Bid Response - BQUPIT

All detailed bid responses are entered on the Bid/Quote Management (BQ) Bid Response (BQUPIT) page. One of these pages is completed for each individual line item on a bid. In other words, if 10 vendors provided a price for an item on a bid, then 10 of these pages are completed. This page is used as a primary data entry page. It is used to record all types of bids that are received. There may be multiple occurrences of this page for each individual bid item. After all bids have been entered, you will typically browse by price in ascending order and award to the lowest priced or best solution. By placing a "Y" in the award field for the vendor selected, the system will prompt the user for the PO number they want the item placed on. If the PO prompt is left blank, the system will generate a PO for the item.

Several of the BusinessPlus systems, such as Purchasing Management, and the Person Entity system for product information, will use the information on this page. Additional information such as Meet Specs and Performance Code will be used by the system to establish and track overall vendor performance within the agency. Entries into several of the fields will actually trigger other actions. Additionally, when the product is awarded, the price and primary vendor fields in the product information page are updated with the current information.

Bid Number: The code entered here will be validated against those created on the formal BQ Bid Definition (BQUPBD) page. 
Buyer ID: System derived from the Bid Number.
Bid Status: System derived from the Bid Number.
Line Number: The line number of an item on the bid.
Exempt: Click the down arrow for a list to select from.
Vendor ID: Use the Lookup function to locate Vendor ID. Entries are validated against PE database.
Product Code: System-derived from the Bid Number. Only items associated with the original specific Bid Number will be available for selection.
Brand: This field is associated with the Product Code. It looks at the product description table, finds entries with type BR and matching numbers for Product Code selected. Values in the drop-down list are defined in the PE Product Information (PEUPPR) page.
Responsive: Check indicates the vendor responded to the item.
Product Desc: Allows the user to enter one description of the product.
Vendor Item Code: Enter a valid Vendor Item Code. Entries are validated against the PE Product Information page.
Meet Specs: This information will be used to track vendor performance. A check indicates the specifications have been reviewed by a staff member to verify that the price quoted does reflect the consideration for all specifications.
Price: This field will store the price bid for the item. By default, the retail price from the PE Product Information page will be displayed here.
Awarded: Upon entry of a "Y" in this field, the following will take place.

• All other bids received to date for the same bid number and product will be set to "N".
• The bid number, vendor ID, product code and the price will be written to the table BIDPROD. This table is used to update the purchasing system.
• The award date on the BQ Bid Definition page will be updated with the current date.

Upon entry of an "A" in this field, the following will take place.

• All items for this bid/vendor combination will be set to "Y" and everything else will be set to "N".
• All bid number, vendor ID, product codes, and prices will be written to the table BIDPROD.

Award Date: Display of award date.
HAZ Mat: Valid responses are "Y" (Yes) and "N" (No). Yes in this field means the item is classified as a hazardous material and should be treated as such.
Quantity: Defaults to quantity of one. Once you tab past the product code field, the current QTY from stores inventory (SI) will be displayed.
Extended Price: Shows the extended value of price * quantity.
Alt. Item Avail.: Valid responses are "Y" (Yes) and "N" (No). This field allows the user to note if the vendor offers an alternative item for the item quoted. This would only apply if the vendor got the award and was out of stock.
Units of Measure: Upon data entry, validate against the unit types created in purchasing (PO).
Good Through Date: The date entered in this field will represent how long the price being quoted is valid. This information will be moved over to the PO if the award field contains a "Y".
Grouped Item: Click to indicate that this item is part of a group.
Terms: This would allow the user to enter the discount terms associated with the price being quoted. Any terms entered here would be placed on the PO if the award field contains a "Y".
Contact Name: Display from PE database with override ability.
Timeline: Valid responses are "Y" (Yes) and "N" (No), indicating whether you have a time line for the product arrival.
Order Point Min: This will allow the user to record what the minimum order quantity is for the item from this particular vendor at this bid price.
Order Point Max: This will allow the user to record what the maximum order quantity is for the item from this particular vendor at this bid price.
Fixed Asset: Valid responses are "Y" (Yes) and "N" (No). This will be used to set the fixed asset flag on the purchase order to "Yes", for automatic creation of a fixed asset ID record upon receipt.
Est. Lead Time: This field is used to show the estimated amount of time needed to receive the product (for example, need thirty days lead-time to receive the product at the vendor site).
Running Total: Shows the vendor total of all items bid.
Qty In WHSE: Enter the quantity at the warehouse.
Comment: Free form text about the vendor's bid for the item being recorded.