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purchasing:maintenance:bidprocessing:createmodifybid
Create/Modify Bid- REQ3500
Purchasing > Maintenance > Bid Processing > Create/Modify Bid
This page is used to create new bids and edit existing bids. Bids are submitted to vendors to solicit a quote on specific products.
- Requisitions with a credit card code cannot be added to a bid.
- You can only view the bids that you created; however, if the Global Access field is selected on the Maintenance > User Profiles > Purchasing Permissions tab in District Administration, you can view bids created by all users.
- Only the final approver in a selected workflow can create or modify a bid.
Create a bid:
| Retrieve an existing record. |
Click Retrieve.
If the bid number is not known, click Directory.
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❏ Click Add Bid to create a bid.
❏ Under Bid Information:
| Field | Description |
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| Bid Nbr | AUTO is displayed indicating that the Auto Assign Bid Number field is selected on the Options > Purchasing Options > Current Year tab in District Administration. The bid number is automatically populated with the next available bid number when the bid is saved. |
| Buyer | The logged-on user's name is displayed. |
| Payment Terms | Type the allowed payoff period (e.g., Net 30). |
| Request Date | Type the date that you are requesting the bid in the MMDDYYY format. Or, select a date from the calendar. |
| Date Open | Type the beginning date for the bid in the MMDDYYYY format. Or, select a date from the calendar. In the blank field, type the begin time in the HH MM format. |
| Date Close | Type the ending date for the bid in the MMDDYYYY format. Or, select a date from the calendar. In the blank field, type the begin time in the HH MM format. |
| Ship To | Press the SPACEBAR to view and select a shipping address from the drop-down list. The shipping addresses are populated from the Tables > Receiving Addresses page in District Administration. |
| Distribute Ship To | Click to replace the Ship To field for each individual bid item with the selected Distribute Ship To address. |
| Freight Term | Press the SPACEBAR to view and select a freight term from the drop-down list. The freight terms are populated from the Tables > Freight Terms page in District Administration. |
| Distr Freight Term | Click to replace the Freight Term field for each individual bid item with the selected freight term. |
| Reference | Type the bid description. |
| Requisition Directory |
Click to select a requisition to be added to the bid. The Requisition Directory is displayed. Only requisitions pending final approval from the logged-on user are displayed.
To search for a specific item, type data in one or more of the search fields.
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❏ Under Bid Items, the requisition line item details are displayed.
| Note | Click to add or view notes. The notes pop-up window is displayed with any existing notes. Click OK to save the notes and close the pop-up window. |
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Click to delete a requisition from the bid. The requisition line item(s) is highlighted red to indicate that it will be deleted upon saving the record. A trashcan icon is displayed for each requisition. You cannot delete a single line item, unless it is the only line item in the requisition. |
❏ Click Save. The bid status is changed to N - Saved, and the status for all pending requisitions in the bid is changed to Q - Bid for Quote. Requisitions can be viewed on the Purchasing > Inquiry > Requisition Status Inquiry page, but cannot be retrieved or approved on the Purchasing > Maintenance > Approve Requisition page.
❏ Click Submit. The bid is transferred to the Request Vendor Quote page.
Other functions and features:
| Retrieve |
The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost. |
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| Comment |
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| Click to print the bid details. Review the report. | |
| Delete |
Click to delete a bid. All associated requisitions are updated with a P - Pending status. Requisitions can be viewed on the Purchasing > Inquiry > Requisition Status Inquiry page, and approved on the Purchasing > Maintenance > Approve Requisition page. |
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Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.
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purchasing/maintenance/bidprocessing/createmodifybid.txt · Last modified: 2021/04/19 18:12 by emoreno
Click to view or add comments to the bid. The comments are strictly for bid purposes and are not displayed on the purchase order. If comments exist, a paperclip icon is displayed on the Comment button.
Click OK to save the comment and close the window.
Click Cancel to close the window without saving the comment.