vendor bids $4.95 per case, enter this number in the Vendor Price field.
Extended Price	System-calculated total determined by multiplying the vendor quantity times the vendor's unit price (Extended Price = Vendor Quantity x Vendor Price).
Alt Items	System-generated flag indicating whether an alternate bid was entered for the commodity. Yes displays if an alternate bid was entered, and No if one was not. You can display the Alternate Vendor Bid Entry page in either case by selecting the commodity's row and then clicking Alt Bid on the Action Bar.

Alternate Bid Entry Page

The following fields are used in changing a commodity's bid information or for entering bids for additional commodities, as submitted by the vendor.

Fields	Description
Commodity	Number identifying a commodity in the Commodity Codes table.
Description	One-line description of the commodity as entered in the first line of the description in the Commodity Codes table. One-line description of the commodity as entered in the first line of the description in the Commodity Codes table. To change the description, access the field, and edit or replace the displayed value. Character/24 To view the commodity’s full five-line description, click Lookup to display the Alternate Description page. You can also change or add lines as needed in this page. Character/50, each line In either case, the description will carry forward into the purchase order once the bid is converted. You will also have the option of replacing table descriptions with the alternate descriptions as part of the conversion process.
Measure	Unit of measure for ordering the commodity, such as UNIT, DOZEN, or CASE/24. To change the measure, access the field, and edit or replace the displayed value. Character/11
Qty (Quantity) Requested	Quantity requested in the Bid List. Display only.
Vendor Qty (Quantity)	Quantity submitted by the vendor. Decimal/8,2
Vendor Price	Price submitted by the vendor for each unit of measure. Decimal/12,4
Extended Price	System-calculated total determined by multiplying the vendor quantity times the vendor price. Display only.