FINANCE MANAGER. Bidding Manual Finance Manager.

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1 FINANCE MANAGER Bidding Manual 2009 Finance Manager

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3 Table of Contents Start Page... 5 Setup Which Files Should Be Completed First?... 7 Item Categories... 8 Unit of Measure Buildings Requestors Vendors Items Award Override Reasons Minority Type Bid Entry Bids Bid Requests Vendor Quotes View Bid Activity Award Analysis Award Bid Purchase Orders Reports Bid Reports Bid Items Item Bid History Item Catalog MSDS Bid Items Alternate Items No Bid Items Item Category/Sub Category Bid Quantity Comparison Requested Bid Items Bid Item Request Status Bid Requestor Status Requestor Buildings Requestor Item Categories Requestor Bid Participation Requestor Input Form Requests on Behalf Of Quoted Bid Items Bid Vendor Status Item Quote Status Vendor Bid Participation Vendor Quotation Form Vendor Item Categories Bid Vendor Mailing Labels Vendor Analysis Award Analysis Report

4 Award Overrides Vendor Award Summary Account Distribution Vendor Awards by Requestor Utilities Export Vendor Quotation Files Import Vendor Quotation Files Item Category Change Item Estimated Price Change Validate Requisition Accounts Re-Bid Appendix A: nvision Menu Bar, Toolbar, & Shortcut Keys... A-1 Appendix B: nvision System Standards... B-1

5 : Bidding Start Page Bidding Start Page The Bidding start page is divided into four sections: Quick Find, Bids by Status, Calendar, and Week View. Quick Find Bids by Status The Quick Find area is used to quickly locate a bid record. Use the dropdown arrow to indicate whether you are searching for the bid record by bid number or name. Based on your selection, type in the bid number or name and press the Search button. The Bids by Status area contains a circular chart representing an analysis of bids by status. Each bid status Setup, Requests Pending, Quotes Pending, Analysis, and Awarded is represented by a different color in the chart. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved 5

6 Bidding Start Page Calendar Week View The Calendar area is used to scroll back and forward one month at a time. Today s date is highlighted. Due dates are depicted in boldface type. Click on a specific day in the calendar to highlight the day in the Week View area where additional details are shown. The Week View area contains details of due dates reflected in the calendar, such as dates that bid requests are due by, dates that vendor quotes are due by, bid opening dates, etc. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 6

7 : Bidding Setup Bidding Setup The first step in using the Bidding product is for the Administrator to build the master files, which enable your facility to set up and maintain the codes and other pertinent information used in the bidding process. You can create and maintain vendors, requestors, buildings, items, units of measure, bid categories, and award override reasons that meet the special needs of your facility. After setting up your maintenance files, you may run reports that show the records in each file. Which Files Should Be Completed First? The information in the following four maintenance files comes from the FM2004 data import routine. Accounts Buildings Units of Measure Vendors The order of completion of the remaining maintenance files is important, since codes created in certain files are used to create records within other maintenance files. The suggested hierarchy of setup file completion is as follows: Item Categories Minority Types Requestors (Predefined Item Category and Building Codes are used to create these records) Vendors (Link predefined Item Categories and Minority Types to each preloaded vendor record) Items (Predefined Item Categories/Subcategories and Units of Measure are used to create these records) Award Override Reasons (Needs to be set up before you make any overrides to lowest bidding vendor on the Award Analysis screen) The following pages describe each setup file in detail. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved 7

8 Bidding Setup Item Categories The Item Categories Setup routine is used to create and maintain the various categories under which items are grouped. Examples of item categories are Office Supplies, Technology, Furniture, etc. Under each category are subcategories which further define specific items, such as Pens, #2 Pencils, Binders, Computers, Desks, Tables, etc. The system will not permit you to use an item category that does not have one or more subcategories linked to it. Permission Only Administrators can create and maintain item categories. Access to Item Categories Setup 1. Open the Setup menu tree. 2. Click the Item Categories option. The Item Categories tab opens, displaying all existing item categories. Use this window to add, maintain, or view item category records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 8

9 Bidding Setup The detail window is divided into two sections. The top portion of the window allows you to define your item category names and descriptions. The bottom portion of the window allows you to define the subcategories for the item category. Field Item Category Name Item Category Description Item Sub Category Name Item Sub Category Description Description (REQUIRED) The name (up to 50 positions) that uniquely defines the item category or group. Example: Office Supplies The text that further describes the item category. Example: Office Supplies and Materials (REQUIRED) The name (up to 50 positions) that uniquely defines the subcategory. Example: Glue The text that further describes the item subcategory. Example: Glue, Glue Sticks, & Paste nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 9

10 Bidding Setup Adding an Item Category Record 1. Enter Add mode. 2. Enter the item category name and description in the top portion of the window. 3. Save the record at this time or continue to add the subcategories as described in step 4. Remember that the system will not allow you to use an item category that has no subcategories linked to it. 4. Click in the Subcategory Name field. A new line is opened for you to start typing your subcategories. Type in the subcategory name and tab to the description field and type the description. Use the Enter or Tab keys to advance to the next subcategory name or description field. If you make a mistake at any point, highlight the appropriate subcategory line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Item Sub Categories toolbar. Once you have finished entering your subcategories, save the record. Updating an Item Category Record 1. Highlight the appropriate item category record and enter Update mode. 2. Change all necessary information as needed by typing over the existing text. Add, update, and/or delete any subcategory information as needed. 3. Save the record. Deleting an Item Category Record(s) NOTE: You may not delete any item category codes that are currently being used. For example, if an item category code is linked to a requestor, that code cannot be deleted. 1. Highlight the appropriate record(s) in the Item Category listing and enter Delete mode OR open an item category detail record and press the Delete button. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 10

11 Bidding Setup Unit of Measure The Unit of Measure Setup routine is used to create and maintain the measurement unit codes that are used when bidding for and requesting items. Certain standard unit of measure codes are provided by Finance Manager. These include codes such as Bag, Box, Bottle, Dozen, Each, etc. You may add any other unit of measure codes that your district uses. For example, you may use Yards, Cases, etc. These unit of measures can then be linked to specific items in the Items Setup File. Permission Only Administrators can create and maintain unit of measure codes. Access to Unit of Measure Setup 1. Open the Setup menu tree. 2. Click the Unit of Measure option. The Unit of Measure tab opens, displaying all existing units of measure. Use this window to add, maintain, or view unit of measure records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 11

12 Bidding Setup Field Unit of Measure Name Description (REQUIRED) The code (up to 8 positions) that uniquely identifies the unit of measure. When updating a unit measure record, this field is not modifiable if the unit of measure is already linked to an item. Example: Parc. The text (up to 50 characters) that describes the unit of measure code. Example: Parcels Adding a Unit of Measure Record 1. Enter Add mode. 2. Enter the unit of measure and name. 3. Save the record. Updating a Unit of Measure Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Unit of Measure Record NOTE: You may not delete any unit of measure codes that are currently being used. For example, if a unit of measure code is linked to an item record, that code cannot be deleted. In addition, the system will not allow you to delete any of the default unit of measure codes that were created by Finance Manager. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 12

13 Bidding Setup Buildings The Buildings Setup routine is used to create and maintain the building codes that are used when bidding for, requisitioning for, or purchasing items. Each building record in the Building Setup File contains the building code, building name, address, and the various shipping contacts for requests placed against the building. These building codes can then be linked to specific requestors in the Requestors Setup File. You can sort requisitions and purchase orders by ship-to address and/or contact name when generating either document type. Permission Only Administrators can create and maintain building codes. Access to Buildings Setup 1. Open the Setup menu tree. 2. Click the Buildings option. The Building tab opens, displaying all existing buildings. Use this window to add, maintain, or view building records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 13

14 Bidding Setup Field Active Building Name Description Phone Fax Street Address (Line 1 and 2) Description When adding a new building, this box is checked as ACTIVE. Uncheck the box if you want to flag the building as INACTIVE. An inactive building is one that you are no longer using, but you are retaining the code in the system for reporting purposes rather than deleting it. You cannot create requisitions or purchase orders for a building that is defined as inactive. You can recheck the box at any time that you wish to begin re-using the code. (REQUIRED) Enter the name of the building (up to 50 characters). Example: ADMINISTRATION OFFICE. Enter the building description (up to 50 positions). Enter the main building phone number. Enter the main fax number in the building. Enter the first line of the street address on which the building is located. Enter the second line of the street address on which the building is located. Address line 2 can be used to indicate an apartment, suite, or PO Box number. Each address line holds up to 60 characters. City Enter the name of the city in which the building is located (up to 50 nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 14

15 Bidding Setup characters). State Postal Code Ship To Contact Name Description Enter the 2-character abbreviation of the state in which the building is located. Use the drop-down arrow to select from a listing of valid entries. Enter the zip code for the building. Enter the name (up to 50 characters) of the building contact where items are shipped to. Enter any further information for the contact, such as the Room number in the building where items should be shipped to. Adding a Building Record 1. Enter Add mode. 2. Enter the building and address information in the top portion of the window. 3. Save the record at this time or continue to add the ship-to contacts as described in step Click in the Ship To Contact Name field. A new line is opened for you to start typing your contacts. Type in the contact name and tab to the description field and type the description. Use the Enter or Tab keys to advance to the next contact name or description field. If you make a mistake at any point, highlight the appropriate contact line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Ship To Contacts toolbar. Once you have finished entering your contacts, save the record. Updating a Building Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Building Record NOTE: You may not delete any building codes that are currently being used. For example, if a building code is linked to a requestor, that code cannot be deleted. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 15

16 Bidding Setup Requestors The Requestors Setup routine is used to create and maintain a listing of individuals who can request items. Examples of requestors are teachers, department heads, clerks placing orders for department heads or teachers, etc. Each requestor can be linked to the appropriate item categories and subcategories that identify the types of items he/she can request. You can restrict requestors to requesting for one, multiple, or all subcategories of items under one item category. Requestors can also be linked to one or more buildings, indicating those buildings he/she can place requests for. One of the buildings can be flagged as the requestors default building, which will default during bid request entry but can be changed to any one of the requestor s buildings. In addition, you can also specify which individuals this requestor can request for. Permission Only Administrators can create and maintain requestors. Access to Requestor Setup 1. Open the Setup menu tree. 2. Click the Requestors option. The Requestors tab opens, displaying all existing requestors. Use this window to add, maintain, or view requestor records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 16

17 Bidding Setup The detail window is divided into two sections. The top portion of the window allows you to define the requestors personal and contact information. The bottom portion of the window allows you to link item categories, subcategories, and buildings to each requestor. In addition, you can specify which accounts this requestor has permissions to use and the individuals this requestor can request for. You can also view the names of those individuals who can place requests for this requestor and add any file attachments. Field Requestor ID First Name Middle Name Last Name Phone Address Description The system-generated number that uniquely identifies the requestor. This identification number cannot be modified. (REQUIRED) The first name (up to 50 characters) of the requestor. The middle name (up to 50 characters) of the requestor. (REQUIRED) The last name (up to 50 characters) of the requestor. The phone number (up to 25 positions) where the requestor can be reached. The address (up to 50 positions) of the requestor. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 17

18 Bidding Setup Field Fax FM2004 UserID Active Item Category Item Sub Category Active Category Flag Default Building Flag Building Building Description Active Building Flag Account Account Description Description The fax number (up to 25 positions) of the requestor. If the requestor has a login to the FM2004 suite of products, use the drop-down arrow to indicate the FM2004 user ID. When adding a new requestor, the ACTIVE flag is checked by default. Uncheck the box if you want to flag the requestor as INACTIVE for use. An inactive requestor is one that can no longer create future requests or purchase orders, but the requestor name is being retained in the system rather than deleting it. You can recheck the box at any time that you wish to reactivate the requestor for use. The name of the item category that groups the items for which requestors can place requests. The name of the item subcategory identifying the items for which requestors can place requests. When adding an item category and subcategory to a requestor, the ACTIVE flag is checked by default. Uncheck the box if you want to flag the subcategory as INACTIVE for use. An inactive subcategory means that the requestor can no longer create future requisitions or purchase orders for items in the subcategory, but the subcategory is being retained in the system for reporting purposes rather than deleting it. You can recheck the box at any time that you wish to reactivate the subcategory for use. This check mark denotes the requestor s default building. This is the building which will default during bid request entry but can be changed. The code that identifies the building(s) for which the requestor can place requests. The description of the building code that defaults based on the building code selected. This field cannot be modified. When linking a building to a requestor, the ACTIVE flag is checked by default. Uncheck the box if you want to flag the building as INACTIVE for use. An inactive building means that the requestor can no longer create future requisitions or purchase orders for items in the building, but the building is being retained in the system for reporting purposes rather than deleting it. You can recheck the box at any time that you wish to reactivate the building for use. The appropriation accounts that this requestor has access to when entering bid requests. The description of the account code that defaults based on the account code selected. This field cannot be modified. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 18

19 Bidding Setup Field Active Account Flag Requests For Others Requests For Others Active Flag Requests By Others File Attachments Description When linking an appropriation account to a requestor, the ACTIVE flag is checked by default. Uncheck the box if you want to flag the account code as INACTIVE for use. An inactive account code means that the requestor can no longer create future requisitions or purchase orders for items using that account code, but the code is being retained in the system for reporting purposes rather than deleting it. You can recheck the box at any time that you wish to reactivate the account code for use. Indicate the name of another individual who this requestor can place requests for. The requestor ID and Address are displayed. When first linking another requestor to this requestor, the ACTIVE flag is checked by default. Uncheck the box if you no longer want this requestor to be able to create future requests or purchase orders for the other individual. You can recheck the box at any time that you wish to allow this requestor to request for the individual. (DISPLAY ONLY FIELDS) View the name of another individual who can place requests for this requestor. The requestor ID and Address are displayed. Link any file attachments that are associated with this requestor. Adding a Requestor Record 1. Enter Add mode. 2. Enter the requestor s personal and contact information in the top portion of the window. 3. Save the record at this time or continue to add the item categories, subcategories, and buildings as described in step Click the Requestor Item Categories folder and click in the Item Category field. A new line is opened for you to start linking item categories to a requestor. There are two ways to link item categories and subcategories you can add one category and subcategory at a time or import all or multiple subcategories for the selected category. Adding Categories One At a Time Press the drop-down arrow in the Item Category line. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 19

20 Bidding Setup All the categories from the Item Category Setup routine are displayed. Choose the appropriate category. Tab or press Enter to advance to the Item Sub Category field or click in that field. Press the drop-down arrow in the Item Sub Category line. All the subcategories associated with the selected Item Category (as defined in Item Category Setup) are displayed. Choose the appropriate sub category from the drop-down. Tab to or click in the Item Category field and continue to add item categories and sub-categories until you have finished. OR Importing All or Multiple Item Categories and Sub Categories Press the link. The Import Item Sub Categories window displays. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 20

