How to: PROCESS A BID - TxEIStxeis.net/upload/page/0164/docs/Business/TxEIS Purchasing - Process...How to: PROCESS A BID ... Process a Bid with the Ship To address selected at the

The TxEIS “How To” Guide Series

T E X A S C O M P U T E R C O O P E R A T I V E

D e v e l o p e d b y t h e

How to: PROCESS A BID

Business

Copyright © 2016 by Texas Computer Cooperative All rights reserved

1314 Hines AvenueSan Antonio, TX 78208-1899

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TxEIS Purchasing - Process a Bid

Contents7BOverview .................................................................................................................................. 3

Prerequisites ....................................................................................................................................................... 3Quick Checklist................................................................................................................................................... 3

Set Purchasing Options ........................................................................................................... 5

Assign the Next Available Bid Number .................................................................................................... 5Set the Freight Terms ....................................................................................................................................... 6

Process a Bid ............................................................................................................................ 7

Create a Bid ........................................................................................................................................................ 7Request a Vendor Quote ..............................................................................................................................10Run the Request for Quotation Report ...................................................................................................11Enter Vendor Responses ..............................................................................................................................13Award a Bid and Create a Purchase Order .............................................................................................16

Run Bid Processing Reports ................................................................................................. 21

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7BoverviewThis How To guide provides information about the Purchasing bid process. The bid process allows you to create and forward bid requests to vendors allowing them an opportunity to bid on specific products.

This feature manages a bid request from beginning to end. You can create/modify bids, request vendor quotes, manage vendor responses, and award bids to vendors. And, if a bid is awarded, you can create a purchase order. In addition, all general journal entries are automatically handled on the back end without having to manually make adjustments for bid line items that may or may not be awarded using the bid process.

Prerequisites

� This guide assumes you are familiar with the basic features of the TxEIS Business system and have reviewed the TxEIS Business Overview guide.

� Your user ID must exist in a workflow approval path, and have existing requisitions pending your final approval before you can use the bid process feature.

� For more detailed information about individual fields, please see the online Help in TxEIS Purchasing.

� This guide is based on TxEIS 3.0.0000.

Quick Checklist

The following steps are covered in this guide:

� Set Purchasing options.

� Assign the next available bid number.

� Set the freight terms.

� Process a bid.

� Create or modify a bid.

� Request a vendor quote.

� Run the Request for Quotation Report (REQ2000).

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� Enter a vendor response

� Award a bid and create a purchase order.

� Run bid processing reports.

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set PurChasing oPtions

Assign the Next Available Bid Number

Prior to using the bid process, review the Bid Information section on the Options > Purchasing Options page in District Administration.

District Administration > Options > Purchasing Options

1. Under Bid Information, the Auto Assign Bid Number field is selected by default and cannot be changed.

2. Click Next Available Bid Number to generate the next available bid number, or type the next desired available bid number in the field.

3. Click Save. The bid number that is displayed in the field is the next number to be automatically assigned to the next created bid in Purchasing.

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Set the Freight Terms

Use the freight terms table to set freight terms codes to be used for bids created in Purchasing. Freight terms identify the agreed upon freight terms for the selected vendor or bid.

District Administration > Tables > Freight Terms

1. Click +Add. A row is added to the grid.

2. Type the Freight Term Code and Freight Term Description.

3. Click Save. The codes are available to be selected in the Freight Term field on the Purchasing > Maintenance > Bid Processing > Create/Modify Bid page.

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ProCess a Bid Create a Bid

Use the Create/Modify Bid page to create a new bid. In addition, you can retrieve and modify existing bids.

IMPORTANT: You must be the final approver in the workflow approval path (in District Administration) for a requisition in order to retrieve the requisition and create a bid on this page.

Purchasing > Maintenance > Bid Processing > Create/Modify Bid

1. Click Add Bid. The Bid Information fields, and the Comment, Print, Delete, Submit, and Requisition Directory buttons are enabled.

You can indicate Payment Terms, Request Date, Date Open and Close, Ship To, and Reference information for the bid. Only the Reference field is required.

2. Click Requisition Directory.

The Requisition Directory is displayed. You can search for any available requisitions from which you want to copy line items. Based on your search criteria, a list of the applicable requisitions is displayed.

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z Click to view the selected requisition details. The requisition details are displayed in the lower grid.

z Click Copy Line Items to copy all of the line items from the requisition to the bid. You can add multiple requisitions to the bid.

z Click Cancel or X to close the Requisition Directory and return to the Create/Modify Bid page.

In this example, the bid line items from requisition 017716 are copied to the bid.

3. Click Distribute Ship To to populate the Ship To address fields for each of the line items

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with the Ship To address selected at the top of the page. All line items (even if there are multiple requisitions) are populated with the Ship To selected address.

4. In the Freight Terms field for each line item, press SPACEBAR to select from a list of available freight term codes.

5. Click Comment to add comments to the bid. The comments are strictly for bid purposes, and are not displayed on the purchase order.

6. Click Delete to delete the entire bid. All requisitions and line items are deleted.

7. Click to delete a requisition from the bid. You cannot delete individual line items

from the bid. The is only available for the first line item of each requisition, and if clicked, all of the line items in the requisition are highlighted red to indicate that they will be deleted when the record is saved.

8. Once the bid is completed, click Save. A bid number is generated, 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. The status information can be viewed on the Inquiry > Requisition Status Inquiry page.

