Sourcing Manager Specific Procedures for Buyers

Contents: Page 1 – Title Page and Contents Pages 2 – 13 Export/Import from SDezBuy to Sourcing Manager Pages 4 & 14 Adding More Than One Commodity to a Bid Page 15 – Create Bidders List and Using Bidders List Pages 16 Adding an Attribute on the Fly Pages 17 & 18 - For Supplier: How to View Bid Results Guide Pages 19 – Revert Bid Process Page 20 Downloading Spreadsheet to create lines for bid. Page 20 Adding Notes & Attachments to Awarded bids. Page 20 Adding or Missed Selecting Commodity Code – How to add to bid already issued:

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SDezBuy to Sourcing Manager Export/Import - Step by Step Procedures 1. Check for Requisition in your Shared Services Folder 2. Open to review the requisition. Assign it to yourself and click “GO" NOTE: if a requisition is copied to a new cart all settings will flow to the new cart. Make sure you verify the settings for Export, Manual PO and State Approver. Manual PO & State Approver should not be selected prior to exporting. 3. Click Edit in General box (figure a) 4. Check mark Export to Sourcing Manager and Save

5. Review External Notes: Notes will export to Sourcing Manager. External Notes will appear in the

Bid Notes on bid header in Sourcing Manager.

Figure a

6. Record/Document the “Requisition Number”. 7. Approve and Complete step, click “GO”. This step exports the requisition to Sourcing Manager.

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Open - Sourcing Manager

1. Hold curser over Bids and click on “Draft” 2. Click on “Import “ 3. Locate identified requisition number you recorded from SDezBuy. 4. Check mark box with Requisition Number and click “Convert to Bid”. (figure b) Figure b

5. On the Convert to Bid Request screen; change bid number to your initials, make sure to keep the

original Requisition Number from SDezBuy and add the campus indicator at the end of the number to indicate the campus the requisition is for

• Example: EKW-124486171-NSU • Bid Title: give the bid a title. Example: [Washer & Dryer] • Bid Type: default is Request for Quotation/Sealed, change if desired to [Sealed Bid, Request for

Proposals, Sealed Bid Private Invited Suppliers, Request for Quote Private Invited Supplier or Request for Proposal Private Invited Suppliers]

• Select-Issue Date & Time and Close Date & Time. • Add Bid Notes as necessary • Attachment [Access Level]: select one - Public, Online only or Buyer Only • Line Information [Bid Line Type]: select one – Comm-No Alts –Mfg/Mfg #; Comm –Alts –

Mfg/Mfg #; Bid All or None Mfg/Mfg #; Commodity-Alts; Percentage Discount; Service; OR Service Unit. Then Click Save.

• Add the Commodity Code or multiple Commodity Codes, click save. All Commodity Codes selected will be e-mailed a bid invitation. You can also delete a Commodity from the bid here. (figure c)

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Figure c

6. Click Save, this will take you to Bid Edit screen.

7. On Bid Edit screen complete bid document, go through each tab: • Event Details – Edit if needed (figure d) Click on the gray file folder in the Bid Notes upper left hand

corner. Select from Text Library Entries you want shown in the Bid Notes. Add additional notes if desired. {NOTE Rich text is available in Bid Notes}

• Bid Contact Information – Select Buyer information for Address Book • Ship To Information -defaults from SDezBuy-change or edit as desired • Bill to Information - defaults from SDezBuy and should remain as is. • Select either Yes or No “Allow Questions” fill in parameters • Click on Commodites “select”, then check mark Commodity or Commodities • Click Save • Figure d

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• Invitations – the invitations default from Commodity Code or Codes selected. You can add or use a bid list if no Commodity Codes were added to the bid.

• Activities – Add if necessary any bid activities. • Attachments – Add attachments if needed or necessary. Attachments that were in External Notes in

SDezBuy have been exported to the bid, remove or update them as necessary. You may upload multiple attachments at one time. Select access level, A. Public [all can see without login B. On-line [requires login to see] or 3. Buyer Only [allow only the buyer to see attachment].

• Attributes - Select from Library or add your own • Line Items – Edit, add notes if necessary [NOTE Rich Text is available] • Select Bid Type on Line Item- NOTE this only needs to be selected if you hadn’t selected one on the

Bid Events tab or only on one line if there are multiple lines. • Response Attachments – allow supplier to add other attachments to their bid response. • Notes – Internal Bid Notes List for Buyer use only.