21 Bidding Setup Place a check in the box preceding each Item Category to simply select all subcategories under that category name. OR Click the plus sign that precedes the category name to open the menutree and display a listing of subcategories under that item category. Place a check in the box that precedes each sub category item that the requestor can request from. OR Check the Select All box to give this requestor the ability to request items in all categories and subcategories. Press the OK button to return to the Requestor window. If you make a mistake at any point, highlight the appropriate category and subcategory line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Requestor Item Categories toolbar. 5. Click the Requestor Buildings folder to identify the buildings the requestor can submit requests for. There are two ways to link buildings to a requestor you can add one building at a time or import all buildings. Adding Buildings One at a Time Press the drop-down arrow in the Building field to display a listing of valid Buildings. Choose the appropriate building from the listing. The building s description is displayed. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 21

22 Bidding Setup One building can be checked as the requestor s default building; the default building can be changed at any time during the bid request entry process. If you need to add a new building, press the Add a new building to select from link. This link opens the New Building window, enabling you to add a new building without having to exit the Requestor Setup routine. Add the building record as needed and return to the Requestor Setup window. Press the drop-down arrow in the building field where you can select the newly added building. Add as many buildings to the requestor record as necessary. Tab to or click in the Building field and continue to add buildings until you have finished. OR Importing All Buildings Press the Import Buildings link. The system displays a window asking if you are sure you want to import all buildings. Press No to cancel the import. Otherwise, press Yes to import all buildings. All buildings from the Building File are automatically linked to the requestor. If you make a mistake at any point, highlight the appropriate building line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Requestor Buildings toolbar. 6. Click the Requestor Accounts folder to identify the accounts this requestor will have access to when entering requests. There are two ways to link accounts to this requestor you can add one account at a time or import nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 22

23 Bidding Setup all or multiple accounts. Adding Accounts One at a Time Click the lookup button in the Account field to display a listing of valid account codes. Highlight the appropriate account record and click OK to link the account code to the requestor. Add as many accounts to the requestor record as necessary. Tab to or click in the Account field and use the lookup to add accounts. OR Importing All Accounts Press the Click Here to Import All Accounts link. The system displays a window asking if you are sure you want to import all accounts. Press No to cancel the import. Otherwise, press Yes to import all accounts. All appropriation accounts from the Chart of Accounts File are automatically linked to the requestor. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 23

24 Bidding Setup If you make a mistake at any point, highlight the appropriate account line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Requestor Accounts toolbar. 7. Click the Requests For Others folder to identify those individuals who this requestor can place bid requests for. There are two ways to link associated requestors to this requestor you can add one requestor at a time or import all or multiple requestors. Adding Other Associated Requestors One at a Time Press the drop-down arrow in the Name field to display a listing of existing Requestors. Choose the appropriate name from the listing. The requestor s ID number and address are displayed. Advance to the next Name line and perform the same steps until all appropriate individuals have been linked to the requestor. If you make a mistake at any point, highlight the appropriate name line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Requests for Others toolbar. OR Importing All or Multiple Requestors Press the Import All Requestors link. The Import Requestor Associates window displays. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 24

25 Bidding Setup Place a check in the box preceding each of the buildings. The system will automatically check each requestor linked to that building. OR Click the plus sign that precedes the building name to open the menutree and display a listing of requestors for that building. Place a check in the box that precedes each requestor name. OR Check the Select All box to give this requestor the ability to request items for all requestors in all buildings. Press the OK button to return to the Requestor window. If you make a mistake at any point, highlight the appropriate name line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Requests for Others toolbar. 8. Click the Requests By Others folder to display the names of those individuals who can place requests for this requestor. The information on this folder is for review purposes only. 9. Click the File Attachments folder to attach documents or spreadsheets that contain information about this requestor. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 25

26 Bidding Setup Click Add to specify the location of the attachment to be linked to this requestor. Use the Browse button to find the location and name of the file. Enter any Comments as needed. Click OK. The selected file is linked to the requestor. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the requestor. 10. Once you have finished entering all information, save the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 26

27 Bidding Setup Updating a Requestor Record 1. Highlight the appropriate requestor record and enter Update mode. 2. Change all necessary information as needed by typing over the existing text. Add and/or delete any category, subcategory, building, account, requestor associates, and file attachment information as needed. 3. Save the record. Deleting a Requestor Record(s) NOTE: You may not delete any requestors that are linked to existing bids. 1. Highlight the appropriate record(s) in the Requestor listing and enter Delete mode OR open a requestor detail record and press the Delete button. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. Copying a Requestor Record Use this feature to copy all information from an existing requestor into a new requestor record. All information is copied. 1. Highlight the appropriate record and enter Copy mode. 2. The system automatically creates a new record that is a replica of the selected requestor record. All item category, building, account, requests for others, and file attachment information is copied into the newly created requestor record. Modify information as needed. 3. Save the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 27

28 Bidding Setup Vendors The Vendors Setup routine is used to create and maintain a listing of vendors who will participate in the bidding process. The Vendors File contains vendor demographic and address information. You may define multiple different addresses for each individual vendor, such as payment, purchasing, or bidding addresses. Each vendor can be linked to the appropriate item categories that identify the types of items they can bid on. Multiple vendor contact names and phone numbers are also stored in this file. Permission Only Administrators can create and maintain vendors. Access to Vendors Setup 1. Open the Setup menu tree. 2. Click the Vendors option. The Vendors tab opens, displaying all existing vendors. Use this window to add, maintain, or view vendor records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 28

29 Bidding Setup The Vendor detail window is divided into two sections. The top portion of the window allows you to define the vendor demographic and purchasing/payment information. The bottom portion of the window allows you to define payment/purchasing/bidding addresses; item categories; contact, tax and miscellaneous information for the vendor, add/maintain file attachments containing details regarding this vendor; and view the purchase orders associated with this vendor. Field Vendor ID Active Description The system-generated number that uniquely identifies the vendor. When adding a vendor, the system assigns the next consecutive vendor number. This identification number cannot be modified. Indicate the vendor status. Check the ACTIVE box if you want to actively use this vendor code during the bid request process. Uncheck the box if you are not going to use this vendor code for bid request purposes. This enables you to retain the vendor record in the system without deleting it. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 29

30 Bidding Setup Field Purchasing Name Payment Name Website Phone Fax Entity Type Federal ID Type Federal ID Minority Type Address Toggle Arrow Description (REQUIRED) Enter the Purchasing Name. (Example: ABC School Supply) (REQUIRED) Enter the Payment Name if it is different from the Purchasing Name. Enter the vendor s website address. Enter the vendor s general address. Enter the vendor s main phone number. Enter the vendor s fax number. Choose the entity type. Valid entries are Corporation, Partnership, Individual, or Other. Choose the federal ID type. Valid entries are Employer ID or Social Security Number. Enter the Federal ID number. If the vendor is a minority-owned company, choose the minority type or add a new minority type. Use this field to enter the various addresses associated with this vendor. You can define multiple different addresses for each individual vendor, such as payment, purchasing, or bidding addresses. Use the drop down-arrow to switch between the various addresses. Description Street Line 1 Street Line 2 City Enter the Description for the selected address type. Example: Alternate Payment Address (REQUIRED) For the address type and description selected, enter the first line of the vendor s street address. For the address type and description selected, enter the second line of the vendor s street address. Street line 2 can be used to indicate an apartment, suite, or PO Box number. (REQUIRED) For the address type and description selected, enter the name of the city in which the vendor s address is located. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 30

31 Bidding Setup Field State/Province Country Zip/Postal Code Default Item Category Contact Last Name Contact First Name Contact Address Contact Phone Contact Fax Vendor 1099 Type Limit Customer Ref Number Prior Vendor Ref Discount Pct Description (REQUIRED) For the address type and description selected, enter the 2-letter postal abbreviation for the state in which the vendor s address is located. Use the drop-down to select from a listing of valid state abbreviations. If the vendor is located in a different country, enter the abbreviation for the province. For the address type and description selected, enter the country in which the vendor s address is located. Use the drop-down to select from a listing of valid country abbreviations. (REQUIRED) For the address type and description selected, enter the zip code for the vendor s address. (REQUIRED) For the address type selected, set one of the addresses as the default address. One address can be the default for each address type. The name of the item category that groups the items for which vendors can place bids. Enter the last name of the contact person (up to 50 characters) associated with this vendor. Enter the first name of the contact person (up to 50 characters) associated with this vendor. Enter the address of the contact person (up to 50 characters). Enter the contact person s telephone number. Enter the contact person s fax number. If the vendor is to receive an Internal Revenue Service Form 1099 at the end of the calendar year for tax reporting purposes, use the drop-down to select the 1099 type (1099INT, 1099MISC, 1099OTHER, 1099R). Enter the 1099 limit. Form 1099 must be filed to report payments totaling this limit amount or more made to the vendor during the course of a calendar year. Enter the customer reference number. This number can be displayed on printed purchase orders to the vendor. If you used another Accounting application in the past, you can type in the vendor ID number from the prior application. Enter the standard discount percentage that is applicable for purchases from this vendor. This percentage defaults in the Discount Rate field when adding a computer purchase order for the vendor. You can override the discount amount at the purchase order level if needed. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 31

32 Bidding Setup Field Freight Type Freight Pct Description Enter the shipping charge type that is always applicable for purchases from this vendor. Shipping can be charged as an amount (Amt) or a percentage (Pct). Then enter the applicable freight charge amount or percentage. If a shipping charge is specified for a vendor, that vendor s shipping percentage defaults when entering a Computer Purchase Order. You can choose to include or exclude shipping amounts on the various PO copies that you print. You can override the shipping amount at the purchase order level if needed. Adding a Vendor Record 1. Enter Add mode. 2. Enter the vendor s website, , telephone/fax, etc. information in the top portion of the window. 3. Click the Addresses folder. Choose the Address Type and enter the address. You can have multiple Bidding, Payment, and Purchasing addresses, but only one of each kind can be the default. 4. Click the Item Categories folder and click in the Bid Category field. A new line is opened for you to start linking item categories to a vendor. Press the drop-down arrow in the Bid Category line. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 32

33 Bidding Setup All the categories from the Item Category Setup routine are displayed. Choose the appropriate category. Advance to the next Bid Category line and perform the same steps until all appropriate categories have been linked to the vendor. If you make a mistake at any point, highlight the appropriate category line that you wish to delete (the selected row has an arrow preceding it) and press the Delete button in the Item Categories toolbar. 5. Click the Contacts folder to identify the contacts for this vendor. Click in the first blank contact line. A new line is opened for you to start linking contacts to a vendor. Enter the contact last name, first name, address, phone number, and fax number. Indicate whether the vendor allows POs to be ed and if the s are to be in HTML format. Add as many contacts to the vendor record as necessary. If you make a mistake at any point, highlight the appropriate contact line that you wish to delete (the selected row has an arrow preceding it) and press the Delete button in the Contacts toolbar. 6. Click the Tax Information folder to specify 1099 information for the vendor. Click in the first blank Vendor 1099 Type line. A new line is opened for you to start linking 1099 Types and limits to the vendor. Press the drop-down arrow in the Vendor 1099 Type line. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 33

34 Bidding Setup Choose the appropriate 1099 type. Enter the 1099 limit in 999, format. Form 1099 must be filed to report payments totaling this limit amount or more made to the vendor during the course of a calendar year. Advance to the next 1099 type line and perform the same steps until all appropriate types have been linked to the vendor. If you make a mistake at any point, highlight the appropriate 1099 type line that you wish to delete (the selected row has an arrow preceding it) and press the Delete button in the Tax Information toolbar. 7. Click the Miscellaneous folder to specify other general vendor information and purchasing defaults. Enter the Customer Ref Number. This number is reflected on computer purchase orders to this vendor. Enter the Prior Vendor Reference Number. If you used another Accounting application in the past, you can type in the vendor ID number from the prior application. Enter the standard Discount Percentage that is applicable (if any) for purchases from this vendor. This percentage defaults in the Discount Pct field when adding a computer purchase order for the vendor. You can override the discount percentage at the purchase order level if needed. Enter the Freight Type that is always applicable for purchases from this vendor. Shipping can be charged as an Amount or a Percent. Then enter the applicable freight charge dollar amount or percentage. If a shipping charge is specified for a vendor, that vendor s shipping amount or percentage defaults when entering a Computer Purchase Order. You can choose to include or exclude shipping amounts on the various PO copies that you print. You can override the shipping amount at the purchase order level if needed. 8. Click the File Attachments folder to attach documents or spreadsheets that contain information about this vendor. Click Add to specify the location of the attachment to be linked to this item. Use the Browse button to find the location and name of the file. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 34

35 Bidding Setup Enter any Comments as needed. Click OK. The selected file is linked to the item. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the vendor. 9. Click the Purchase Orders folder to view the various manual and computer purchase orders for this vendor. This window shows the PO number, PO date, description, printed date and time, posted date and time, and number of copies produced (for computer POs). Highlight the appropriate purchase order, click the Purchase Order Copys drop-down to select the copy that you want to view, and click View. The purchase order is displayed on-line. 10. Once you have finished entering all information, save the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 35

36 Bidding Setup Updating a Vendor Record 1. Highlight the appropriate vendor record and enter Update mode. 2. Change all necessary information as needed by typing over the existing text. Add and/or delete any bid category and contact information as needed. 3. Save the record. Deleting a Vendor Record(s) NOTE: You may not delete any vendors that are linked to existing bids. 1. Highlight the appropriate record(s) in the Vendor listing and enter Delete mode OR open a vendor detail record and press the Delete button. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 36

37 Bidding Setup Items The Items Setup routine is used to create and maintain a listing of items that may be requested. The Items File contains the items status (Active or Inactive), item number, item description, item category, item sub category, unit of measure, last bid date, and estimated price. The list of items can be grouped by item category and sub category, allowing you to access records in the way that you want to. Permission Only Administrators can create and maintain items. Access to Items Setup 1. Open the Setup menu tree. 2. Click the Items option. The Items tab opens, displaying all existing items. Use this window to add, maintain, or view item records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 37

38 Bidding Setup Field Active Item Number Description Description Check the box if this item is active for requesting. Uncheck the box if the item is no longer active and cannot be requested. (REQUIRED) The number (up to 15 positions) that uniquely identifies this item. Example: Card 1 Enter the text that fully describes the item. Example: 3 by 5 White Ruled Index Cards Pack of 100. Press the button to run the spell checker of the text that you typed. Possible spelling problems are indicated with a wavy red underline. Brand Part Number Manufacturer Enter the brand name of this item (up to 50 positions). Enter the part number for this item (up to 15 positions). Enter the manufacturer of this item. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 38

39 Bidding Setup Field Description Item Category (REQUIRED) Use the drop-down arrow to select from a listing of existing item categories or press the Add button record on the fly. to the right of the field to add a new item category Item Sub Category (REQUIRED) Use the drop-down arrow to select from a listing of existing sub categories linked to the selected item category or press the Add button category record on the fly. to the right of the field to add a new item sub Unit (REQUIRED) Use the drop-down arrow to select from a listing of existing unit of measure codes from the Unit of Measure Setup File. or press the Add button measure record on the fly. to the right of the field to add a new unit of nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 39

