Bidders - Intergraph Smart Materials - Version 10.2 - Help - Hexagon

Intergraph Smart Materials Classic Help

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Intergraph Smart Materials
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Smart Materials/Smart Reference Data Version
10.2

You can assign bidders to the inquiry on the Bidders tab.

If project default ZP_PROJSUP is set to N, all suppliers defined in the software are available for selection. If ZP_PROJSUP is set to Y, only project suppliers can be selected. In any case, only suppliers that are allowed for inquiries or POs and inquiries can be assigned. Bidders can only be removed from an inquiry if the inquiry is not approved.

Bidders can be added to an inquiry that is not approved even if the list of bidders has already been approved or if the approval process has been started.

Adding a bidder means that the bidder approval process is reset.

The setting of project default ZP_ADD_BID determines how long you are allowed to add bidders to an inquiry. If this project default is set to Y (default), you can add a bidder to an inquiry at any time, regardless of whether the inquiry is approved or not, as long as no higher inquiry supplement exists. If ZP_ADD_BID is set to N, you can only add a bidder to an inquiry if the inquiry is not approved.

  • After a bidder is added to an approved inquiry, the inquiry must be approved again to create the quote summary for the newly assigned bidder. In this case, the quote summary is created only for this additional bidder, and all other quotes are kept. Furthermore, the RfQ invitation email is only send to the additional bidder.

  • The corporate warehouse and the FIM warehouse cannot be assigned as bidder.

You can use the LOV in the Matl/Work Group field to select material/work groups and bidders from the list.

If material/work groups have been assigned to the inquiry or if the project default ZP_PROJSUP is set to Y, you must enter a material/work group because this field is mandatory.

If material/work groups have been assigned to the inquiry, only these material/work groups are available for selection.

Using the LOV opens Window 2 as displayed in the picture below.

In the first block, the available material/work groups are displayed. Use the scrollbar to the left of the Material/Work Group field to scroll through the groups.

In the second (Bidders) block, the suppliers/subcontractors assigned to the selected material/work group are displayed.

You can select the Show approved bidders only check box at the top to display only the approved bidders.

To show all bidders independent of material/work groups, select the Ignore Matl/Work Group check box. Window 3 opens as shown in the picture below.

On this screen, all bidders are listed in alphabetical order by company name, with the assigned material/work group in the first field. If more than one material/work group is assigned to the bidder, the >1 indicator is marked. In that case, double-click in the Matl/Work Group field to open a new window where the assigned material/work groups are listed.

Use the X in the upper right corner to close this window.

The bidders are listed with most of the company information maintained on the P.20.01 screen. All of these fields are queryable, which means if you click the Enter Query button, you can enter search criteria in any of the fields to restrict the number of displayed bidders. For example, if you want to see only suppliers allowed for agreements and assigned to you as buyer, select SUPPLIER from the LOV in the Company Type field, select Agreements from the drop-down list in the Allowed for field, and select your name from the LOV in the Buyer field. Then click Exe Query to display the bidders with matching criteria.

You can further use the Additional Filter button to open Window 20, where you can specify filter criteria to filter the bidder list.

In the first block, you can specify the material/work groups to be used as filter criteria by selecting the Sel check box.

In the second (Questions) block, you can select questions of the company registration questionnaire; the given answers are used as filter criteria. Select the Sel check box of the question.

A light blue background in the Question box indicates that the question is not available in the login language.

The available answers appear in the third (Answers) block. To restrict the number of displayed answers, enter a criterion in the Filter Criterion for Answers field (wildcards are allowed, like %) in the second block and click the Apply to Answers button. Select the Sel check box of the answer to be used as a filter.

Finally, click the Apply Filter button to apply the defined criteria as a filter. Use the Clear Filter button if you want to delete the specified filter. Click the Change Sort button to change the display order of all blocks. When the check box next to the button is cleared, all blocks are sorted alphabetically as usual. When you click the button, the orders change in all blocks and you see first all selected criteria followed by the rest of the data sorted in alphabetical order. Click the button again to change the order back to alphabetical.

After applying the filters, close the screen to return to Window 3 where the displayed bidders are now restricted based on the defined filter criteria. The Filter indicator next to the Additional Filter button shows if an additional filter has been applied.

In both LOV screens, Window 2 and Window 3, you can select the Sel check box for all bidders to be assigned to the inquiry. You can click the Select All button to select all displayed bidders. Deselect All will cancel the selection. When all bidders are selected, click the Fill In button to assign the selected bidders to the inquiry and to close the LOV window.

On the Bidders tab of P.30.21, the Rev field shows the material/work group revision.

The company name of the selected bidder is displayed in the Company Name field, and the bidder’s name is displayed in the Bidder field. If the material/work group is not mandatory (ZP_PROJSUP is set to N), you can select the bidder’s company name from the LOV in the Company Name field. Double-click in this field or in the Bidder field to open the P.20.01 Suppliers/Subcontractors screen where suppliers/subcontractors are maintained.

