Entering Vendor Bids

Bid prices can be changed at any time. When bids are returned from vendors, the bid prices are then entered into the bid sheet. If the company uses multiple currencies, the bids must be entered in the Vendor's base currency. The application will convert them to the Market base currency during Bid Analysis. For more details, see Currency in Bid Master. For details on importing vendor bids from specially formatted files, see Import and Process Bids.

{Note}: In this screen, the markets displayed include only those linked to the current Application User’s profile.  

Screen Controls

• Export (Printer) – Exports the list of bids displayed to the selected format; options include PDF, Excel, CSV, and CDP.  {Notes}: The 'CDP' option will export the bid details for those displayed on screen in the 200 text file format; filter options will be respected. If the export data exceeds 10mb, a zip file containing multiple text files will be generated.
• Filters (Funnel) – Opens the Filters pop-up.  {Note}: Options include: Products Name, Product #, Vendor #, Bid Sheet, Category (Sub, Micro, & User Defined), End Date, Last Change Date, All Products/Vendor Bids/No Vendor Bids.

Enter Vendor Bids

1. Under the Purchasing menu, click Vendor Bids.
2. By default, products on all bid sheets are available for bid entry.

1. To modify the list of available products, click the Bid Sheets button.  {Note}: You can hover over the icon next to this button to see the Bid Sheets currently selected.
2. In the Select Bid Sheets pop-up, check the box to (de)select the desired bid sheet(s). Only products on the selected bid sheets will be available for bid entry.
3. When finished, click Apply.

3. Select a Vendor and a Market from the respective drop-downs.
4. The Effective Date defaults to the current date. Click in the field to enter a date in the future; this date must be prior to the Bid Sheet end date. To view bids for past dates, select a date from the drop-down.
5. Click the Retrieve button.  The list of products will load at this point.

6. Before entering/editing any bids, users can also designate other markets to which to save the bid data. To see how, click HERE.

1. Click the Additional Markets button.  {Note}: You can hover over the icon next to this button to see the additional Markets selected. The icon will be disabled if none have been.
2. Check the box on the right for each additional market to select or check the box in the header to select/deselect all markets.
3. Check the Include Split and Substitute Vendor Products box if secondary bids for this market should also be saved to other markets. (This box will be checked by default if secondary bids already exist.)
4. When finished, click Apply.
5. The border around the "Additional Markets" button will turn green. Hover the mouse over the Eye icon to see a pop-up message indicating/confirming the settings.

7. Click on a product row to select it.  A bid entry pane will open on the right.
8. In the Vendor Products section of the bid entry pane:

1. Enter the Vendor Product Number.
2. Enter the Product Brand (optional). This will populate with "Preferred Brands" from the Company Product Details, if any.
3. Select the appropriate Vendor Unit. If the appropriate package type is not listed, authorized users can click the Alt Units Ì icon to open a pop-up in which to create a new entry.    {Note}: Only Package Types designated for "Purchasing" use will be available.
4. Enter the Conversion factor (number of inventory units in one vendor unit).
5. Enter the Bid Price submitted by the vendor. Bids are to be entered in the vendor’s base currency, which is identified in the header of the Price column.
6. Select a Tax Code from the drop-down if applicable. The tax code field will default to the code assigned to the product in the Company Product Details , otherwise it will be blank. See Price Includes Tax for details on how to apply the tax setting.
7. If applicable, enter/select an End Date for the bid price; if defined, the bid price will automatically expire on this date.
   
8. Check the Allow Split check box to display any Alternate "Split" units for the product in the Net-Chef Vendor Order screen. If there are no Alternate Units defined, this will display the Inventory Unit.  If checked, a green check mark will appear in the product list.

9. If applicable, enter the following contract reference information:  {Note}: These fields will be visible only when the "Vendor Bids Include Contract Information" Purchasing preference is enabled.  Authorized users will be allowed to enter/edit data in these fields.

• Reference # (up to 20 characters) – A name or number that refers to an external contract document.
• Line # (up to 6 digits) – The line number within the external contract document that refers to this product.
• Expiration Date – The expiration date of the bid/contract price as negotiated in the contract document. This will NOT expire the bid/contract within the application.
  

10. Both the bid entry pane and the product row will be highlighted yellow if any change has been made to the bid data for the product. To proceed, click on another product row in the product list or click the Show/Hide (>) button to hide the bid entry pane. The changes will be saved immediately (there is no "Save" button). To undo all changes without saving, click the Refresh (Circular Arrow) icon .  Click HERE for tips to navigate this screen using the keyboard.
11. If necessary, click the Alt. Units Ì icon to open a window in which the user can define alternate vendor products. These products can be then be used for split package orders or as a substitution when reconciling orders with electronic invoices.  If one or more alternate products have been defined, the Ì will change to a green check mark.  See "Defining Alternate Vendor Products" for detailed steps to configure them.
12. To exit the screen, click the Home (Dashboard) button in the screen header.

 

 

Next Step: Begin the Bid Analysis process.

 

 

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