Vendor Response - REQ3520
Purchasing > Maintenance > Bid Processing > Vendor Response
This page is used to manage vendor responses to solicited bids. You must print or email the Reports > Bid Processing Reports > Request for Quotation Report (REQ2000) before you can retrieve a bid or enter a vendor response on this page.
You can only view your created bids. 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.
Request a vendor quote:
| Retrieve an existing record. |
Click Retrieve.
If the bid number is not known, click Directory.
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❏ Under Bid Information:
| Field | Description |
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| Bid Nbr | The assigned bid number is displayed. |
| 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. |
| Freight Term | The freight term is displayed. |
| Reference | Type the bid description. |
❏ Under Bid Items, the requisition line item details are displayed.
| Note | Click to view notes. The notes pop-up window is displayed with any existing notes. Click OK to close the pop-up window. |
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❏ Under Vendor Information, the Vendor Nbr, Vendor Name, Vendor Sort Key, Address, Phone, Fax, Email, and HUB Status fields from the Vendor Information > Vendor/Name address tab are displayed for each vendor.
 | Click to view the bid quote items for the selected vendor. The line items are displayed at the bottom of the page under Bid Quote Items. |
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| Response Date | Type the date that the vendor responded to the bid in the MMDDYYYY format. If this field is populated for any line item, the Response field under Bid Quote Items is automatically selected. |
| Response Time | Type the time that the vendor responded to the bid in the HH MM format. |
| Reference Quote | Type the reference quote assigned to the bid by the vendor. |
❏ Under Bid Quote Items:
| Response | Indicates that the vendor responded to the bid. This field is automatically selected if the Response Date field is populated under Vendor Information. |
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| Bid | Select to indicate that the vendor provided a different price for the line item, and type the amount in the Unit Price field. |
| Vendor Comment Note | Click to view or add vendor comments. If comments exist, a paperclip icon is displayed on the Note button. |
| Bid Spec Description Note | Click to view or add bid notes. If notes exists, a paperclip icon is displayed on the Note button. |
❏ Click Save to save the vendor response. The bid status is changed to R - Vendor Response.
❏ Click Submit to submit the vendor responses. The bid is transferred to the Award Bid 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. |
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.