The Buyer field shows the buyer’s user name. A bid can only be modified on the P.30.22 Commercial Evaluation and the P.30.23 Technical Evaluation screens by the buyer assigned to the inquiry, if he has the BUYER privilege granted. He cannot modify a bid to which he is not assigned as buyer. Users with the ASSIGN BUYER granted can modify all bids of any inquiry.

The Evaluated indicator shows whether the bidder has been evaluated with respect to his qualifications.

Select the Accepted check box to indicate that the bidder is accepted.

The Approved check box indicates whether the bidder is approved.

The Qualified check box is an indicator if the bidder was qualified for the selected material/work group on the P.20.01 Suppliers/Subcontractors screen on the Material/Work Groups tab. The qualification date is shown in the Qualified Date field.

The date on which the bidder was assigned to the inquiry is shown in the Assign Date field. This date is set automatically when you assign the bidder to the inquiry, and it cannot be changed.

If you want to assign a specific bid due date to the bidder, in deviation from the inquiry bid due date, enter this date in the Bid Due Date box. This date is used in the Portal instead of the inquiry bid due date or revised bid due date. If project default ZP_INH_BDD is set to Y, the bid due date on the Bidders tab is copied from the previous supplement on creating a new inquiry supplement.

The Last Access by Bidder field shows the date and time when the bidder has last accessed the inquiry in the Portal.

Select the incoterm for the bidder from the LOV in the Incoterm field. You can double-click in this field to open the P.10.34 Incoterms screen where incoterms are defined.

Select the delivery place of the material from the LOV in the Delivery Place field. You can double-click in this field to open the P.10.37 Delivery Places screen where delivery places are defined. If you enter a new delivery place that does not exist on P.10.37, you will get a warning if you have access and update rights for P.10.37. If you answer the upcoming question ‘Do you wish to continue?’ with Yes, an additional, new delivery place will be created on P.10.37.

The required delivery date can be selected from the LOV in the Req Delivery Date field. This date is just information for the bidder, not used anywhere else downstream in the workflow.

If this inquiry should be assigned to specific employees of the bidder, double-click in the Portal Users field, select the user(s) and click OK. The selected user is displayed in Portal Users (or 'See user list' if more than one user is selected), and only the selected user(s) can access this inquiry in the Portal. If 'All users' is displayed in the Portal Users field, all bidder's users can access the inquiry.

The bidder's contact person can be selected from the LOV in the Company Employee field.

The emails for this bidder are sent to the person shown in the Email Recipients field. By default, it's the main contact of the bidder's company. If the main contact person doesn't have an email address assigned with communication type RFQ_EMAIL, 'No default RfQ contact' is displayed. If more than one recipient is assigned, 'See contact list' is displayed. To view all email recipients for the selected inquiry, right-click in the Email Recipients field and select View all Recipients from the context menu. If you want to change the recipient or add further recipients, double-click in the field. A window opens and displays all registered company employees. To add another email recipient from the list, select the Select check box and click OK. To add a recipient who is not listed, type his name in the First Name and Last Name field and his email address in the Address Value field. Then click Add, select the Select check box and click OK.

Select the manufacturer’s company from the LOV in the Manufacturing Company field. The bidder’s manufacturer appears in the Manufacturer field. All manufacturers that have been assigned to the selected bidder on the Manufacturers tab of P.20.01 Suppliers/Subcontractors are available for selection.

Select the address type for the inquiry from the LOV in the Address Type field. All address types assigned to the selected company on A.10.23 are available for selection. The address type defined as the default inquiry address type on the A.10.25 Address Types screen is automatically inserted as the default when assigning a new bidder. By selecting the address type, the Location Code, Address, City, Country Code, State or Prov, and Zip or Postal Code fields, the assigned communication type, and the Address Value fields are automatically populated.

Select the RFQ Email indicator if notification emails should be sent automatically to this bidder when the inquiry is approved, and if email answers from the bidder should be received or processed. To use this feature, a communication link must be defined on the Addresses tab of A.10.23 Companies for this bidder, with the communication type RFQ_EMAIL and a valid destination email address assigned.

Select NDA Exemption to allow the bidder to provide a bid for this inquiry although an NDA is required for this project (project default ZP_NDA is set to Y) and the bidder’s NDA status does not entitle to participate in the bidding process. The current NDA status of the bidder is shown in the NDA Status field.

Buttons

The picture below shows the available buttons on the Bidders tab.

Click the Import Bidders from P.60.03 button to copy the potential bidders from the planned engineering requisition (P.60.03) to the bidder list of the inquiry.

If only one requisition is assigned to the inquiry, the available potential bidders of the linked engineering requisition are copied from P.60.03.

If more than one requisition is assigned and if there are potential bidders that are not yet assigned to the bidder list of the inquiry, a screen opens where you can select the potential bidders you want to add.

The Autoselect Bidders button is available when a CMS class system was assigned to the inquiry on P.30.11. If you click this button, all bidders that are assigned to any class of the class system are entered on the Bidders tab.

If the project default ZP_BIDEVAL is set to Y, a multi-step approval procedure is required for the list of bidders. In that case, the Approval Sequence button is enabled at the bottom of the screen. You can use this button to open the A.20.49 Approval Sequence screen to approve or reject the bidder list.