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

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Request a Vendor Quote

Use the Request Vendor Quote page to submit a bid to a vendor to solicit a Request for Quotation (RFQ).

Purchasing > Maintenance > Bid Processing > Request Vendor Quote

1. Under Retrieval Options, type a Bid Nbr and click Retrieve.

2. The Bid Information is populated from the Create/Modify Bid page. The Ship To and Reference fields are display only.

The bid line items are displayed under Bid Items and cannot be edited.

3. Click Assign Vendor Directory to select the vendors to be solicited. You can select multiple vendors. The selected vendors are displayed under Vendor Information.

Note: Only vendors with Bid Eligible selected on the Maintenance > Vendor Information > Vendor Name/Address tab in Finance are displayed in the Assign Vendor Directory.

4. Click Save. The bid status is changed to Q - Saved.

5. Click Submit. The bid is converted to an RFQ, and is ready to be sent to the selected vendors.

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Run the Request for Quotation Report

At this point, the RFQ is ready to be sent to the selected vendors on the Maintenance > Bid Processing > Request Vendor Quote page. You must print or email the RFQ using this report before you can retrieve a bid or enter a vendor response on the Vendor Response page.

Purchasing > Reports > Bid Processing Reports > Request for Quotation Report (REQ2000)

1. Complete the parameters as needed. If this is a new RFQ, select the N (Non-Printed) parameter.

2. Click Run Preview. The Request for Quotation report is displayed for all vendors included in the request.

Example: In this example, bid number 00010 included two vendors to which the bid will be sent; therefore, there are two copies of the RFQ.

Vendor 1 Request for Quotation

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Vendor 2 Request for Quotation

After reviewing the RFQ’s, click E-mail to forward the RFQ (in PDF format) to the vendors with an email address on the Finance > Maintenance > Vendor Information >

Vendor Name/Address tab. Or, click to display the RFQ in PDF format.

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Note: In order for the RFQ to be considered “printed,” you must click or the Email button.

After the RFQ is printed, the bid is transferred to the Vendor Response page.

Enter Vendor Responses

Use the Vendor Response page to manage vendor responses to solicited bids.

You must print or email the RFQ using the Reports > Bid Processing Reports > Request for Quotation Report (REQ2000) before you can retrieve a bid or enter a vendor response on this page.

Purchasing > Maintenance > Bid Processing > Vendor Response


2. The Bid Information is populated from the Request Vendor Quote page, and all fields are display only.

3. Under Vendor Information, a list of the vendors to which you sent the RFQs is displayed. And, in the lower grid under Bid Quote Items, a list of line items that were included in the RFQ is displayed for the selected vendor.

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4. For each vendor, use the Response Date, Time, and Reference Quote fields to enter the vendor’s response details.

If the Response Date is populated in the Vendor Information grid, the Response field is automatically selected for the line item(s) in the Bid Quote Items grid.

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5. Under Bid Quote Items, select the Bid field at the top of the grid to populate all of the Bid fields below. Or, if the vendor only provided a response to specific items, then you can individually select the Bid field for the specific line item(s).

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6. For each line item, if Bid is selected, the Unit Price field is enabled. Type the vendor’s proposed amount based on the response.

7. Click Save. The bid status is changed to R - Saved.

8. Click Submit. The bid is transferred to the Award Bid page.

Award a Bid and Create a Purchase Order

Use the Award Bid page to award a bid to a vendor, and create a purchase order based on the approved bid details.


2. The Bid Information is populated from the Vendor Response page and all fields are display only.

3. Under Bid Items, the requisition line item details are displayed and cannot be modified.

Click to view the line item details. The vendor list to which the bid line item was solicited is displayed under Vendor Information.

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4. Under Vendor Information, click to view the selected vendor’s response to the bid line item, which is displayed under Vendor Response.

5. Click Award Bid to accept the vendor’s response and award the bid line item to the vendor. Only one vendor can be awarded per bid line item.

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6. After a bid line item is awarded to a vendor, click Accounts under Bid Items. The Accounts pop-up window is displayed.

z Click Calculate Amount to recalculate the difference in the solicitation amount versus the vendor response amount.

The line item amount and the vendor response total should match.

z Click +Add to add an account. A new row is added to the grid.

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ß Type the account code and the amount to be distributed to the account.

ß Click OK to close the pop-window.

7. Click Create Purchase Order. A purchase order with the bid line item(s) is created for each awarded vendor. A message is displayed with the purchase order number(s).

z Click OK to continue the process and return to the Award Bid page.

z Bid line items that are not awarded are released to the requisition, and can be approved on the Maintenance > Approve Requisition page.

8. Click Return Bid to Vendor Response to return the bid to the Vendor Response page to make any changes.

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run Bid ProCessing rePorts The following bid processing reports are available to assist you in tracking bid status information, bid details, and requisition and purchase order information related to the bid requests.

Review the online Help for each report for more information.

� REQ2050 - Bid Tabulation Report

� REQ2100 - Historically Underutilized Business (HUB) Report

� REQ2150 - Outstanding Bid Requisitions Report

� REQ2200 - Bid Requisition Status Report

� REQ2250 - Purchase Order Log

� REQ2300 - Outstanding Purchase Orders Report

� REQ2350 - Open PO Report

� REQ2400 - Purchase Order Items Received Report

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Documents

How to: PROCESS A BID - TxEIStxeis.net/upload/page/0164/docs/Business/TxEIS Purchasing - Process...How to: PROCESS A BID ... Process a Bid with the Ship To address selected at the