Complete Bidding

Form ID: (RQ503000)

Note:

This form is available only if the Purchase Requisitions feature is enabled on the Enable/Disable Features (CS100000) form.

You use this form to view bidding details for requisitions, enter bidding responses into the database, and select vendors that will supply requested items. For more information about entering bidding responses and selecting the successful bidder—the vendor that will supply the requested goods or services—see Processing Purchase Requests and Requisitions.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Complete Bidding	Assigns the vendor to the requisition. If you did not select the vendor manually, the system automatically selects the vendor with the lowest total extended cost.
Update Result	Assigns the vendor with the lowest total extended cost to the requisition and selects the Included column for that vendor on the Bidding Results tab.
Clear Result	Clears the bidding results.

Selection Area

In the Selection area, you can select the requisition for which you want to complete the bidding process and view information about the requisition and its bids.


Element	Description
Ref. Nbr.	The reference number of the requisition; select the requisition you'd like to view information about.
Status	The status of the requisition: Open: The requisition is approved Pending Bidding: The bidding process should be completed Released: The bidding has been completed for the requisition
Splittable	A check box that you select to allow multiple vendors to be selected to fulfill the requisition. (You can select this check box if the total order quantity of requested items is greater than 1.)
Date	The date when the requisition was created.
Priority	The priority of the requisition, which can be Low, Normal, or High.
Description	The description of the requisition.
Creator	The creator of the requisition.
Vendor	The vendor that takes part in the bidding process.
Location	The location of the vendor that is taking part in the bidding process. This box appears only if the Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Vendor Ref.	The reference number that the vendor assigns to the document.
Currency	The currency of the document.
Est. Ext. Cost	The estimated total cost of inventory items to be requested.

Bidding Vendors Tab

You can use the Bidding Vendors tab to view bidding results and to assign the successful bidder to the requisition.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Buttons	Description
Vendor Info	Navigates to the Vendor Address dialog box, which you can use to view and modify the information about the vendor.
Choose Vendor	Assigns the vendor that you have selected (by clicking the corresponding line) to fulfill the requisition.

Table 2. Table Columns
Column	Description
Vendor ID	The unique identifier of the vendor. The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
Vendor Name	The name of the vendor.
Location	The identifier of the vendor's location. This box appears only if the Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Location Name	The full name of the location. This box appears only if the Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Shipping Terms	The shipping terms used by the vendor.
FOB Point	The destination at which the vendor delivers the goods and pays for the freight to be loaded to the transportation provided by the carrier. There are three options: Destination, Port, and Shipping Point.
Lead Time (days)	The number of days needed for the payment to reach the vendor.
Ship Via	The service or carrier assigned to ship the goods.
Entry Date	The date when the bidding results were entered into the database.
Expiration Date	The deadline for delivery.
Promised Date	The date by which the request must be fulfilled. The system calculates the promised date as the date of creation of the request plus the promised lead time specified for the request class.
Total Bid Qty.	The total number of items that can be supplied according to the bidding response.
Currency	The ID of the currency that is used in operations with the vendor.
Total Extended Cost	The total cost of requested items. This cost is calculated as the number of items multiplied by the unit cost in the vendor's bid.

Table 3. Vendor Address Dialog BoxThis dialog box, which you use to view and edit the vendor's address details, includes the following elements and the OK button, which you click to close the dialog box.
Element	Description
Override	A check box that you select to override the default contact information and specify different settings in the elements that follow.
Full Name	The vendor's business name.
Attention	The contact person or the department of the contact person.
Phone 1	The vendor's phone.
Email	The vendor's email address.
Address Line 1	The first line of the vendor's office address.
Address Line 2	The second line of the vendor's office address.
City	The city where the vendor's office is located.
Country	The country where the vendor's office is located.
State	The state where the vendor's office is located.
Postal Code	The postal code of the vendor's office.

Bidding Results Tab

You use the Bidding Results tab to view requisition details, enter bidding results, and select vendors to supply requested items. This tab contains two tables: Requisition Details and Bidding Details.

Table 4. Requisition Details Table
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

The table columns are described below.
Column	Description
Inventory ID	The unique identifier for the requested item.
Subitem	The applicable subitem.
Description	The description of the requested item.
UOM	The unit of measure of the inventory item.
Order Qty.	The quantity of the item to be ordered for the requisition.
Bidding Qty.	The quantity of the item included in the current bidding process. Bidding Qty. can be used if the Splittable check box is selected in the Selection area, meaning that multiple vendors can supply the requested item. Bidding Qty. contains the total quantity of the Order Qty. values in the Bidding Details pane. If this quantity is less than the Order Qty. in the Requisition Details pane, the system displays an error. Bidding Qty. is used to ensure that the needed quantity and bid quantity are equal.
Est. Unit Cost	The estimated cost per unit.
Est. Ext. Cost	The estimated total cost of requested items. This amount is calculated as the unit cost multiplied by the quantity of items that are requested.

Table 5. Bidding Details Table
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

The table columns are described below.
Column	Description
Included	An unlabeled check box that you select to choose this vendor to supply requested items.
Vendor	The unique identifier of the vendor. The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
Vendor Name	The name of the vendor.
Location	The location of the vendor. This column appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Bid Number	The reference number of the bid.
Min. Qty.	The minimum quantity of items the vendor can supply.
Bid Qty.	The number of items the vendor will supply according to the bidding response.
Currency	The currency the requested items will be paid in.
Bid Unit Cost	The unit cost proposed by the vendor in this bid.
Bid Extended Cost	The total cost of requested items. This cost is calculated as the number of items multiplied by the unit cost that is proposed by the vendor in this bid.
Order Qty.	The quantity of the item that will be ordered from the vendor.
Shipping Terms	The shipping terms used by the vendor.
FOB Point	The destination at which the vendor delivers the goods and pays for the freight to be loaded to the transportation provided by the carrier. There are three options: Destination, Port, and Shipping Point.
Lead time (days)	The number of days needed for the payment to reach the vendor.
Ship Via	The service or carrier assigned to ship the goods.
Expiration Date	The deadline for delivery. This date should not be later than the promised date.
Promised Date	The date by which the request must be fulfilled. The system calculates the promised date as the date of creation of the request plus the promised lead time specified for the request class.