40 Bidding Setup Field Estimated Price Last Bid Price Fixed Asset MSDS Required Description Enter the estimated price of this item. The system-generated last bid price for this item. Check this box if the item is a long-term item (such as furniture, office equipment, computer, etc.). Check the box if a Material Safety Data Sheet (MSDS) is required for this item. An MSDS Bid Items Report can be run to show those hazardous bids items that require a Material Safety Data Sheet. Adding an Item Record 1. Enter Add mode. 2. Enter all information associated with the item. 3. Click the File Attachments folder to attach documents or spreadsheets that contain information about this item. Click Add to specify the location of the attachment to be linked to this item. Use the Browse button to find the location and name of the file. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 40

41 Bidding Setup Enter any Comments as needed. Click OK. The selected file is linked to the item. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the item. 4. Save the record. Updating an Item Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting an Item Record NOTE: You may not delete any items that are linked to existing bids. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 41

42 Bidding Setup Award Override Reasons The Award Override Reasons Setup routine is used to create and maintain the various reasons why you may NOT want to accept the lowest vendor bid. These reasons can then be used in the Award Analysis routine when comparing bids. Examples of award override reasons can be that the vendor has been unreliable in the past or responded too late to a particular bid. Permission Only Administrators can create and maintain award override reasons. Access to Award Override Reason Setup 1. Open the Setup menu tree. 2. Click the Award Override Reasons option. The Award Override Reasons tab opens, displaying all existing override reasons. Use this window to add, maintain, or view award override reason records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 42

43 Bidding Setup Field Override Reason Description (REQUIRED) The code (up to 50 positions) that uniquely identifies the override reason. Use the button to run the spell checker of the text that you typed. Possible spelling problems are indicated with a wavy red underline. Description The text that describes the override reason. Use the button to run the spell checker of the text that you typed. Possible spelling problems are indicated with a wavy red underline. Adding an Award Override Reason Record(s) 1. Enter Add mode. 2. Enter the award override reason and description. 3. Save the record. Updating an Award Override Reason Record(s) 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 43

44 Bidding Setup Deleting an Award Override Reason Code Record(s) 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 44

45 Bidding Setup Minority Type The Minority Type Setup routine is used to create and maintain minority ownership types. These types can then be linked to the appropriate minority owned businesses in your Vendor Master File. Examples of minority types can be Women Minority Owned Business, Native American Owned Business, etc. Permission Only Administrators can create and maintain minority types. Access to Minority Type Setup 1. Open the Setup menu tree. 2. Click the Minority Type option. The Minority Type tab opens, displaying all existing minority types. Use this window to add, maintain, or view minority type records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 45

46 Bidding Setup Field Minority Type Description (REQUIRED) The text that describes the type of minority ownership. Adding a Minority Type Record(s) 1. Enter Add mode. 2. Enter the minority type description. 3. Save the record. Updating a Minority Type Record(s) 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Minority Type Record(s) 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 46

47 : Bid Entry Bids The Bids routine is used to create and maintain a bid against which requests will be placed. Each bid record contains the bid name, item category (i.e., office supplies, furniture, etc.), bid status, and all bid timeframe information including the due date and time of requests, vendor quotes, bid opening, and award price start and end dates. Each bid is associated with only one item category. Each bid record contains the items, participating vendors and requestors, and any special terms and/or conditions that may apply to the bid. Once you establish a bid, you may copy all information from an existing bid into a new bid for the following year. All information is copied, except the number of units. Permission Only Administrators can create and maintain bids. Access to Bids Entry 1. Open the Bid Entry menu tree. 2. Click the Bids option. The Bids tab opens. The Bids Listing window displays all existing bids, with each bid number, bid name, item category, opening date, bid status, and estimated total. Use this window to add, maintain, or view bid records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 47

48 Bid Entry The Bids Detail record contains the specific information related to each bid. Field Bid Number Description (REQUIRED) The number that uniquely identifies the bid. Under System Options (Tools System Options), if the System Generated Bid Numbers option is set to On, this number is system-generated upon save of a new bid record. If the System Generated Bid Numbers option is set to Off, the user can enter the appropriate bid number. Name (REQUIRED) The text that describes this bid (up to 100 characters). nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 48

49 Bid Entry Field Description Item Category (REQUIRED) Use the drop-down arrow to select from a listing of existing item categories or press the Add button Category Master File. to the right of the field to add a new record to the Item Bid Status Bid Created Estimated Total Requests Due By Date/Time Vendor Quotes Due By Date/Time Opening Date/Time Award Price Start Date Award Price End Date (REQUIRED) The actions allowed during the bid process are determined by the bid status. Use the drop-down arrow to select the appropriate status. Valid entries are as follows: Setup No requests can be submitted for this bid. Requests Pending Requestors can enter requests against this bid. Quotes Pending No more requests can be submitted against this bid. Analysis All vendor quotes have been received. No changes can be made at this time. Bids may be awarded by vendor by item or a full award may be selected if the vendor is going to provide a discount. The system-generated date and time that the bid was added. This data cannot be modified. The system-calculated, display-only estimated total of all items on this bid based on the total number of units entered by all requestors. After defining item quantities in the Bid Requests routine, the total aggregated amount displays in this field. Type in the date and time by which requests are due. The drop-down arrows can be used to choose the date and time by which requests are due. Type in the date and time by which vendor quotes are due. The drop-down arrows can be used to choose the date and time by which vendor quotes are due. Type in the date and time on which all sealed vendor bids are to be opened. The drop-down arrows can be used to choose the date and time. Type in the appropriate starting date for which the vendor quote is valid. The dropdown arrows can be used to choose the starting date in the period for which the vendor quote is valid. Type in the appropriate ending date for which the vendor quote is valid. The dropdown arrows can be used to choose the ending date in the period for which the vendor quote is valid. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 49

50 Bid Entry Field Item Number Accept Alt Description Identify the items that are included in this bid. You may add items one at a time using the drop-down arrow, select multiple specific items within the item category by using the Find and Import Items feature, or select all items within the item category by using the Import All Items in a Category option. Under System Options (Tools System Options), if the Have Bid Items Automatically Accept Alternates option is set to Yes, the Accept Alt flag defaults to being checked for all bid items. You can change the default as needed for each individual or all bid items. If the Have Bid Items Automatically Accept Alternates system option is set to No, you can set the Accept Alt flag on an item by item basis. Check an individual item(s) to indicate that if you are willing to accept a similar alternate item from the vendor. Check the Accept Alternate Bids box at the bottom of the window to indicate that alternates are accepted for ALL items in the bid. Participating Vendors Participating Requestors Terms and Conditions File Attachments Identify the vendors who are to participate in this bid. You may add vendors one at a time using the drop-down arrow or select all vendors associated with the item category by using the Import All Vendors in this Item Category option. Identify the requestors who are to participate in this bid. You may add requestors one at a time using the drop-down arrow or select all requestors associated with the item category and subcategory by using the Import Requestors by Item Sub Category option. Type in any free-form text noting the terms and conditions for this bid. Attach, open, or delete documents or spreadsheets that contain information about this bid. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 50

51 Bid Entry Adding a Bid Record 1. Enter Add mode. 2. Enter the bid name, category, status, and all timeframe requirements in the top portion of the window. 3. Save the record at this time or continue to add the bid details bid items, participating vendors and requestors, terms and conditions, and any file attachments as described in the steps below. 4. Click the Bid Items folder to identify the items associated with this bid. There are three ways to link items you can add one item at a time, import multiple items within the item category, or select all items within the item subcategory. Adding Items One at a Time Press the drop-down arrow in the Item Number field. All the items associated with the selected item category are displayed. Choose the appropriate item. The description, unit of measure, and estimated price are defaulted from the Items Master File. Check the Accept Alt box if you are willing to accept an alternate similar item from a vendor; otherwise uncheck the box. To enter the next item for this bid, press Enter or Tab or click in the Item Number field. Repeat these same steps until all items are selected. OR Importing Multiple Items within the Item Category Press the link. The Find Items window displays. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 51

52 Bid Entry Highlight one specific item, hold the Shift key and select a consecutive range of items by highlighting the appropriate first and last item in the range, hold the Ctrl key and highlight a nonconsecutive range of items code, or check the Select All box in the lower left-hand corner of the window. Click OK to return your selections to the Bid Entry Detail window. If you make a mistake at any point, highlight the appropriate item number line that you want to delete (the selected line has an arrow preceding it) and press the Delete button in the Bid Items toolbar. Importing All Items within the Item Category/Subcategory OR Press the link. The Import Items by Item Sub Category window displays. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 52

53 Bid Entry Place a check in the box preceding each Item Category to simply select all items associated with every subcategory. OR Click the plus sign that precedes the category name to open the menutree and display a listing of subcategories under that item category. Place a check in the box that precedes each applicable sub category. Items linked to the selected subcategories will be imported into the bid. OR Check the Select All box to link items in all subcategories within the item category to this bid. Press the OK button to return to the Bid window. If you make a mistake at any point, highlight the appropriate item line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Bid Items toolbar. 5. Click the Participating Vendors folder to identify the vendors who are being invited to participate in the bid. There are two ways to link vendors to the bid you can add one vendor at a time or import all vendors linked to the item category. Adding Vendors One at a Time Press the drop-down arrow in the Vendor field. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 53

54 Bid Entry All the vendors associated with the item category are displayed. Choose the appropriate vendor. The vendor ID is defaulted from the Vendors Master File and the Invite Date is populated with today s date. Click in the Invite Date field to change the defaulted date. To enter the next vendor for this bid, tab to or click in the Vendor field. Repeat these same steps until all participating vendors are selected for the bid. OR Importing All Vendors in the Item Category Press the link. The message Are you sure you want to Import All Vendors associated with the category displays. Press Yes to import those vendors linked to the item category. If you make a mistake at any point, highlight the appropriate vendor line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Participating Vendors toolbar. 6. Click the Participating Requestors folder to identify the requestors who can participate in the bid. There are two ways to link requestors to the bid you can add one requestor at a time or import all requestors linked to selected item sub categories. Adding Requestors One at a Time Press the drop-down arrow in the Requestor field. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 54

55 Bid Entry All the requestors associated with the item category are displayed. Choose the appropriate requestor. The requestor ID and address is defaulted from the Requestors Master File and the Invite Date is populated with today s date. Click in the Invite Date field to change the defaulted date. To enter the next requestor for this bid, tab to or click in the Requestor field. Repeat these same steps until all participating requestors are selected for the bid. OR Importing All Requestors by Item Sub Category Press the link. The Import Requestors by Item Sub Category window displays. Place a check in the box preceding each Item Category to simply select all subcategories under that main item category. Requestors linked to the item category will be imported. OR Click the plus sign that precedes the category name to open the menutree and display a listing of subcategories under that item category. Place a check in the box that precedes each applicable sub category. Requestors linked to the selected subcategories will be imported into the bid. OR Check the Select All box to link requestors in all subcategories within the item category to this bid. Press the OK button to return to the Bid window. If you make a mistake at any point, highlight the appropriate requestor line that you wish to delete (the nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 55

56 Bid Entry selected line has an arrow preceding it) and press the Delete button in the Participating Requestors toolbar. 7. Click the Terms and Conditions folder to type in any informational terms and conditions for this bid. Use the formatting tools in the toolbar to change your font, align text, add bullets, etc. Use the Cut, Copy, and Paste tools to cut and paste any necessary text from existing Word documents. The spell checker feature can be used to fix any spelling errors. 8. Click the File Attachments folder to attach documents or spreadsheets that contain information about this bid. Click Add to specify the location of the attachment to be linked to this bid. Use the Browse button to find the location and name of the file. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 56

57 Bid Entry Enter any Comments as needed. Click OK. The selected file is linked to the bid. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the bid. 9. Once you have finished entering all information, save the record. Updating a Bid Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Bid Record(s) NOTE: You cannot delete any bids that have requests against them. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 57

58 Bid Entry Copying a Bid Record Use this feature to copy all information from an existing bid into a new bid. All information is copied, except the number of units. 1. Highlight the appropriate record and enter Copy mode. 2. The system automatically creates a new bid that is a replica of the selected bid. The name of the bid is Copy of <Original Bid Name>. All basic bid information, including the bid items, participating requestors, terms/conditions, and file attachments are copied into the newly created bid. Modify information as needed. 3. Save the record. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 58

59 Bid Entry Bid Requests Once a bid is in a REQUESTS PENDING status, requestors can enter requests against those bids. The Bid Requests routine is used to specify the bid number/name, requestor, ship-to information, and requested bid items. You may identify bid items one at a time or mass import all items associated with the selected bid. Once the bid items are specified, enter bid item quantities and either a default account code for all items in the request or a specific account code for each individual bid line item. After defining item quantities, you can return to the Bid Entry routine to see the total aggregated quantities in the Estimated Total field of the bid. Permission Administrators and Requestors can create and maintain bid requests. Access to Bid Requests 1. Open the Bid Entry menu tree. 2. Click the Bid Requests option. The Bid Requests tab opens. The Bids Requests listing window displays all existing requests for a selected bid(s), with each request number, requestor name and ID, item category, bid number, request date, building name, estimated total, user who modified the request, and user who created the request. The Bid Requests Listing window allows you to choose the bid requests that you want to display. Set the Show radio button as follows: All Requests Against Bids Accepting Requests - the listing displays requests for bids in a Requests Pending status. All Requests the listing displays all requests for bids regardless of the bid status. All Requests Against Bid the listing displays only requests for a selected bid number/name chosen using the dropdown arrow. Use this window to add, maintain, or view bid request records. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 59

60 Bid Entry The Bid Request Detail record contains the specific information related to each request for a bid. Field Request No Bid Number Description The Request Number is the number that uniquely identifies this bid request. This number is system-generated upon save of a new bid request record. (REQUIRED) The number that uniquely identifies the bid. Use the drop-down arrow to select the appropriate bid that is in a REQUEST PENDING status. The name of the bid defaults based on the bid number selected. Bid Name The name of the bid based on the bid number selected in the prior field. This is a display-only field. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 60

61 Bid Entry Field Requestor Description (REQUIRED) The name of the requestor. Use the drop-down arrow to choose from a listing of participating requestors for this bid, as defined in the Bid Entry window. Request Date Due By Last Modified By Created By Estimated Total The date of the bid request in MM/DD/YYYY format. The date defaults to today s date and may be changed as needed by typing over the existing entry or using the drop-down arrow to display the on-line calendar. The date the bid request is due by, as defined in the Bid Entry routine. This date cannot be changed. The date on which the bid request was last changed. The ID of the user who created the bid request. The system-calculated value determined by multiplying the Quantity entered by the Estimated Price from the Items Master File. This is the total for all items from this requestor and building. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 61