10. Click “Preview” to review the bid. Edit if necessary or click Issue if ready to issue the bid.. 11. Bid closes, proceed with normal award procedures. Unseal bid, open documents save Bid Invitation, Bid Participation List, Tabulation Sheet and Low Bid Response to a file on your computer to attach later to the requisition when it is exported back to SDezBuy. 12. Adding Bid Notes [if necessary] – locate Bid Document and open it, click on Notes, click New – enter

title and type note, click save. 13. Adding Attachments to Closed Unsealed bid or Awarded bid (e-mails or other documents) – locate Bid

Document and open it, under Award or Bid Details go to Award Attachments, click New and then browse to add e-mail, bid quote or any attachment.

14. Complete Award either by “Award Supplier” or “Award Lines” to low responsive supplier or suppliers

that meets the specifications. (figure e) Select vendor you want to Award the bid to, click on the “+”, the vendor you selected will move down to the Pending Awarded Suppliers. (figure f) Proceed with clicking on Complete Award in the Pending Awarded Suppliers area.

Figure e

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Figure f

15. If OPM needs to approve you do not check mark boxes “Notify all awarded suppliers” or “Notify all

non-awarded responding suppliesrs of the award” at this time. Dcoument Availablitlity Settings should remain as set unless OPM does not need to approve, then change all to “Public”. Click “Complete Award” when ready. (figure g)

Figure g

16. Hold curser over Bids, click on “Awarded” select bid number you want to export to SDezBuy, click on

bid number. (figure h) Figure h

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17. Click “Extract” and then click “External Extract”. (figure i) Then click New, on the first award to a supplier you will need to enter SDezBuy supplier ID Number. (figure j) Locate the supplier number in SDezBuy by going to the Search For Supplier in SDezBuy, enter the supplier to search for, then “Summary” to locate supplier ID. (figure k) Note the Purchase Order number will be the requisition number that was exported from SDezBuy.

Figure i

Figure j

Figure k

19. Check mark any documents you want to export back to SDezBuy prior Clicking “Save” this will Export

to SDezBuy, (figure l), (Figure m) shows what the screen will look like after Export has been completed.

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Figure l

Figure m

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Return to SDezBuy 20. Click on the Red flag on the upper right of screen. Click on “Purchase Order” and click on the

bid number or PO Number which was exported from Sourcing Manager. (figure n) Figure n

21. Locate the bid number, open it and assign to yourself. Click on Purchase Order tab. Note if

requisition is awarded to Multiple suppliers there will be two or more in the bid review folder, one to each supplier awarded part of the bid, all will have the same Internal PO # - open each and assign to yourself, Click on PO Tab

22. In the “Internal Information” box click Edit.

i. You can choose additional Approvers for your campus here if needed. ii. Enter any notes in the “Internal Notes” box.

iii. Click and choose from drop down appropriate “Manual PO” for your campus, only do this if you want the PO to be manual distribution. If greater than $4000 select appropriate State Approver from drop down. If less than $4000 Approve for workflow to create a PO.

iv. Click Save

23. Add bid attachments Bid Inv, Bid Participation List, Bid Tabulation Sheet, and Low bid Response from Sourcing Manager to the header “Internal Information”. In Internal Notes-add note to OPM Buyer or make notes for yourself. Add Sole Source form and other documents needed for State Approver. (figure o)

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Figure o

24. Any documents that you want to be sent with the PO you must attach in the External Notes “Attachments for Supplier” (figure o)

25. From drop down select Approve/Complete Step and click “Go”, the internal SDezBuy PO now

workflows to Banner to create PO if less than $4000 or if greater than $4000 to State Reviewer selected for approval.

26. After State Reviewer approves the PO it will flow to Banner to create the Banner PO

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Return to Sourcing Manager

28. Hold Curser over Bids and click on “Awarded”.

29. Locate bid number, click on Bid Number to open (figure p) Figure p

30. Click on Event Details, then click on Settings (figure q Figure q

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31. Change settings to Public – Available to All Suppliers and click Save. (figure r)

Figure r

32. Click on Return, Click “Messages” and Click Bid Message “NEW”. (figure s) Figure s

33. “Recipients” click on drop down and select who will receive bid response award information e-mail. 34. In Subject Line: type in Example: “Bid Award for #EKW-123458169-NSU Addendum 1”

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35. In Message: type in “A purchase order will be issued to the low responsive bid.” Or whatever you think is appropriate for the solicitation. Or select from Library

36. Click “Save”, this will send an e-mail to suppliers per the setting chosen in line 33.

Other Situations and Resolutions:

A. No Bid received on solicitation or line item – Award by line, no award line or lines that there was no bid received on. Complete award and export as normal to SDezBuy. In SDezBuy reject line with no bid received or change vendor for that line to the operate vendor for local purchase.

