Central Office

Ordering

Review and Approve Orders

Depending on how ordering groups are setup, central office staff and supervisors may need to approve orders.

1. From the Utilities tab, locate and click on Review and Approve Orders.
2. Establish Send and Review Orders options. Then, click Ok.
   
3. Review each order. Then, you may click on a single order and click Approve Selected Order or click Approve All. 

Send Approved Orders to Vendor

1. From the Utilities tab, locate and click on Send Approved Orders to Vendor.
2. Select one or more orders by placing a checkmark in the box and click Edit Order or Print to review the Order Details and/or Order Tracking Log reports.
3. After reviewing the order(s), click Send All Selected.
   
4.  Review the Order report. Next, select to Print or Export the report. Then, close the report by clicking Report → Close Print Preview or click the red X.

Edit  Order

You may choose to make edits to existing orders before sending them to the vendor.

1. Select the order from the list. Then, click Edit Order.
2. Make any necessary changes to the order, then save the changes and send the order.

Mark as Unapproved

There may be times you may choose to reject an order (vendor minimum not met, duplicate, incomplete, over-ordering). By doing this, the order will be sent back to the Site Manager/Area Supervisor for correction.

1. Select the order from the list. Then, click Mark as Unapproved.
2. You must confirm you wish to mark the order as awaiting approval. Click Yes to continue.
   

Nutrient Analysis

Bid Analysis

The bid analysis process allows you to print requests for quotes and enter bid quotes received from vendors. Once quotes have been entered, the system analyzes all bids and awards the bid to the best competitive vendor.

Add New Bid Periods and Print Request for Bid Quotes Report

1. From the Utilities tab, locate and click on Bid Analysis.
2. Click Add New to open the Bid Analysis wizard. If any open bids exist, they will be displayed in the Bid Period Maintenance window.
   
3. Establish new bid period options.
   
4. Select Print. Then, choose Request for Bid Quotes.
   
5. If you have a custom report, you use the drop-down menu to select the correct report layout. Otherwise, click Ok.
   
6. Choose to Save, Print, or Export the Request for Bid Quotes report. To close the report, select Close Print Preview.

Add New Quotes

1. Enter new bid quotes from vendors by selecting Add Bid Quote.

   Note the information for Bid Period Information is grayed out. If any of the information is incorrect, you may select Edit to make changes.

   Additional Options - To edit an existing bid, select the vendor's bid from the list and double-click or choose Edit Bid Quote. To remove an existing bid, select the vendor's bid from the list and click Delete Quote. There is no "undo" for deleting a quote.
   

2. Enter Bid Quote details.
   
   1. Vendor - Use the magnifier icon to select the vendor submitting the bid.
   2. Proposal Date - Use the calendar icon to enter the proposal date.
   3. Prompt Payment Discount - If the vendor has indicated a discount for prompt payment, enter the percentage in the cell; otherwise, leave blank.
   4. Proposal Signed - By default this box is checked. If the received proposal has not been signed, uncheck the box by clicking inside.
   5. Bid Items - Complete bid item details for each proposed item.
      
      1. In the Brand column, click the ellipses icon to open the Pick Item window.
         
         1. Select the correct brand, case, or product code.

         2. If the item is not already marked as an approved item, click the Approve Item button at the bottom of the window.

            If you are unsure if the item is approved for acceptance, you should contact your supervisor prior to approving items.

            

         3. If you selected to approve the item, you will be asked to confirm if you wish to mark the item as approved for the bid group setup. Select Yes to approve the selected item.
            
         4. Then, click Ok.
      2. Enter the case price provided by the vendor.
      3. If the vendor allows broken cases for the item, click in the box until a checkmark appears.
      4. By default, items are stated to meet specifications.
   6. Click Save Changes to save the entered bid.
      ^{_{Note the row for Catalog Number 80023 is highlighted red. This can be due to an item not selected from the Pick Item window, the item was not confirmed for approval, or a case price was not entered. This may be normal if a vendor does not bid on all items.}}
      
3. Repeat the process for each bid received.
4. You may also want to print bid quotes for review. Select Print. Then, choose Bid Quotes.
5. Choose to print the selected quote or all quotes for the bid period. Then, click Ok.
   
6. Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.

Analyze Bids

1. Select Print. Then, choose Bid Analysis.

   Running this report will allow you to ensure accuracy prior to starting the analyze bid process.

2. Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.
   
3. Select Analyze Bid to open the Bid Analysis wizard and begin the award process.
   
4. Click Next to proceed with the award process.
   
5. Select which considerations to make during the analysis process. Then, click Next.
   

6. Review the bid analysis results. Note the way results are reflected differs between Line-Item bids and All or Nothing bids. Then, click Next to continue.

   Green	Indicates an item meets all requirements and is the best choice to award the bid.
   White	Indicates an item may have met costs; however, it was not awarded the bid.
   Red	Indicates there is an issue with the item rejecting it from the award process.

   You can view the Bid Analysis report by clicking the View Details button.

   You may click Cancel if you need to make necessary edits, such as entering a missing quote, before completing the award process.

   ^{_{Diamond Distributors or JTM Corporation either not bid on Catalog Number 80023 or the bid was not entered and, therefore, disqualifies them from consideration of the award as the bid is All or Nothing. The bid will be awarded to SYSCO.}}
   

   ^{_{Catalog Number 40022 will be awarded to Mayfield. All additional items will be awarded to Fresh Point. Mayfield did not bid on Catalog Number 40010 or the amount was not entered; therefore, the vendor is excluded from consideration for that item.}}
   
7. Click Finish to complete the bid process and award the price contracts.
   

8. Select Print. Then, select Bid Analysis to print a copy of the final report.  You may provide wish to provide a copy to the vendor as well as your personal records.

   Once the bid process is complete, the Status changes from Open to Awarded.

   

9. Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.