62 Bid Entry Field Default Account Description Select the default budget account code for all items in the bid request by pressing the lookup button. The Account lookup window displays. Highlight the appropriate default account code and press OK to return to the Bid Requests window. If requested line items are being expensed out of more than one appropriation account, leave the Default Account field blank and enter each account code at the detail line item level. Ship To Building Street City State Zip Code (REQUIRED) The requestor s default building, as defined in the Requestor Master File, displays. Use the drop-down arrow to select another building this requestor can place requests for, as defined in the Requestor Master File. (REQUIRED) The street address of the Ship-To building defaults in this field. Change the default entry as needed. (REQUIRED) The city in which the Ship-To building is located defaults in this field. Change the default entry as needed. (REQUIRED) The state in which the Ship-To building is located defaults in this field. Change the default entry as needed. Use the drop-down arrow to select a valid 2- characters postal abbreviation for the state. (REQUIRED) The zip code for the Ship-To building defaults in this field. Change the default entry as needed. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 62

63 Bid Entry Field Contact Description Use the drop-down arrow to select a building contact, as defined for the selected building in the Building Master File. Press the Add button to the right of the arrow if you wish to add a new building contact to the Building Master File. Adding a Bid Request 1. Enter Add mode. 2. Enter the General Request and Ship To information at the top of the window. 3. Save the record at this time or continue to add the requested bid items item number, quantity, and account code - as described in the steps below. 4. Use the bottom of the window to identify the requested bid items. There are two ways to link bid request items you can add one item at a time or select all items linked to the bid (as defined in the Bid Entry process). Adding Items One at a Time Press the drop-down arrow in the Item Number field. All the items associated with the selected bid are displayed. Choose the appropriate item. The description, unit of measure, and estimated price are defaulted from the Items Master File. To enter the next item for this bid request, press Enter or Tab or click in the Item Number field. Repeat these same steps until all items are selected. OR Importing All Bid Items into a Request Press the link. The system displays a question prompting you to confirm that you wish to import all bid items into the request. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 63

64 Bid Entry Press Yes at the prompt to continue. Otherwise, press No. The imported bid items are listed at the bottom of the Bid Request window. If you make a mistake at any point, highlight the appropriate item line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Requested Bid Items toolbar. 5. Tab to or Click in the Quantity field to enter the number of units being requested. Use the up/down arrows on the keyboard to increase/decrease the number of units. The Quantity multiplied by the Estimated Price equals the Estimated Total. 6. If all items in the request are being expensed out of the same account code and you have defined a Default Account code in the General Bid Request area at the top of the window, that default account code is linked to each bid request detail line item. You may change the default account code as needed. If requisition line items are being expensed out of more than one appropriation account and no Default Account code was entered in the General Bid Request area at the top of the window, Tab to or Click in the Account field to enter the account code that the bid item is being expensed from. Use the lookup button appropriate account code for each bid line item record. to select the 7. Click the File Attachments folder to attach documents or spreadsheets that contain information about this bid request. Click Add to specify the location of the attachment to be linked to this bid request. Use the Browse button to find the location and name of the file. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 64

65 Bid Entry Enter any Comments as needed. Click OK. The selected file is linked to the bid request. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the bid request. 8. Save your entries. If you have not specified a default account number and one or more requested line items have no account code entered, the system displays a message asking if you wish to continue. Press Yes to save the records as is. You will need to enter account information at a later time. Press No to return to the Bid Request window where you can enter the appropriate account information. If one or more requested bid items have no quantity entered, the system displays a message asking if all items without a quantity should be removed upon saving. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 65

66 Bid Entry Press Yes if you want the system to remove items without a quantity. Press No if you want the system to save zero quantity items as is. Press Cancel if you want to enter the appropriate quantity now. As quantities are entered in each request associated with a specific bid, the number of units requested and the estimated totals are automatically updated in the bid. Updating a Bid Request Under System Options (Tools System Options), if the Use Adjusted Quantities option is set to Yes, Bid Administrators can change the quantities requested even though the bid is in a Quotes Pending or Analysis status. For each item requested, the Bid Request window will reflect the Quantity (the original quantity requested) and the Adjusted Qty (which is the revised quantity). The Adjusted Quantity defaults to the original Quantity requested. The Bid Administrator can change the Adjusted Quantity only for any or all selected bid items. 1. Find the appropriate bid request. 2. Enter Update mode. 3. Click the Adjusted Qty field for the appropriate requested item. Change the adjusted quantity amount. Continue to click in the appropriate Adjusted Qty field(s) and change the amount as needed. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 66

67 Bid Entry Note how the Estimated Total is now based on the Adjusted Quantity. 4. Save the record. All reports reflect the adjusted quantity. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 67

68 Bid Entry Vendor Quotes After all requests have been submitted, the bid is in a QUOTES PENDING status, and a list of items with overall quantities has been compiled and sent to the participating vendors, vendor quotes can be submitted. A Vendor Quotation Form can be printed through the Bid Reports Menu where the vendors can write in their quotes. Vendors will have the ability to submit quotes via an electronic file which will be imported into the Bidding product. Permission Only Administrators have access to vendor quotes. Access to Vendor Quotes 1. Open the Bid Entry menu tree. 2. Click the Vendor Quotes option. The Vendor Quotes tab opens. The Vendor Quotes Listing window displays all existing quotes for selected bids, with each vendor name and ID number, bid number and name, item category, quote received indicator, quote date, and total quote amount. The Vendor Quotes Listing window allows you to choose the quotes that you want to display. Set the Show radio button as follows: All Vendor Quotes Against Bids Accepting Quotes - the listing displays quotes for bids currently in a Quotes Pending status. All Vendor Quotes the listing displays all quotes for bids regardless of the bid status. All Quotes Against Bid the listing displays only quotes for a selected bid number/name chosen using the dropdown arrow. The Vendor Quotes Detail record contains the specific information related to each quote. Highlight the appropriate vendor record and enter Update mode. NOTE: You cannot update a vendor quote if a bid is already in the Analysis stage. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 68

69 Bid Entry Field Vendor ID Vendor Name Bid Number Bid Name Quote Due Date Quote Date Vendor Bid Ref Discount Pct Description The display-only number that identifies the participating vendor for this bid. The display-only name of the participating vendor for this bid. The display-only number that identifies the bid. The display-only name of the bid. The display-only Vendor Quotes Due By Date from the bid. Enter the date (in MM/DD/YYYY format) that this quote is being created. Type the date or use the drop-down arrow to display the on-line calendar from which you can select the appropriate date. Enter the vendor bid reference number. Enter the discount percentage that the vendor is going to provide, if any. Example: 5.00%, 10.00%. Use the up/down arrows to increase/decrease the percentage amount as needed. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 69

70 Bid Entry Field Discount/Shipping Terms Description Type any discount or shipping terms that apply to this vendor quote. Use the spell checker button to correct any spelling errors. Sub Total Total Quote The display-only sub total amount of the vendor quote before the discount is applied. The display-only total amount of the vendor quote after the discount is applied. Adding a Vendor Quote 1. Enter Add mode. 2. Enter the Quote Date, Discount Percentage (if any), and any applicable Discount/Shipping Terms at the top of the window. 3. The item number, item description, unit of measure, alternate item indicator, and aggregate quantities from the bid requests display at the bottom of the window. If the Use Adjusted Quantities System Option is set to Yes (Tools System Options), the window reflects the Quantity (the original quantity requested) and the Adjusted Qty (which is the Bid Administrator s revised quantity) for each bid item. Click in the Vendor Ref field and enter the Vendor Reference number (up to 15 characters) and tab to the Quote field and enter the quote for the bid line item. Tab to the Vendor Reference number of the next bid item and continue to enter the vendor reference number and quote amount. As you enter quote amounts for each item, the subtotal (amount before discount) and total quote amounts (amount after discount) are tallied accordingly at the top of the window. 4. If an alternate item is acceptable in place of the original item requested (as defined for the bid line item when the Bid was created), click the View/Edit hyperlink in the Alternate column for the bid item. The Alternate Item Quote window displays and notes the original item description and brand name and allows the vendor to enter the description and brand name of the alternate item being quoted on. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 70

71 Bid Entry Check the Alternate Item Quote box and enter the alternate item description and brand. Click the Memo folder and type in any additional free-form text that may further explain the alternate item. Click OK to return to the Vendor Response window. The Alt field is checked noting that an alternate item was indicated by the vendor. 5. After all the quotes have been entered, save the record. The Sub Totals and Total Quote based on the applied discount are reflected at the top of the window (as illustrated above). nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 71

72 Bid Entry View Bid Activity The View Bid Activity routine provides an analysis of all the activity related to any bid in any current status (Setup, Quotes Pending, Awarded, etc.). You can highlight each individual bid item and see the quantity of that item requested by each participating requestor; display a listing of bid requestors and see who responded to the bid along with a listing of all the items and quantities requested; and display a listing of participating vendors and see who responded to the bid, any discount provided, total quote amount, and breakdown of the quotes for each individual bid item. Permission Only Administrators have access to view bid activity. Access to View Bid Activity 1. Open the Bid Entry menu tree. 2. Click the View Bid Activity option. The View Bid Activity tab opens. Use the Bid drop-down arrow at the top of the window to select the bid whose activity you want to view. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 72

73 Bid Entry Highlight the appropriate bid number to see that bid s activity. Bid Items Folder The Bid Items folder shows bid items and bid item requests. The top of the window provides a listing of bid items, along with the total quantity requested from all participating requestors for each item. Double-click on any item line in the Bid Items listing OR right-click on the item and choose the Show Item Details option to display the detail item record from the Item Master File. This window allows you to add or maintain information in the Item Master File without exiting the View Bid Activity routine. The bottom portion of the Bid Items folder provides a listing of requestors, along with the quantity ordered per requestor for each item highlighted in the bid items listing. Double-click on any name in the Requestor listing OR rightclick on the requestors name and choose the Show Requisition option to display the original detailed bid requisition nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 73

74 Bid Entry record. This window allows you to add or maintain bid requisition information without exiting the View Bid Activity routine. Click the Item Quotes tab on the View Bid Activity window to see quotes for each line item by vendor for a selected bid item in the Bid Items listing. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 74

75 Bid Entry Double-click on any name in the Vendor listing at the bottom of the window OR right-click on the vendors name and choose the Show Quote option to display the original vendor response record for the bid. This window allows you to add or maintain information in the vendor response record without exiting the View Bid Activity routine. NOTE: Depending on the current status of the bid, the record may not be able to be modified. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 75

76 Bid Entry Bid Requestors Folder The Bid Requestors folder provides a listing of bid requestors and bid item requests. The bottom of the Bid Requestors window provides a listing of bid items and quantities requested by the individual highlighted in the top area of the window. Double-click on any item in the Bid Item Requests listing OR right-click on the item line and choose the Show Bid Requisition option to display the original detailed bid requisition record. The top of the window shows which requestors responded to the bid along with their requestor ID number, address, default building, number of requisitions, and estimated total of the requisition(s). Double-click on any name in the Bid Requestors listing OR right-click on the requestors name and choose the Show Requestor Details option to display the detail requestor record from the Requestors Master File. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 76

77 Bid Entry This window allows you to add or maintain requestor information without exiting the View Bid Activity routine. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 77

78 Bid Entry Bid Vendors Folder The Bid Vendors folder provides a listing of bid vendors and item quotes. The bottom listing on the Bid Vendors folder shows a breakdown of the quotes for each individual bid item and the cost of each item based on the quantity requested. Double-click on any item in the Vendor Quotes listing OR right-click on the item line and choose the Show Vendor Quote option to display the original vendor response record for the bid. The window allows you to review vendor response information without exiting the View Bid Activity routine. The top of the window shows which vendors responded to the bid along with their vendor ID number, response date, discount provided (if any), total quote amount, imported flag, and exported flag. Double-click on any name in the Bid Vendors listing OR right-click on the vendor line and choose the Show Vendor Details option to display the detail vendor record from the Vendors Master File. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 78

79 Bid Entry This window allows you to add or maintain vendor information without exiting the View Bid Activity routine. Once all quotes have been submitted for a bid, update the bid record and change the bid status from Quotes Pending to Analysis. The next step would be to perform an Award Analysis and then Award the Bid. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 79

80 Bid Entry Award Analysis The Award Analysis routine allows you to look at any bid that is currently in an ANALYSIS or AWARDED status and review all vendor quotes for the bid and how the quotes compare to each other. The vendor who gave the best price for each individual item in the bid is provided. Bids can be awarded by vendor by item or a full award can be selected if the vendor is going to provide a discount if all items are purchased through that vendor. Permission Only Administrators can perform an award analysis. Access to Award Analysis 1. Open the Bid Entry menu tree. 2. Click the Award Analysis option. The Award Analysis tab opens. Use the Bid drop-down arrow at the top of the window to select the bid whose quotes you want to view. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 80

81 Bid Entry Highlight the appropriate bid number to see the quotes for that bid. The Award Analysis window is broken down into two sections: Vendor Comparison and Current Award Details. The Vendor Comparison portion at the top of the window shows a listing of all vendors who participated in the bid and how their quotes compared to each other based on the number of items quoted and any discounts applied. The best bid is automatically displayed at the top of the listing. The listing includes the vendor name, vendor ID number, subtotal (before discount applied), discount percentage, total (after discount applied), number of items quoted, and number of alternate items indicated. The Adjusted Total is the amount it would cost if all items were awarded to the vendor. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 81

82 Bid Entry View Charts Right-click on any vendor line in the listing and select the Charts option OR press the Charts button of the window) to view and/or print the current status of the bid award based on various selected chart types. (middle Vendor Comparison by Sub Total This chart type shows the vendor who offered the lowest subtotal and how that vendor compared with others. Click Print to print this chart type. Change the Chart Type by choosing another option from the drop-down selection box. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 82

83 Bid Entry Award Distribution by Number of Items - This chart type shows the vendor who offered the lowest prices on the most number of items. Click Print to print this chart type. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 83

84 Bid Entry Award Distribution by Total Amount - This chart type indicates the vendor who offered the lowest subtotal amount (before discounts applied). Click Print to print this chart type. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 84

85 Bid Entry Vendor Comparison by Adjusted Total - This chart type indicates the vendor who offered the lowest total quote amount based on the discounts applied. Click Print to print this chart type. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 85

86 Bid Entry View Quote Right-click on any vendor line in the listing and select the Quotes option OR press the Quotes button the original vendor quote for the bid items. to view Change Discounts Right-click on any vendor line in the listing and select the Change Discounts option OR press the Change Discounts button to simulate different vendor discounts for comparison. You may need to use this option in the event that a vendor states that they will provide a 10% discount if all bid items are ordered or less of a discount if only some items are ordered. This option gives you the ability to apply additional discounts or reduce a discount to see what the real cost would be. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 86

87 Bid Entry Update the appropriate vendor total discount to compare costs. Note that this discount will only be applicable when issuing a TOTAL AWARD to the vendor. To change the vendor discount, click in the Discount Pct field on the appropriate vendor line and type over the existing entry. Click OK. The Vendor Comparison window simulates the changed discount and further analysis can be made. Apply Selection In the Vendor Comparison listing, right-click on the vendor who you are choosing to award all items to and select the Apply Selection option OR press the Apply Selection button. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 87

