Entering vendor responses

You can enter vendor responses to bids electronically or manually. Use this procedure to add vendor data.

To enter vendor responses electronically

  1. Access Bid Response Load (PO560) to load vendor bid responses from a floppy disk or an EDI (Electronic Data Interchange) file. PO560 moves the bid response to a common area and uploads it to the application by file name.

    When you run PO560, the application edits bid responses and price catalog information and reports any errors. Bid response and price catalog records from the vendor must reference a valid item master item. If the vendor does not provide complete information on an item, the application attempts to default the information which generates exception messages on the report.

    Note: You must run PO560 once for each vendor response in order to analyze bid responses on Bid Analysis (PO216).
  2. Type the job information for the bid. Use the following guidelines to enter field values.
    File Name

    Type a unique identifier for the input file. The file name defines where the file for the vendor's bid response is located. If you leave this field blank, the value is set automatically.

    Procurement Group

    Select the procurement group for which you want to enter a vendor response.

    Bid

    Select a bid name, representing a group of items for which vendor bids have been received.

    Vendor

    Select the vendor number.

    Purchase From

    Select the vendor purchase-from location code.

    Override Flag

    If the vendor and bid name do not exactly correspond with the original bid, set the override flag to Yes to override the values.

    Note: If you select No, and the company, bid name, or vendor parameters do not match those in the bid, an error occurs. To finish loading the file, change the appropriate parameter(s) or set the override flag to Yes and rerun PO560.
    Effective Date

    Type the date that the vendor's prices are in effect.

    Update Options

    This field controls whether or not the data imported from your vendor is loaded to your bid response maintenance and review files.

    Select Option 1 to create a bid response record with an update flag set to Yes. The data received from your vendor will be loaded automatically to a contract or quote when you run Bid Load to Contract or Catalog (PO150).

    Select Option 2 to create a bid response record with an update flag set to No. The data received from your vendor will not be loaded automatically.

    Select Option 3 to run the program report only.

    Report Severity

    Select the level of severity for exception messages on the report. Valid values are:

    • Warning exceptions and higher

    • Error and fatal exceptions

    • Fatal exceptions only

  3. Use Bid (PO16.1) to correct any errors or modify the bid.
  4. Use Lawson FTP to upload the CSV file from the spreadsheet to the server.
    Note: You can add, change or delete responses by single item at the line level or by bid response for a specific vendor at the header level using the procurement group, bid, and vendor fields.

Options for entering vendor responses

  • Use Bid (PO16.1) to add bid responses for small or nonbatch-created bids throughout the bidding process.

  • Use Bid Response (PO16.2) to add responses to batch-created bids throughout the bidding process.

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