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.

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.

Under Bid Information:

Field	Description
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 or add bid notes. If notes exist, a paperclip icon is displayed on the Note button.

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.
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
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.

Save	❏ Click Save to save the vendor response. The bid status is changed to R - Vendor Response.
Submit	❏ Click Submit to submit the vendor responses. The bid is transferred to the Award Bid page.

Other functions and features:

Retrieve	Retrieve data. The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
Comment	Add comments to the bid. 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.
Print	Print the bid details. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click X to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.

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Vendor Response - REQ3520

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Vendor Response - REQ3520

Request a vendor quote:

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