88 Bid Entry All items that the selected vendor DID NOT quote on will be awarded to the lowest bidder. Press Yes if you want to continue; otherwise, press No. All items are awarded to the selected vendor, as shown below. Press the Overrides button to view each item, along with the override reason, rejected vendor name, rejected price, awarded vendor, awarded price, and additional comments. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 88

89 Bid Entry The Current Award Details portion at the bottom of the window shows which vendors gave the best price for each item. You may choose to award the bid on an item by item basis. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 89

90 Bid Entry View Charts Right-click on any item line in the Current Award Details listing and select the Charts option OR press the Charts button to view and/or print the current status of the bid award based on various selected chart types. View Quotes Right-click on a selected item line in the Current Award Details listing and select the Quotes option OR press the Quotes button to view ALL vendor quotes for that individual bid item. Use the Item Number drop-down arrow to view all vendor quotes for another selected item. Double-click on any vendor line in the above listing to bring up the vendor record from the Vendor Master File. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 90

91 Bid Entry Reject to Next Low Bidder Highlight one or more items in the Current Award Details listing and either right-click on the selected item line(s) and select the Reject to Next Bidder option OR press the Reject to Next Bidder button. When rejecting an item(s) to the next lowest bidder, you MUST indicate the reason why the lowest bidding vendors will not be awarded the selected item(s). Select a predefined reason from the Rejection Reason drop-down arrow. If you don t see an appropriate override code in the drop-down, you can add another Award Override Reason by pressing the Rejection Reason Add button. Enter any additional free-form comments as needed. The spell check feature be used to fix any spelling errors. can Press OK to return to the Award Analysis window. The Awarded Vendor field reflects the next lowest bidder name and the Override field is flagged with a check. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 91

92 Bid Entry Set to Low Bidder Use this option to reset the item award to the lowest bidder. In the above sample window, the highlighted item number Binder 1 - was awarded to the next lowest bidder. To reset the item back to the lowest bidder, highlight the appropriate item in the Current Awards Detail listing and either right-click on the selected item line(s) and select the Set to Low Bidder option OR press the Set to Low Bidder button. The item(s) is awarded back to the lowest bidder and the override flag and reason are removed. Reject all Bids To reject all bids on an item, highlight the item in the Current Award Details listing and either right-click on the selected item line(s) and select the Reject all Bids option OR press the Reject all Bids button. The Award Override Reason window displays, allowing you to indicate the reason why all bids for the selected item are being rejected. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 92

93 Bid Entry When rejecting all bids on an item(s), you MUST indicate the reason why the bids are being rejected. Select a predefined reason from the Rejection Reason drop-down arrow. If you don t see an appropriate override code in the drop-down, you can add another Award Override Reason by pressing the Rejection Reason Add button. Enter any additional free-form comments as needed. The spell check feature can be used to fix any spelling errors. Click OK to return to the Award Analysis window. The Awarded Vendor, Price, Discount, Discount Price, and Extended Amount fields are blanked out and the Override field is flagged with a check. Overrides Right-click on any item line in the Current Award Details listing and select the Overrides option OR press the Overrides button to display all item award overrides and any additional comments. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 93

94 Bid Entry Set the radio button to view overrides for all bid items or view overrides for a bid item selected using the drop-down arrow. If the status of the bid is AWARDED, the information on this window is for review purposes only. If the bid is currently in an ANALYSIS status, you can change the item s override reason by clicking in the Override Reason field and pressing the drop-down arrow to choose a different reason. After making any necessary changes to the override reason, close the window using the Close button at the top right-hand corner of the window. You must remember to save the changed override reason by pressing the Save Changes button on the Award Analysis window. Undo Changes Press the Undo button if you want to undo any changes that you made before the last save of data. Press Yes if you want to undo any changes; otherwise, press No. Save Changes Since an award analysis can be performed over a period of time, it is important to remember to save any changes before exiting this routine. For example, if you changed discounts, updated an item s override reason, or awarded an item to the next lowest bidder, remember to press the Save button on the Award Analysis window. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 94

95 Bid Entry Award Bid This routine is used to award bids for any bid that is currently in an ANALYSIS status. NOTE: Once a bid is awarded, no changes can be made. Therefore, make sure the Award Analysis has been fully completed PRIOR to awarding the bid. Permission Only Administrators can award a bid. Access to Award Bid 1. Open the Bid Entry menu tree. 2. Click the Award Bid option. The Award Bid tab opens. Use the Bid drop-down arrow at the top of the window to select the appropriate bid. Only bids currently in an Analysis status are displayed. Highlight the appropriate bid number to see the items associated with the bid. The window displays a listing of the items associated with the selected bid. Double-click on an item line or right-click on a selected item line and choose the Show Item Details option to display the detail item record from the Items Master File. The bottom of the window shows the Award Vendor(s) and a breakdown of the amount of each vendor award, along with the total bid award amount, number of overrides, and number of bid items. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 95

96 Bid Entry Leave the Update item Estimated Prices box checked if you want the system to automatically update the estimated price of the item in the Items Master File. If you are finished modifying the bid and want to award the bid to the appropriate vendor(s), click Award. The system displays a message stating that the bid cannot be modified once it is awarded. Choose Yes if you want to award the bid; otherwise, choose No. The system displays a message stating that the award process has been successfully completed. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 96

97 Bid Entry Purchase Orders Once you have awarded a bid, requisitions or purchase orders can be exported to a file using the Purchase Orders routine. The file can later be imported into FM. Permission Only Administrators can create requisitions or purchase orders. Access to Purchase Orders 1. Open the Bid Entry menu tree. 2. Click the Purchase Orders option. The Purchase Orders tab opens. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 97

98 Bid Entry 1. Use the Bid drop-down arrow to select the appropriate bid. Only bids currently in an AWARDED status are displayed. Highlight the appropriate bid number. 2. Use the Document Type drop-down arrow to choose to generate Purchase Orders or Requisitions. 3. Use the Group By drop-down arrow to choose how you want to sort requisitions or purchase orders. If generating Purchase Orders, choose one of the following options: By Address by Contact to sort POs by each building ship-to address, then by contact person within each building. By Address by Requestor by Contact to sort POs by building ship-to address, then by requestor within each building, then by contact. By Address to sort POs by building ship-to address. If generating Requisitions, choose one of the following options: By Address by Requestor by Contact to sort requisitions by building ship-to address, then by requestor within each building, then by contact. By Address to sort requisitions by building ship-to address. 4. Click Generate Documents. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 98

99 Bid Entry Highlight a document in the top list to see the line item details associated with that document in the bottom list. Based on your selection, the bottom of the window displays the total number and dollar amount of requisition or purchase order documents that will be created for the selected bid. 5. Click Export to File. All participating bid requestors must have an FM requisition User ID already set up. If there is no valid FM Requisition User ID defined in the Requestor Master File for a particular requestor(s), you are prompted to enter a valid Requisition User ID at this time. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 99

100 Bid Entry Type the User ID for each requestor and press OK. 6. Save the.txt file to the appropriate location. Use the Bid Computer PO Import routine in FM Accounting or the Bid Requisition Import routine in FM Requisition to import the awarded bid from nvision Bidding and create computer purchase orders or requisitions for the specific vendors in the imported file. Refer to your FM Accounting or FM Requisition User Documentation for additional information. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 100

101 : Bid Reports Bid Reports The nvision Bidding product provides a wide variety of Item, Requestor, Vendor, and Analysis reports. There are two ways to run reports. The Bid Reports Viewer allows you to click on any report, view a description of that report, and preview a sample of the report contents. Set the radio button to the appropriate report option and press the Run button at the bottom of the Preview window to enter your reporting criteria. If you want to eliminate this step and simply run the report, choose the report option directly from the appropriate reporting category on the Bidding Main menu tree. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 101

102 Bid Reports Bid Items The Bid Items Report provides a listing of items in a selected bid. You can choose to include items in one, multiple, or all item sub categories; group items by category; and/or page break report data by category. Access to Bid Items Report 1. Open the Item Reports menu tree. 2. Choose the Bid Items option. Use this window to choose your reporting criteria. To Generate the Bid Items Report: 1. Select the bid that you want to report on. 2. Set the Group by Category radio button to Yes to sort by category, then by item number within each category. When choosing YES, the report also provides subtotals for each subcategory. Set the radio button to nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 102

103 Bid Reports No to sort by item number only. 3. If the Group by Category option is set to Yes, set the Page Break by Category radio button to Yes if you want the report to print each category on a separate page. Set the radio button to No if you want bid information to display continuously (not break to a new page). 4. By default, all Item Sub Categories are flagged to be included in the report. Uncheck each Item Sub Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the subcategory(ies) that you want to include. Check the Select All box to include all subcategories on the report. 5. Press the Run button. The Bid Items Report includes the following information: subcategory, item number, item description, brand name, unit of measure, price, quantity requested, and total (price X quantity). When Grouping by Category, subtotals are provided for each subcategory. When reporting on multiple subcategories, the report concludes with the grand total cost for the selected subcategories. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 103

104 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 104

105 Bid Reports Item Bid History The Item Bid History Report provides a listing of bid activity for items in selected item categories. You can choose to include items in one, multiple, or all item categories; inactive items; and/or items associated with bids having an opening date between a specified date range. Access to Item Bid History Report 1. Open the Item Reports menu tree. 2. Choose the Item Bid History option. Use this window to choose your reporting criteria. To Generate the Item Bid History Report: 1. Set the Include Inactive Items radio button to Yes to include items that are currently in an INACTIVE status. 2. To report on specific bids only, check the Include Bids with Opening Date Between box and specify the date range. The report will include items from only those bids that have an opening date between the dates specified. 3. By default, all Item Categories are flagged to be included in the report. Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 105

106 Bid Reports 4. Press the Run button. The Item Bid Activity Report includes the following information: item number, item description, bid number and name, bid status, price, quantity, and extended total (price X quantity). Subtotals are provided for each item. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 106

107 Bid Reports Item Catalog The Item Catalog Report provides a listing of items by item category and subcategory. You can choose to include active and inactive items in one, multiple, or all item categories. Access to Item Catalog Report 1. Open the Item Reports menu tree. 2. Choose the Item Catalog option. Use this window to choose your reporting criteria. To Generate the Item Catalog Report: 1. Set the Include Inactive Items radio button to Yes to include items that are currently in an INACTIVE status. 2. By default, all Item Categories are flagged to be included in the report. Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. 3. Press the Run button. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 107

108 Bid Reports The Item Catalog Report is sorted by Item Category, then by Item Sub Category, then by Item Number. The report includes the following information: item category, item subcategory, item number, item description, brand name, manufacturer s item number, unit of measure, and estimated price. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 108

109 Bid Reports MSDS Bid Items The MSDS Bid Items Report is used to print a listing of items from a selected bid that require a Materials Safety Data Sheet. Access to MSDS Bid Items Report 1. Open the Item Reports menu tree. 2. Choose the MSDS Bid Items option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 109

110 Bid Reports To Generate the MSDS Bid Items Report: 1. Select the bid that you want to report on. 2. Press the Run button. The MSDS Bid Item Report includes the following information for the selected bid: item number, item description, unit of measure, brand name, and manufacturer. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 110

111 Bid Reports Alternate Items The Alternate Items Report provides a listing of items in a selected bid that were replaced with an alternate item. You can choose to sort report data by item, building, or requestor. Access to Alternate Items Report 1. Open the Item Reports menu tree. 2. Choose the Alternate Items option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 111

112 Bid Reports To Generate the Alternate Items Report: 1. Select the bid that you want to report on. 2. Set the radio button to the appropriate sorting option. You may group information by item; building and item; or requestor and item. 3. Press the Run button. The Alternate Items Report includes the following information for the selected bid: original item number and item description requested, vendor, alternate brand, alternate item description, unit of measure, quantity requested, unit price, and extended price. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 112

113 Bid Reports No Bid Items The No Bid Items Report provides a listing of items for which quotes in a selected bid were not yet received. You can choose to sort report data by item, building, or requestor. Access to No Bid Items Report 1. Open the Item Reports menu tree. 2. Choose the No Bid Items option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 113

114 Bid Reports To Generate the No Bid Items Report: 1. Select the bid that you want to report on. 2. Set the radio button to the appropriate sorting option. You can group information by item; building and item; or requestor and item. 3. Press the Run button. The No Bid Items Report includes the following information for the selected bid: item number, item description, unit of measure, quantity requested, unit price, and extended price. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 114

115 Bid Reports Item Category/Sub Category The Item Category Sub Category Report provides a listing of item categories and their associated subcategories. Access to Item Category/Sub Category Report 1. Open the Item Reports menu tree. 2. Choose the Item Category/Sub Category option. Use this window to choose your reporting criteria. To Generate the Item Category/Sub Category Report: 1. By default, all Item Categories are flagged to be included in the report. Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. 2. Press the Run button. The Item Category/Sub Category Report includes the following information for the selected item category: item subcategory and subcategory description. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 115

116 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 116

117 Bid Reports Bid Quantity Comparison The Bid Quantity Comparison Report compares the original extended totals of a selected bid with the adjusted quantities of that same bid. Access to Bid Quantity Comparison Report 1. Open the Item Reports menu tree. 2. Choose the Bid Quantity Comparison option. Use this window to choose your reporting criteria. To Generate the Bid Quantity Comparison Report: 1. Select the bid that you want to report on. 2. Press the Run button. The Bid Quantity Comparison Report includes the following information for the selected bid: item number, item description, unit of measure, price, original quantity requested, adjusted quantity, original extended total, and adjusted extended total. The report concludes with grand total amounts and the difference between the original and adjusted quantities requested and totals. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 117

118 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 118

119 Bid Reports Requested Bid Items The Requested Bid Items Report provides a listing of items in a bid and the individuals who requested them. You can choose to include one, multiple, or all item sub categories; sort report data by requestor or bid item; and/or page break by requestor or item. Access to Requested Bid Items Report 1. Open the Requestor Reports menu tree. 2. Choose the Requested Bid Items option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 119

120 Bid Reports To Generate the Requested Bid Items Report: 1. Select the bid that you want to report on. 2. Set the Group by radio button to Requestor to sort bid information by requestor, then by item number. Set the radio button to Item to sort bid information by item number, then by requestor. 3. Set the Page Break by Grouping radio button to Yes if you want the report to print each requestor or item on a separate page. Set the Page Break by Grouping radio button to No if you want bid information to display continuously (not break to a new page for each requestor or item). 4. By default, all Item Sub Categories are flagged to be included in the report. Uncheck each Item Sub Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the subcategory(ies) that you want to include. Check the Select All box to include all subcategories on the report. 5. Press the Run button. The Requested Bid Item Report includes the following information: item number, item description, requestor, brand name, price, quantity, and total (price X quantity). Subtotals are provided for each item or requestor, based on the Group By option selected. The report concludes with the grand total cost of items in the selected subcategories. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 120

