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.

Search for a record.

Bid Nbr	Type the six-digit bid number to be retrieved, if known. Leading zeros are not required.

Click Retrieve.

If the bid number is not known, click Directory.
To search for a specific bid number, type data in one or more of the search fields.
To search through all available data, leave all fields blank.
Click Search. A list of bid numbers matching the search criteria is displayed.
Select a bid number from the list. Otherwise, click Cancel.

Click Add Bid to create a bid.

Under Bid Information:

Field	Description
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.
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.
To search through all available data, leave all fields blank.
Click Search. A list of data that matches the search criteria is displayed.
Click to view the line items for the selected requisition.
Click Copy Line Items to copy the line items from the requisition to the bid.
Click Cancel or X to close the Requisition Directory.

Under Bid Items, the requisition line item details are displayed.

Note	Click to view or add bid notes. If notes exist, a paperclip icon is displayed on the Note button.
	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.

Submit	❏ Click Submit. The bid is transferred to the Request Vendor Quote page.

Other functions and features:

+Add

Add a row.

Retrieve

Retrieve data.

Vendor Notes

Add or view a vendor note.

Comments

Add comments to the requisition.

Uniform Acct Distr

Distribute amounts.

❏ Click Uniform Acct Distr to assign one or more account codes to the entire requisition. You can split all of the costs for a requisition item between two or more funds. The percentage split does not have to be the same for each fund, but the sum of all percentages must equal 100%.

The Uniform Account Distribution pop-up window is displayed.

❏ Complete the following fields:

Account Code	Type the account code to be charged. The account code must exist in the general ledger and in the user profile (the account code must be assigned to the Requestor's user profile in District Administration.). The account code is comprised of the fund, function, object, subobject, organization, and program codes, and are the individual components that uniquely identify a specific budget category. You can add multiple accounts for each item. Press the SPACEBAR to view a list of account codes associated with the requestor's user profile. If the account code is not known, click . The Accounts Codes lookup is displayed. • Type data in the individual account code component fields and click Search. • A list of account codes matching your search components is displayed. • Select the applicable account code from the list. Otherwise, click Cancel to close the Account Codes lookup. • The Description field is populated with the description of the account. Note: If an account code is added or changed, click Approve to save the account code and continue with the approval process.
Description	This field is populated with the account description from the Finance chart of accounts.
Balance	Displays the fund balance available in the account. A negative balance indicates that the fund has available funds.
Pct	Type the percent of that item to charge the selected fund. Each requisition must equal 100%. For example, the percent would be 100% if you paid from one account; however, if you paid from two accounts, you could split the amount 50/50, 75/25, or 60/40 for a total of 100%.
Amount	Type the amount to charge the selected fund. The amount that will be charged to that account according to the percent entered in the Percent Field.