Updating event information

Use the following procedures to update event information for a stand-alone event or for a template used to generate an event.

To update event information

  1. Access Sourcing Buyer > Event Creation.
  2. On the Draft Events form, select an event for which you want to update information.
  3. On the Update Event Document form, use the following guidelines to enter field values:
    Supplier Portal Posting Options

    Select a display option for the event when in an Open status.

    • Display On Portal - event can be viewed on the Open Bids list by each registered and unregistered supplier.

    • Display for Notified Suppliers Only - event can be viewed on the Open Bids list by suppliers listed on the Notifications tab.

    • Don't Display On Portal - suppliers listed on the Notifications tab receive an e-mail that instructs them to contact your organization.

    Allow Supplier Q And A

    Select this checkbox to let suppliers post and review questions.

    If you select this checkbox and dates are required on the event, you must also define a Q and A Open and a Q And A close date.

    For events that do not require a date, the supplier can ask questions while the event is in the Open state.

    Open

    Select a date and time that the event bidding process opens and suppliers can respond through the Supplier Portal.

    Note: 

    Do not enter an open date until you are ready to release the event. You cannot release or approve the event if the open date has passed.

    Close

    Select a date and time that the event bidding process closes and supplier responses are no longer accepted.

    Note: 

    On the Buyer page, a buyer can enter a response on behalf of supplier before or after close date for non-sealed events. For sealed-bid events, a buyer can only enter a response after the close date.

    Q And A Open

    Select a date and time that suppliers can submit event-related questions through the Supplier Portal.

    Q And A Close

    Select a date and time that the event Q and A process closes and a supplier can no longer submit questions through the Supplier Portal.

    Sealed Bid

    Select this checkbox to create a sealed-bid (or formal) event.

    Responses for the sealed-bid event cannot be viewed until after the required close date.

    Require Full Quantity

    Use this field to indicate if a supplier must enter the full line quantity when responding to an event.

    Lowest Bid Option

    Use this field to indicate if an event line should be a reverse auction, where each supplier must enter a price equal to or less than the lowest price currently submitted. Setting up a reverse auction

    This field is not allowed on sealed bid events.

    Display Lowest Bid Amount To Supplier

    Select this field to display the current lowest bid amount on the Supplier Portal. This field must be checked if the Lowest Bid Option is set. This field is not allowed on sealed bid events.

    You can select this field without the Lowest Bid Option if you just want suppliers to see the lowest bids, but not be required to enter the low bid.

    Require Response For All Lines

    Select this checkbox to ensure suppliers bid on all event lines.

    If you clear this checkbox, suppliers can optionally bid on each event line.

    Note: 

    Before you can release an event, you must have values in the Description, Type, Buyer, and either dates or the Dates Not Required On Event field selected.

  4. Click Save.
  5. On Update Event Document, click the remaining tabs to further define the event.

    • Weighting - define weighting for the event. Setting up event weighting

    • Questions - define the questions you want suppliers to answer for the event.

    • Terms

    • Meeting

    • Attachments - add attachments to the event

    • Contacts

    • Comments - attach additional comments to the event. Managing event comments

    • Lines - define event line information. Creating event lines

    • Notifications

    • Event Commodity Codes

    Note: 

    The Quick Entry option limits the amount of information available to enter on the event. It displays the main event information, lines, terms, and notifications. It does not include questions, contact information, meetings, and so on.