121 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 121

122 Bid Reports Bid Item Request Status The Bid Item Request Status Report provides a listing of items associated with a selected bid, along with the aggregate quantity of each item ordered by all participating bid requestors. You can choose to display all items (including those items requested and not requested), only those items not requested, or only those items requested. This report also provides an analysis of bid items, total quantity requisitioned, and total cost by item subcategory. Access to Bid Item Request Status 1. Open the Requestor Reports menu tree. 2. Choose the Bid Item Request Status option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 122

123 Bid Reports To Generate the Bid Item Request Status Report: 1. Select the bid that you want to report on. 2. Use the Include radio button to choose which Items you want displayed on the report. Set the radio button to All Items to display ALL items associated with the selected bid, including those items requested and not requested. Set the radio button to Items Not Requested to only include items that were NOT requested in the bid. Set the radio button to Items Requested to only include items that were requested in the bid. 3. Set the Group by Category radio button to Yes to sort by subcategory, then by item number within each subcategory. When choosing YES, the report also provides subtotals for each subcategory. Set the radio button to No to sort by item number only. 4. By default, all Item Sub Categories are flagged to be included in the report. Uncheck each Item Sub Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the subcategory(ies) that you want to include. Check the Select All box to include all subcategories on the report. 5. Press the Run button. The Bid Item Request Status Report includes the following information: item number, item description, subcategory, brand name, unit of measure, price, aggregated quantity, and total (price X quantity). When Grouping by Category, subtotals are provided for each subcategory. The report concludes with the grand total cost for the selected subcategories. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 123

124 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 124

125 Bid Reports Bid Requestor Status The Bid Requestor Status Report provides a listing of requestors associated with a selected bid, along with the building for which each is requesting, request date, number of items, and total item cost. You can choose to display all requestors, only those requestors who responded to the bid, or only those requestors one did not respond to the bid. This report also provides an analysis of requestor information by building. Access to Bid Requestor Status Report 1. Open the Reports menu tree. 2. Choose the Bid Requestor Status option. Use this window to choose your reporting criteria. To Generate the Bid Requestor Status Report: 1. Select the bid that you want to report on. 2. Use the Include radio button to choose which Requestors you want displayed on the report. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 125

126 Bid Reports Set the radio button to All Requestors to display ALL requestors invited to participate in this bid, including those requestors who responded and those who DID NOT respond to the bid. Set the radio button to Requestors That Responded to only include requestors who participated in the bid. Set the radio button to Non Responding Requestors to only include requestors who DID NOT participate in the bid. 3. Set the Group by Building radio button to Yes to sort requestor information by building, then by requestor name. Set the radio button to No to sort bid information in order of who requested the most items, in requestor name and building order. 4. Press the Run button. The Bid Requestor Status Report includes the following information: requestor name, building name, request date, number of items requested, and total amount of items requested. When grouping by building, subtotals of the amount of items for each building are provided. The report concludes with the grand total cost of all items for the selected bid and requestors. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 126

127 Bid Reports Requestor Buildings The Requestor Buildings Report provides a listing of the buildings associated with each requestor. You can choose to group information by requestor or building and show active and inactive requestors. Access to Requestor Buildings 1. Open the Requestor Reports menu tree. 2. Choose the Requestor Buildings option. Use this window to choose your reporting criteria. To Generate the Requestor Buildings Report: 1. Set the Group by radio button to Requestor to print an alphabetical listing of requestors, along with the buildings for each requestor. Set the radio button to Building to print an alphabetical listing of buildings, along with the requestors associated with each building. 2. Set the Include Inactive Requestors radio button to Yes to include those requestors with an INACTIVE status. Set the Include Inactive Requestors radio button to No to only include requestors with an ACTIVE status. 3. Press the Run button. The Requestor Buildings Report includes the following information: building name and requestor name. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 127

128 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 128

129 Bid Reports Requestor Item Categories The Requestor Item Categories Report provides a listing of the item categories and subcategories linked to each requestor. You can choose to group information by item category or requestor; show active and inactive requestors; and include one, multiple, or all item categories. Access to Requestor Item Categories 1. Open the Requestor Reports menu tree. 2. Choose the Requestor Item Categories option. Use this window to choose your reporting criteria. To Generate the Requestor Item Categories Report: 1. Set the Group by radio button to Requestor to print an alphabetical listing of requestors, showing the item categories and sub categories for each requestor. Set the radio button to Item Category to print an alphabetical listing of item categories, showing the requestors associated with each item category and subcategory. 2. Set the Include Inactive Requestors radio button to Yes to include those requestors with an INACTIVE status. Set the Include Inactive Requestors radio button to No to only include requestors with an ACTIVE status. 3. By default, all Item Categories are flagged to be included in the report. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 129

130 Bid Reports Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. 4. Press the Run button. The Requestor Item Categories Report includes the following information: item category, item subcategory, requestor name, and requestor ID number. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 130

131 Bid Reports Requestor Bid Participation The Requestor Bid Participation Report provides a listing of requestors and the bids each requestor participated in. You can choose to show active and inactive requestors, include requestors who did not respond to the bid invitation, and restrict the report to bids having an opening date within a selected date range. Access to Requestor Bid Participation 1. Open the Requestor Reports menu tree. 2. Choose the Requestor Bid Participation option. Use this window to choose your reporting criteria. To Generate the Requestor Bid Participation Report: 1. Set the Include Inactive Requestors radio button to Yes to include those requestors with an INACTIVE status. Set the Include Inactive Requestors radio button to No to only include requestors with an ACTIVE status. 2. Set the Include Non-Responding Requestors radio button to No to only display those bids each requestor responded to. Set the radio button to Yes to display all bids that the requestor was invited to participate in, nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 131

132 Bid Reports including those he/she did NOT respond to. 3. To report on only those bids with an opening date between a specified date range, check the Include Bids with Opening Date Between box. Then enter the date range. Use the drop-down arrows to display the online calendar. Only bids with an opening date range between the specified dates will be included in the report. 4. By default, all Item Categories are flagged to be included in the report. Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. 5. Press the Run button. The Requestor Bid Participation Report includes the following information: requestor name, bid number, bid name, bid status, and requestor s portion of the bid. Subtotals are provided for all bids the requestor participated in. The report concludes with grand totals for all bids reported on. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 132

133 Bid Reports Requestor Input Form The Requestor Input Form allows the user logged into the Bidding product to print a listing of items associated with a bid. The form provides spaces for the requestor to enter the number of units of each item needed and the extended price based on the cost of each item. Access to Requestor Input Form 1. Open the Requestor Reports menu tree. 2. Choose the Requestor Input Form option. Use this window to choose your reporting criteria. To Generate the Requestor Input Form: 1. Select the bid that you want to report on. 2. Press the Run button. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 133

134 Bid Reports The Requestor Input Form includes the following information for the selected bid: item subcategory, item number, item description, brand name, unit of measure, and estimated price. Blank spaces are provided to enter the quantity of each item needed and the extended total. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 134

135 Bid Reports Requests on Behalf Of The Requests on Behalf Of Report allows you to generate a report displaying a list of requestors and the individuals for whom they are authorized to place requisitions. Access to Requests on Behalf Of Report 1. Open the Requestor Reports menu tree. 2. Choose the Requests On Behalf Of option. Use this window to choose your reporting criteria. To Generate the Requests on Behalf Of Report: 1. Set the Include Inactive Requestors radio button to Yes to include those requestors with an INACTIVE status. Set the Include Inactive Requestors radio button to No to only include requestors with an ACTIVE status. 2. Press the Run button. The Requests on Behalf of Report includes the following information: requestor name and listing of individuals for whom the requestor can place requisitions. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 135

136 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 136

137 Bid Reports Quoted Bid Items The Quoted Bid Items Report allows you to select a bid and display a list of those items on which a vendor quote was received. You can choose to group information by vendor or item and select the item subcategories that you want to report on. Access to Quoted Bid Items Report 1. Open the Vendor Reports menu tree. 2. Choose the Quoted Bid Items option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 137

138 Bid Reports To Generate the Quoted Bid Items Report: 1. Select the bid that you want to report on. 2. Set the Group By radio button to Vendor to print an alphabetical listing of vendors, along with a listing of the quoted items for each vendor. When grouping by vendor, the vendor total amount quoted for the bid is provided. Set the radio button to Item to print an alphabetical listing of items, along with a listing of the vendors who quoted on each item. 3. Set the Page Break by Grouping radio button to Yes if you want the report to print each vendor or item on a separate page. Set the Page Break by Grouping radio button to No if you want bid information to display continuously (not break to a new page for each vendor or item). 4. If you chose to group by Item, use the arrows to set the Vendors Per Item Shown. The report will display that number of lowest quotes for each item. Example: If the Vendors Per Item Shown is set to 3, the report displays the three lowest vendor quotes for each item. 5. By default, all Item Sub Categories are flagged to be included in the report. Uncheck each Item Sub Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the subcategory(ies) that you want to include. Check the Select All box to include all subcategories on the report. 6. Press the Run button. The Quoted Bid Items Report includes the following information: vendor name, item number, item description, alternate brand flag, alternate description, quoted brand, unit of measure, quoted unit price, quantity, and extended item total. When grouping by vendor, the vendor total amount quoted for the bid is provided. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 138

139 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 139

140 Bid Reports Bid Vendor Status The Bid Vendor Status Report allows you to select a bid and display the status of vendor quotes for items in the bid. You can choose to include all vendors, only those vendors who did not submit a quote, or only vendors who submitted quotes. Access to Bid Vendor Status Report 1. Open the Vendor Reports menu tree. 2. Choose the Bid Vendor Status option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 140

141 Bid Reports To Generate the Bid Vendor Status Report: 1. Select the bid that you want to report on. 2. Set the Include in Report radio button as follows: Set the radio button to All Vendors to include vendors who submitted quotes as well as vendors who DID NOT submit quotes. Set the radio button to Vendors without Quotes to include only vendors who DID NOT submit quotes. Set the radio button to Vendors with Quotes to include only vendors who submitted quotes. 3. Press the Run button. The Bid Vendor Status Report includes the following information: vendor name, vendor ID number, vendor address, number of items quoted, number of alternate items, and total quote. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 141

142 Bid Reports Item Quote Status The Item Quote Status Report allows you to select a bid and display the number of received quotes, low quote amount, and low quote vendor for each item in the bid. You can choose to include all items, only those items where no quotes were received, or only items with received quotes. You can also select the item subcategories to be included on the report. Access to Item Quote Status Report 1. Open the Vendor Reports menu tree. 2. Choose the Item Quote Status option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 142

143 Bid Reports To Generate the Item Quote Status Report: 1. Select the bid that you want to report on. 2. Set the Include in Report radio button as follows: Set the radio button to All Items to include items with submitted quotes as well as items without submitted quotes. Set the radio button to Items without Quotes to include only items where quotes were NOT submitted. Set the radio button to Items with Quotes to include only items with submitted quotes. 3. Set the Group by Item Sub Category radio button to Yes to sort by category, then by item number within each category. Set the radio button to No to sort by item number only. 4. By default, all Item Sub Categories are flagged to be included in the report. Uncheck each Item Sub Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the subcategory(ies) that you want to include. Check the Select All box to include all subcategories on the report. 5. Press the Run button. The Item Quote Status Report includes the following information: item number, item description, item subcategory, brand name, number of quotes received, lowest quote amount, and low quote vendor name. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 143

144 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 144

145 Bid Reports Vendor Bid Participation The Vendor Bid Participation Report allows you to generate a report of all bids a vendor has participated in or only those bids having an opening date between a specified date range. You can choose to include vendors who are currently in an inactive status, non-responding vendors, and one or multiple item categories. Access to Vendor Bid Participation 1. Open the Vendor Reports menu tree. 2. Choose the Vendor Bid Participation option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 145

146 Bid Reports To Generate the Vendor Bid Participation Report: 1. Set the Include Inactive Vendors radio button to Yes to include those vendors who are currently in an INACTIVE status. Set the Include Inactive Vendors radio button to No to only include vendors with an ACTIVE status. 2. Set the Include Non-Responding Vendors radio button to No to only display those bids each vendor responded to. Set the radio button to Yes to display all bids that the vendor was invited to participate in, including those they did NOT respond to. 3. To report on only those bids with an opening date between a specified date range, check the Include Bids with Opening Date Between box. Then enter the date range. Use the drop-down arrows to display the online calendar. Only bids with an opening date range between the specified dates will be included in the report. 4. By default, all Item Categories are flagged to be included in the report. Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. 5. Press the Run button. The Vendor Bid Participation Report includes the following information: vendor name, bid number, bid name, bid status, and quote total. Vendor grand totals for all bids are also provided. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 146

147 Bid Reports Vendor Quotation Form The Vendor Quotation Form allows you to select a bid and generate a form that can be sent to each vendor with blank lines to indicate a quote and extended total for each bid item. You can choose to print separate forms with the vendor name noted on each or one generic form for all vendors. You can also choose to print each quotation with a cover page that can be used to fax the form to the vendor. Access to Vendor Quotation Form 1. Open the Vendor Reports menu tree. 2. Choose the Vendor Quotation Form option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 147

148 Bid Reports To Generate the Vendor Quotation Form: 1. Select the bid for which you want to generate a quotation form. 2. Set the Include Cover Page radio button to Yes to print a cover page with each quotation form. The Cover Page provides spaces for the vendor name, vendor address, vendor phone number, vendor fax number, bid gross total, applicable discount, and bid net total. 3. Set the Print by Vendor radio button to Yes to print an individual form for each vendor that includes the vendor s name. Set the Print by Vendor radio button to No to print only one generic form for each vendor. 4. Press the Run button. The Vendor Quotation Form includes the following information: alternate item flag, item or alternate item number, item or alternate item description, brand or alternate brand, manufacturer, manufacturing item number, unit of measure, and quantity. Blank spaces are provided to indicate the item quote amount and extended total. A sample form follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 148

149 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 149

150 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 150

151 Bid Reports Vendor Item Categories The Vendor Item Categories Report allows you to generate a report listing the item categories associated with each vendor. You can choose to sort by vendor or item category, include vendors currently in an inactive status, and include one or multiple item categories in the report. Access to Vendor Item Categories Report 1. Open the Vendor Reports menu tree. 2. Click the Vendor Item Categories option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 151

152 Bid Reports To Generate the Vendor Item Categories Report: 1. Set the Group by radio button to Vendor to sort report information in alphabetical order by vendor, then by item category within each vendor. Set the radio button to Item Category to sort report information by item category, then by vendor within each category. 2. Set the Include Inactive Vendors radio button to Yes to include those vendors who are currently in an INACTIVE status. Set the Include Inactive Vendors radio button to No to only include vendors in an ACTIVE status. 3. By default, all Item Categories are flagged to be included in the report. Uncheck each Item Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the category(ies) that you want to include. Check the Select All box to include all categories on the report. 5. Press the Run button. The Vendor Item Categories Report includes the following information: vendor name, vendor number, and item category. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 152

153 Bid Reports Bid Vendor Mailing Labels The Bid Vendor Mailing Labels routine allows you to print mailing labels for the participating vendors associated with a selected bid. You can choose to include the default vendor contact name and/or switch the vendor name to display in first name then last name order. Access to Bid Vendor Mailing Labels 1. Open the Vendor Reports menu tree. 2. Click the Bid Vendor Mailing Labels option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 153

154 Bid Reports To Generate the Bid Vendor Mailing Labels: 1. Select the bid for which you want to generate mailing labels. 2. Check the Include Default Vendor Contact Name box if you want the default contact name for the vendor to be included on the Attention line of the mailing label. Leave the box unchecked if the contact name is to be excluded from the mailing label. 3. Check the Name Switch box if you want the vendor name to be reversed. Example, let s say the vendor s name is defined as Smith, John in the Vendor Setup File. By checking the Name Switch box, the mailing label will display the vendor name as John Smith. Leave the box unchecked if you DO NOT want the vendor name to be reversed on the mailing label. In this scenario, a vendor defined as Doe, John in the Vendor Setup File will have the name printed as Doe, John on the mailing label. 4. By default, all Bid Vendors are flagged to be included in the mailing labels. Uncheck each Bid Vendor that you want omitted from the labels OR uncheck the Select All box to remove the flag from all bid vendors. Then check the vendor(s) that you want to include. Check the Select All box to include all vendors on the labels. 5. Press the Run button. The Bid Vendor Mailing Labels include the following information: vendor name, address, and default vendor contact name (if selected). A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 154

155 Bid Reports Vendor Analysis The Vendor Analysis Report allows you to generate a report that compares adjusted totals by vendor for a selected bid. The report displays the original quote subtotals minus any discounts applied, number of items quoted on, and number of alternate items quoted on. You can choose to include a bar graph analysis of the adjusted totals by vendor. Access to Vendor Analysis Report 1. Open the Analysis Reports menu tree. 2. Choose the Vendor Analysis option. Use this window to choose your reporting criteria. To Generate the Vendor Analysis Report: 1. Select the bid that you want to report on. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 155

156 Bid Reports 2. Set the Display Chart radio button to Yes if you want to display the vendor analysis in both text and bar graph format. Set the radio button to No if you want to display vendor analysis in text format only. 3. Press the Run button. The Vendor Analysis Report includes the following information: vendor name, vendor number, quote subtotal, applicable discount percentage, discount amount, total, adjusted total, number of quoted items, and number of alternate items. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 156

157 Bid Reports Award Analysis Report The Award Analysis Report allows you to generate an item award analysis on a selected bid that is currently in the Analysis or Awarded stage. You can choose to group bid items by category; include a pie chart analysis of the vendor distribution by total; and include one, multiple, or all item sub categories. For each item, the report displays the awarded bidder, item override flag, item price, discount percentage, discount price, item quantity, and extended price. Access to Award Analysis Report 1. Open the Analysis Reports menu tree. 2. Choose the Award Analysis option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 157

158 Bid Reports To Generate the Award Analysis Report: 1. Select the bid that you want to report on. 2. Set the Group By radio button to Category to sort by Subcategory, then by item number within each subcategory. Set the Group By radio button to Vendor to sort by Vendor, then by item number within each vendor. Set the Group By radio button to None to sort by item number only. 3. If the Group by option is set to Category or Vendor, set the Page Break By radio button to Yes if you want the report to print each category or vendor on a separate page. Set the Page Break By radio button to No if you want information to display continuously (not break to a new page). 4. Set the Display Chart radio button to Yes if you want to display the vendor award analysis in both text and bar graph format. Set the radio button to No if you want to display vendor award analysis in text format only. 5. By default, all Item Sub Categories are flagged to be included in the report. Uncheck each Item Sub Category that you want omitted from the report OR uncheck the Select All box to remove the flag from all categories. Then check the subcategory(ies) that you want to include. Check the Select All box to include all subcategories on the report. 6. Press the Run button. The Current Award Analysis includes the following information: item number, item description, awarded bidder, override item flag, item unit price, discount percentage, discounted item price, quantity requested, and extended amount. Subtotals are provided for each category or vendor based on the sort option selection. The report concludes with the grand total amount for all items quoted in the bid. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 158

159 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 159

160 Bid Reports Award Overrides The Award Overrides Report allows you to select a bid and generate a report noting the reason that an item(s) was NOT awarded to the lowest bidder. Access to Award Overrides Report 1. Open the Analysis Reports menu tree. 2. Choose the Award Overrides option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 160

161 Bid Reports To Generate the Award Overrides Report: 1. Select the bid that you want to report on. 2. Press the Run button. The Award Overrides Report includes the following information: item number, item description, override reason, awarded vendor, awarded price, rejected vendor, and rejected price. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 161

162 Bid Reports Vendor Award Summary The Vendor Award Summary Report allows you to select a bid and generate a summarized listing of the vendors who were awarded bid items and the total amount awarded to each vendor. Access to Vendor Award Summary Report 1. Open the Analysis Reports menu tree. 2. Choose the Vendor Award Summary option. Use this window to choose your reporting criteria. To Generate the Vendor Award Summary Report: 1. Select the bid that you want to report on. 2. Press the Run button. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 162

163 Bid Reports The Vendor Award Summary Report includes the following information: vendor name, minority type indicator, awarded quantity, and award amount. The report concludes with the bid grand total amount. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 163

164 Bid Reports Account Distribution The Account Distribution Report allows you to print an account code distribution breakdown for a selected bid. Access to Account Distribution Report 1. Open the Analysis Reports menu tree. 2. Choose the Account Distribution option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 164

165 Bid Reports To Generate the Account Distribution Report: 1. Select the bid that you want to report on. 2. Set the Display radio button as follows: By Account Use this option to list each account description and distribution amount for each code. By Account by Requestor Use this option to list each account code/description, followed by a breakdown of the amount for each requestor. By Account by Item Use this option to list each account, followed by a breakdown of the amount for each item. By Requestor by Account Use this option to list each requestor, followed by a breakdown of the account and amount. By Item by Account Use this option to list each item, followed by a breakdown of each account, item number/description, quantity, price, and amount. 3. Set the Include Awarded Items Only radio button to Yes to only report on bit items that were awarded. 4. Press the Run button. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 165

166 Bid Reports nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 166

167 Bid Reports Vendor Awards by Requestor The Vendor Awards by Requestor Report provides an analysis of those items awarded in a bid by requestor and vendor. Access to Vendor Awards by Requestor Report 1. Open the Analysis Reports menu tree. 2. Choose the Vendor Awards by Requestor option. Use this window to choose your reporting criteria. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 167

168 Bid Reports To Generate the Vendor Awards by Requestor Report: 1. Select the bid that you want to report on. 2. Set the Group By radio button as follows: Requestor Use this option to list each requestor for the bid, with a breakdown of the award vendor, and a listing of the items awarded to each vendor. The report provides the total item count and award amount for each vendor. The report concludes with the total item count for each requestor and the grand total requestor item amount. Vendor Use this option to list each award vendor for the bid, with a breakdown of the requestor, and a listing of the items for each requestor. The report provides the total item count for each requestor and the grand total requestor item amount. The total item count and award amount for each vendor is displayed. 3. Press the Run button. A sample report follows: nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 168

169 : Bid Utilities Export Vendor Quotation Files The Export Vendor Quotation Files routine is used to create a quotation file for selected vendors associated with a bid that is currently in a Quotes Pending status. Vendors can then load the Excel files for electronic bid submission. Once updated by the vendor, the files containing the quotes can be imported through the Import Vendor Quotation Files routine. Permission Only Bid Administrators can perform this utility. Access to Export Vendor Quotation Files 1. Open the Utilities menu tree. 2. Click the Export Vendor Quotation Files option. The Export Vendor Quotation Files window opens. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 169

170 Bid Utilities Exporting Quotation Files 1. Using the Bid Number drop-down, choose the appropriate bid. The vendors associated with the selected bid are displayed in the listing. 2. Highlight one or more vendors for which quotation files are to be exported. OR Check the Select All box to export quotation files for all bid vendors. 3. Press. On the Browse for Folder window, choose the location where you want the generated vendor quotation files to be placed or make a new folder. Press OK to generate the files. A message is displayed indicating the names of the Excel files that were created. The format of the files names is the bid number, followed by an underscore and the name of the vendor (bid#_vendorname.xls). Press OK at the prompt. The file can be viewed in the selected location. Mouse over flagged fields to see comments with information specific to that field. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 170

171 Bid Utilities These files can be ed to the vendor for completion. The vendor has the ability to enter the bid reference number, vendor item number, alternate item description and brand (if allowed), unit price, discount percentage, and any terms and conditions. All other cells Item Number, Description, Brand, Quantity, Unit of Measure - are read only. Once the vendor enters the unit price, each Item Line Total will be automatically calculated based on the quantity being requested. The file can then be saved and ed back to the district where the information can be imported using the Import Vendor Quotation Files routine. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 171

172 Bid Utilities Import Vendor Quotation Files The Import Vendor Quotation Files routine is used to import selected ed vendor electronic quotes for a bid into the Bidding system. Permission Only Bid Administrators can perform this utility. Access to Import Vendor Quotation Files 1. Open the Utilities menu tree. 2. Click the Import Vendor Quotation Files option. The Import Vendor Quotation Files window opens. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 172

173 Bid Utilities Importing Quotation Files 1. Using the Bid Number drop-down, choose the appropriate bid. The vendors associated with the selected bid are displayed in the listing. 2. Enter the Quote Date. Use the drop-down arrow to choose the date from the on-line calendar. 3. Highlight the appropriate bid vendor(s). 4. Press. 5. Choose the location where the Excel files containing the vendor quotes are. Highlight one or more quotes to import. Press Open to import the files. A message is displayed indicating the names of the Excel files that were imported. Click OK. To see the imported file information, access the Vendor Quotes routine and find the appropriate bid. The Quote Received flag is checked on the Vendor Quotes listing. Double click on the vendor in the listing to show the detail quote record which reflects today s date in the Quote Date field and the discount percent, discount/shipping terms, sub total, quote total, and breakdown for each bid line item. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 173

174 Bid Utilities Item Category Change The Item Category Change routine provides a utility to change the category and/or subcategory for selected items, rather than having to access and update each individual item record. NOTE: You can change the categories/subcategories for only those items that have not been previously included in a bid. Permission Only Bid Administrators can perform this utility. Access to Item Category Change 1. Open the Utilities menu tree. 2. Click the Item Category Change option. The Item Category Utility window opens. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 174

175 Bid Utilities Changing an Item Bid Category 1. Using the Item Category drop-down, choose the original item category name. 2. Using the Item Sub Category drop-down, choose the original item sub category name. 3. Type a portion of the Item Description to focus in on a specific item or leave the description blank to find all items under the selected category and sub category. Press the Search the selected category and sub category. button to display items linked to 4. Highlight one or more items that are to be assigned to a new category and/or subcategory. OR Check the Select All box to assign all displayed items to a new category and/or subcategory. 5. Using the New Item Category drop-down, choose the appropriate new item category name. 6. Using the New Item Sub Category drop-down, choose the appropriate new item sub category name. 7. Press. The system prompts you to confirm that this is the correct action that you wish to perform. Press Yes to change the item category/subcategory. A message is displayed upon completion of the change. Press OK at the prompt. Any changes can be seen by opening the Items listing under the Setup routines or by running the Item Catalog Report under the Reporting routines. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 175

176 Bid Utilities Item Estimated Price Change The Item Estimated Price Change routine provides a utility to change the estimated price of selected items, rather than having to manually update each individual item record. You can choose to increase or decrease the estimated prices by a selected percentage or dollar amount OR simply set the price to the last awarded price. Permission Only Bid Administrators can perform this utility. Access to Item Estimated Price Change 1. Open the Utilities menu tree. 2. Click the Item Estimated Price Change option. The Item Estimated Price Utility window opens. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 176

177 Bid Utilities Changing the Item Estimated Price 1. Using the Item Category drop-down, choose the appropriate item category name. 2. Using the Item Sub Category drop-down, choose the appropriate item sub category name. 3. Type a portion of the Item Description to focus in on a specific item or leave the description blank to find all items under the selected category and sub category. Press the Search the selected category and sub category. button to display items linked to 4. Highlight one or more items that are to be assigned a new estimated price. Check the Select All box to assign all displayed items a new estimated price. OR 5. Using the drop-down to choose how you want to change the estimated price. Choose to Increase the price, Decrease the price, or Set to the Last Awarded Price. 6. Using the drop-down to change the price by increasing or decreasing based on a Percentage or Dollar amount. In the next field, enter the percentage or dollar amount increase/decrease. 7. Press. The system prompts you to confirm that this is the correct action that you want to perform. Select Yes to change the item estimated price. A message is displayed upon completion of the change. Click OK at the prompt. Estimated price changes can be seen on the utility window, by opening the Items listing under the Setup routines, or by running the Item Catalog Report under the Reporting routines. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 177

178 Bid Utilities Validate Requisition Accounts The Validate Requisition Accounts routine provides a utility to review requests with missing accounts and add the appropriate account information. You can use this utility at any time. Keep in mind that ALL requests MUST have account information before requisitions or purchase orders can be exported to a file using the Purchase Orders routine. Permission Only Bid Administrators can perform this utility. Access to Validate Requisition Accounts 1. Open the Utilities menu tree. 2. Click the Validate Requisition Accounts option. The Validate Requisition Accounts window opens. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 178

179 Bid Utilities Validating Account Information 1. Using the Bid drop-down, choose the appropriate bid number. The requests associated with the selected bid are displayed in the Bid Requisition listing. 2. Highlight the appropriate request in the Bid Requisition listing. The items associated with the highlighted request are displayed in the Requisition Detail listing. 3. Click in the Account field for each item and use the lookup to enter a valid account code. 4. Tab to each request line item and enter the appropriate account code. 5. Click OK to save your entries. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 179

180 Bid Utilities Re-Bid The Re-Bid routine allows you to copy a bid and all the requisitions placed against the original bid. nvision Bidding will automatically place the bid in a Requests Pending status. Permission Only Bid Administrators can perform this utility. Access to Re-Bid 1. Open the Utilities menu tree. 2. Click the Re-Bid option. The Re-Bid window opens. Use this window to choose the bid that you want to copy. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 180

181 Bid Utilities 1. Highlight the bid that you want to copy. A listing of the bid requests and requestors for the original bid displays. 2. Click OK. Click Yes to confirm that you want to copy the selected bid and all the requisitions placed against the original bid. 3. The Bid Number is either automatically assigned or manually assigned based on your System Options setting. Under System Options (Tools System Options), if the System Generated Bid Numbers option is set to On, this number is system-generated. If the System Generated Bid Numbers option is set to Off, the user can enter the appropriate bid number. Enter a new bid name. 4. Click OK. An information window states that the bid was copied and displays the new bid number. Click OK. Click the Bids option on the Bid Entry menu to see the newly created bid that is in a Requests Pending status. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 181

182 Bid Utilities nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. 182

183 Appendix A: nvision Menu Bar, Toolbar, & Shortcut Keys

184

185 : Appendix A Appendix A: nvision Menu Bar, Toolbar, & Shortcut Keys nvision Menu Bar The nvision menu bar is the horizontal bar under the window title that displays a listing of menus. Each menu has a listing of commands that can be performed. Using the Alt key and the underlined letter in the menu name gives you access to the commands under that menu. nvision Toolbar The standard toolbar allows the user to find, add, update, copy, delete, and print records from a listing window. Using the Ctrl key and the underlined letter in the tool bar option gives you access to the action. Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions Select all records in a listing. <Ctrl + A> Drag mouse over records to highlight records you want to select. Copy information from an existing record to a new record. <Ctrl + Shift + C> Double-Click on an existing row record; press the Copy button in the toolbar or choose Copy from the File menu in the menu bar. Right-Click on an existing row record and select the Copy Item option. Highlight an existing row record; choose Copy Record from the File menu in the menu bar. Copy text typed in a field in a detail record <Ctrl + C> Drag mouse over text to highlight text you want to copy. Right- Click and select Copy. Delete a selected detail record <Ctrl + D> Delete Double-Click on an existing row record; press the Delete button in the toolbar or Ctrl + D. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-1

186 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions Delete a selected record or range of records in a listing Delete Right-Click on an existing row record(s) in a listing and select the Delete Item option. Highlight an existing row record(s) in a listing; choose Delete Record(s) from the File menu in the menu bar or press the Delete button. Put your cursor in the Search text box on a listing window. <Ctrl + F> Click in the Search text box on a listing window and type in your search criteria. Cancel the Add, Update or Copy functions and reset the current record being added or updated back to the last saved version. <Ctrl + L> Press the Cancel button in the toolbar or choose Cancel from the File menu in the menu bar. Add a new record from a listing or detail record window. <Ctrl + N> Double-Click on a Blank Row. Right-Click on a nonblank row and select the Add Item option. Select New Record from the File menu in the menu bar. Open the selected record, enabling the user to view or maintain the detailed record. <Ctrl + O> Double-Click on a record in a listing. Print the contents of a listing window to a selected printer. <Ctrl + P> Press the Print button in the toolbar. Choose Print from the File menu in the menu bar. Right-Click on an existing row record and select the Print option. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-2

187 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions <Ctrl + R> Save data entered while adding, updating, or copying information. <Ctrl + S> Press the Save button in the toolbar or choose Save from the File menu in the menu bar. Save data entered while adding, updating or copying information AND closes the detail record window. <Ctrl + Shift + C> Press the Save and Close button in the toolbar or choose Save and Close from the File menu in the menu bar. Save data entered while adding, updating, or copying information AND leaves the detail window open for the user to add another record. <Ctrl + Shift + N> Choose Save and New from the File menu in the menu bar. Enter edit mode, enabling you to update an existing record in a listing or detail record window. <Ctrl + U> Double-Click row record; press the Update button in the toolbar or choose Update from the File menu in the menu bar. Right-Click on an existing row record and select the Update Item option. Highlight an existing row record; choose Update Record from the File menu in the menu bar. Copy or cut selected text from one field and place it into another field in a detail record. <Ctrl + V> Click or tab to the desired field and choose Paste from the Edit menu in the menu bar of the detail window. Right-Click in a specific field and select the Paste option. Cut selected text from a field in a detail record. <Ctrl + X> Highlight text that you want to cut; choose Cut from the Edit menu in the menu bar. Drag mouse over text to highlight text you want to cut. Right-Click and select Cut. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-3

188 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions Undo the last action (i.e., a cut or paste of text done in error) in a detail record. <Ctrl + Z> Click or tab in the appropriate field where text is to be restored and choose Undo from the Edit menu in the menu bar of the detail window. Right-Click in the appropriate field and select the Undo option. Enter the Bidding Module <Ctrl + 1> Choose Bidding from the Go menu in the menu bar. Choose the option from the module selection tree. Enter the Payroll Module <Ctrl + 2> Choose Payroll from the Go menu in the menu bar. Choose the option from the module selection tree. Enter the Accounting Module <Ctrl + 3> Choose Accounting from the Go menu in the menu bar. Choose the option from the module selection tree. Enter the Human Resources Module <Ctrl + 4> Choose Human Resources from the Go menu in the menu bar. Choose the option from the module selection tree. Enter the Requisitioning Module <Ctrl + 5> Choose Requisitioning from the Go menu in the menu bar. Choose the option from the module selection tree. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-4

189 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions Enter the Budgeting Module <Ctrl + 6> Choose Budgeting from the Go menu in the menu bar. Choose the option from the module selection tree. Highlight or advance to the first record in a listing <Alt + > Press the First Record button in the toolbar. Choose First Record from the Navigation menu in the menu bar. Choose First Record from the View menu in the menu bar. Highlight or advance to the previous record in a listing <Alt + > Press the Previous Record button in the toolbar. Choose Previous Record from the Navigation menu in the menu bar. Choose Previous Record from the View menu in the menu bar. Highlight or advance to the next record in a listing <Alt + > Press the Next Record button in the toolbar. Choose Next Record from the Navigation menu in the menu bar. Choose Next Record from the View menu in the menu bar. Highlight or advance to the last record in a listing. <Alt + > Press the Last Record button in the toolbar. Choose Last Record from the Navigation menu in the menu bar. Choose Last Record from the View menu in the menu bar. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-5

190 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions Close the currently displayed detail window or ALL open tabs in one step. <Alt + F4> Press the Close button in the upper right-hand corner of a detail window. Press the Close button to the extreme right of the open tabs. Choose Close All from the Window menu in the menu bar. Bring up any available help topics F1 Choose Contents from the Help menu in the menu bar. Put the user in Update mode within an updateable grid. F2 Tab to the line that you want to update and press F2. Automatically bring down combo boxes and calendar views when in update mode, allowing the user to choose an entry. F4 Refresh a listing window with the latest data. NOTE: If you have multiple tabs open at the same time and you are updating and saving data, remember to press the Refresh button to see real-time information. F5 Press the Refresh button in the toolbar. Choose Refresh from the View menu in the menu bar. Return focus to the module selection menu tree F7 Click in a blank space on the lefthand side of the window. Return focus to the current open tab F8 Click on a record on the righthand side of the window. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-6

191 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys Function Description Button Keyboard Shortcut(s) Mouse Actions Review the contents of a listing window on your computer screen prior to printing it Press the Print Preview button in the toolbar. Choose Print Preview from the File menu in the menu bar. Right-Click on an existing row record and select the Print Preview option. Display the contents of a listing window in Excel where you may reformat the data as needed Press the Export to Excel button in the toolbar. Choose Export to Excel from the File menu in the menu bar. Right-Click on an existing row record and select the Export to Excel option. Search for a specific record in a listing Press the Find button in the toolbar. Choose Find from the Edit menu in the menu bar. Add/remove columns and/or change the order of columns in a listing Press the Column Chooser button in the toolbar. Choose Column Chooser from the View menu in the menu bar. Check/Uncheck a check box or change a radio button setting Spacebar nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-7

192 Appendix A: nvision Menu Bar, Toolbar & Shortcut Keys THIS PAGE WAS INTENTIONALLY LEFT BLANK nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. A-8

193 Appendix B: nvision System Standards

194

195 : Appendix B System Standards This document describes the system standards used throughout the nvision product line. Dialog Box Whenever you are adding, updating, or copying records in the Data Entry and Setup routines OR performing a Reporting or Utility function, a dialog box opens. These dialogs are windows that request some kind of input from the user. The illustration below is an example of a dialog. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-1

196 Appendix B: nvision System Standards Updateable Grid Some dialogs have updateable grids, as shown below. Each grid is made up of multiple cells. These updateable grids enable you to add/edit data within them. You can edit individual cell data, as well as add, update, or delete rows. To navigate from cell to cell, simply press the Tab key or click in a cell using your mouse. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-2

197 Appendix B: nvision System Standards Row Selector The very first column in an updateable grid is called a Row Selector. Use the row selector indicates the row you are on when in Add mode, and also tells the system which row you want to update or delete. The arrow shown in the updateable grid above represents the selected row or the last row selected when choosing multiple records. The entire row is selected and highlighted when clicking in the row selector column for a particular row. Clicking in a particular cell within an updateable grid opens the cell for entry or update of data. The arrow shown to indicate what row you are on. is always The row that has a preceding adding new data. represents the Add Row in the grid. This is the next line on which you can begin nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-3

198 Appendix B: nvision System Standards Tabbing to or clicking in the Add Row cell shows this row to Add data. in the Row Selector column. This means that the user selected When updating data in a cell, as you begin to type over existing entries, the Row Selector column displays indicate that you are making changes to existing data. to nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-4

199 Appendix B: nvision System Standards Multiple Record Selection Wherever you see a listing of records and you wish to select multiple records at a time (for example, in order to delete the records), the system provides several ways to select more than one record. To select a consecutive range of records in a listing, click in the Row Selector area to highlight the first record in the range. A right arrow precedes the selected row. Hold down the SHIFT key and click in the row selector area to highlight the last record in the range. The right arrow now precedes the last selected row. To select a nonconsecutive range of records in a listing, click in the Row Selector area to highlight the first record. A right arrow precedes the selected row. Hold down the CTRL key and click in the row selector area to highlight the next record. The right arrow now precedes the last selected row. Repeat this step until all appropriate records are selected. Left-click with your mouse in the Row Selector area to highlight the first record. Continue holding the left-click on the mouse and drag the mouse straight down the Row Selector area until you reach the last record that you want to select. A right arrow precedes each selected row you drag your mouse through and then finally the last selected row. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-5

200 Appendix B: nvision System Standards Error Icons When attempting to save a record where necessary information was not specified or a problem was encountered, the system displays error icons that pinpoint problem areas. Move your cursor over the icon to display a tooltip indicating the error description. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-6

201 Appendix B: nvision System Standards Toolbar The standard toolbar allows the user to find, add, update, copy, delete, and print records from a listing window. The toolbar is applicable for records related to the ACTIVE tab only. The above illustration shows four OPEN tabs Start page, Buildings, Vendors, and Requestors. However the ACTIVE tab is Requestors, since the Requestors Listing is displayed on the window. Therefore, accessing Add mode would open the Add New Requestor Dialog. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-7

202 Appendix B: nvision System Standards Switching Column Order Sequence If desired, you can change the order in which columns are displayed in a grid. Let s say that you want the Vendor ID number to display BEFORE the Purchasing Name. Left-click on the Vendor ID column header and drag it straight over to the left into the Name column header until you see the red up/down arrows. Release hold on the mouse to drop the Vendor ID column before the Vendor Name. The Vendor ID number is displayed before the Vendor Name. NOTE: Data will be displayed this way on the grid until you choose Reset Grid Layout. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-8

203 Appendix B: nvision System Standards Grouping Records by Selected Columns The system allows you to group records according to selected columns. This allows you to create a sort of menutree that can be expanded to show the records under each heading you choose to group by. Let s say that you wanted to group items by Item Category, then by Sub Category within each Item Category. The default screen looks like the following: Left-click on the Item Category column header and drag it into the Drag a column header here to group by that column area above until you see the red up/down arrows. Release hold on the mouse to drop the Item Category column into the grouping selection area. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-9

204 Appendix B: nvision System Standards Left-click on the Item Sub Category column header and drag it to the right of the Item Category column header in the area above until you see the red up/down arrows. Release hold on the mouse to drop the Item Sub Category column into the grouping selection area. Items are now grouped by Item Category, then by Item Sub Category. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-10

205 Appendix B: nvision System Standards NOTE: Data will be displayed this way on the grid until you choose Reset Grid Layout. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-11

206 Appendix B: nvision System Standards Column Chooser This option allows each user to customize the look of a selected grid by adding or removing columns and/or changing the order of columns displayed on that grid. Let s say that the Items grid is active. You want to add and/or remove columns from this grid. From the View menu in the menu bar, select Column Chooser. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-12

207 Appendix B: nvision System Standards The Datagrid Column Chooser displays a listing of all the fields associated with the active file or table. The items under the Available Columns listing are those columns that you can choose to display on the grid. The items under the Displayed Columns listing are those columns that are already displayed on the grid. You may want to remove or change the order of display of these columns. Any column flagged with an asterisk (*) under the Displayed Columns section of the window is required to be displayed and cannot be removed. You can, however, choose to change the order in which the required columns are displayed on the window. You have the option of removing any or all other column information from the active grid. The order in which the column names are shown under the Displayed Columns listing is the order in which the columns will be displayed in the grid. To Remove a Displayed Column: 1. Click on a column name under the Displayed Columns listing. To select more than one column, hold down the Ctrl key and highlight the appropriate column names. 2. Press the button or <Alt + R>. The selected column name(s) is moved to the Available Columns listing. Each time the user logs into the Bidding application, only the columns indicated in the Displayed Columns listing are displayed in the grid. To Add a Column: 1. Click on a column name under the Available Columns listing. To select more than one column, hold down the Ctrl key and highlight the appropriate column names. 2. Press the button or <Alt + A>. The selected column name(s) is moved to the Displayed Columns listing. Each time the user logs into the Bidding application, only the columns indicated in the Displayed Columns listing are displayed. To Move Columns: 1. Click on a column name under the Displayed Columns listing. To select more than one column, hold down the Ctrl key and highlight the appropriate column names. 2. Press the or button OR <Alt + U> or <Alt + D>. The selected column name(s) is shifted up or down in the Displayed Columns listing. When you return to the grid, the column names are displayed in the order that they appear in the Displayed Columns listing. NOTE: You only need to customize the look of your grid one time. Once you set your column display, the grid retains your selected preferences until you choose Reset Grid Layout. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-13

208 Appendix B: nvision System Standards Reset Default Grid Layout Choose Reset Grid Layout from the View menu in the menu bar if you have moved columns or resized columns and you want to restore the grid to its original default settings. In our sample screen below, we chose to group items by Item Category, then by Item Sub Category. Choosing Reset Grid Layout restores the grid to its original default column settings. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-14

209 Appendix B: nvision System Standards Sorting Data Within a Grid Column You will know the sort order of data in a grid by the display of an Up Arrow or Down Arrow in the column header. The Up Arrow means that data is sorted in ascending numerical and alphabetical order. The Down Arrow means that data is sorted in descending numerical and alphabetical order. Click once in a column header to reverse the sort of data in that column. The illustration below shows Items sorted in ascending numerical and alphabetical order by Description. Click in the Name column header to resort the column in descending numerical and alphabetical order. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-15

210 Appendix B: nvision System Standards Reports The nvision product offers flexible reporting capabilities. Below is a sample report shown in Preview mode. The left-hand column of the window shows the individual pieces that make up the report. Click on the word Cards in the column to highlight the first record under that section of the report. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-16

211 Appendix B: nvision System Standards Double click on the word Card in the report itself to focus in on the Cards section of the report. nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-17

212 Appendix B: nvision System Standards Press the Print Report button to print this section of the report only. To return to the original report, press the Main Report tab nvision Copyright MML Software Ltd. d/b/a FINANCE MANAGER. All rights reserved. B-18

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