B. Vendor couldn’t supply product after awarded and PO issued to them – In Sourcing Manager undo award and award to the next lowest vendor that can supply product, complete award and perform a new extract to SDezBuy. Cancel the first PO n Banner and SDezBuy.

C. Award and extract to SDezBuy has been completed but index code used has insufficient funds so it will not complete the PO process in Banner – In SDezBuy you will need to go to Approvals and reject the internal PO to Banner. Go back to Sourcing Manager and perform another extract to SDezBuy. Make the necessary Index Code changes prior to proceeding with OPM approval.

D. To Revert a bid event, this option is available on “published”, “awarded” and “no-award” events

• Revert A Published Bid – Go to Bids Tab, Click Issued Bids / Check the box next to the bid in the Published Section / Click Revert, your bid will move to the Draft Bid Requests.

• Revert – An Awarded Bid or a Non-Awarded Bid - Go to the Bids Tab / Click Awarded / Check the box next to the bid from the Awarded or Non-Awarded Section / Click ‘Revert’, your bid will move to the Closed-Unsealed Bids Section.

[Suppliers do not receive e-mail notifications when an event is reverted. If you have reverted a bid to change an award, you can notify suppliers by selecting the checkboxes on the award completion page when completing your updated award.

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ADDING MORE THEN ONE COMMODITY TO A BID

1. When Bid is in Draft Mode, click on Commodities “select” for a drop down menu. The Commodity is the driving factor on which suppliers are notified of bid opportunity.

2. Put a check mark in the Commodity you want to use. If you select multiple Commodities the bid will get to a boarder based supplier list. Click Save after selection is complete and continue with editing the bid document.

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Creating a Bidders List and Using Bidder List To create a bidders list:

1. Click on Suppliers 2. Click on Suppliers List 3. Click on New Supplier List to create a new list 4. Name the Supplier List and add description if desired, click Save 5. Find Supplier List Name and click on magnifying glass to open. 6. Click on Add Suppliers, add suppliers by clicking on Add Suppliers or filter by specific supplier or by using

Commodity. 7. Edit Suppliers list, click on Supplier List name. Click on Edit Supplier List or Add Supplier or other options

available. [you can add, edit or delete suppliers from your list] 8. Click return when finished adding suppliers or editing.

How to use a Bidders List on a Solicitation.

1. Import bid from SDezBuy and convert to bid number 2. You MUST select Request for Quotation – Private Invited Suppliers [if you don’t other suppliers will be able to

view the bid when they login] 3. Complete additions, attributes, editing of bid as normal 4. Click on Invitations 5. Click on Invited Suppliers 6. Click on Add Suppliers List, check mark the supplier list name you want then click on Add Suppliers List again at

the top. This will add the Supplier list to the invited suppliers invitations. Only the bidders in the Bidders List will be sent the bid when the bid is issued.

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Adding an Attribute on the Fly

1. Click on Attribute 2. Click NEW, select “Checkbox” from drop down or attribute type you desire.

3. Name the Attribute: Example “Delivery Date Request” 4. Enter Note: Example “Delivery Required by April 15th” 5. From Response drop down select “Required” 6. Display Value: Example “Delivery Date Required” 7. Click Save and then return to continue with editing the bid.

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For Supplier: How to View Bid Results Guide To view the bid results 1. Access Sourcing Manager by clicking on the following link http://www.sdbor.edu/portal/souman/login.cfm 2. Enter your Username and Password and then click on the Sign In button.

3. Click on Bid Events tab and click on Closed Bids. 4. A list of closed bids appears the most recent will appear first in the list. Find specific bid and click on magnifying

glass or type in the specific bid number to search.

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5. Click on the Bid Number that you wish to review.

6. Click on the Documents link to view the bid tabulation and bid award documents.

7. Click on Return to return to the list of closed bids. 8. Click Log Off when finished.

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Revert Bid Process:

1. Go to My Awarded bids. 2. Open the bid you wish to Revert. 3.

4. Once you click Revert it will take you to the below screen Pending Awarded Suppliers

5. Check mark box of Awarded Supplier in the Pending Awarded Supplier field and click on Award Supplier. 6. Click on Clear All Awarded Suppliers. This will remove the Awarded Supplier. 7. Click Return or go to Closed Bids. You can now either Award by Line, Award by Supplier, or Cancel the bid etc. 8. In SDezBuy & Banner, cancel PO if previously extracted. 9. If you are Awarding it by Line or a different Supplier complete that process from the Closed Bid tab like normal. 10. Then extract to SDezBuy to create a new PO.

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Downloading Spreadsheet to create Bid Lines on Bid: 1. Click on Help 2. Click on Importing Spreadsheet 3. Follow instructions on Importing Spreadsheet document

Adding Notes to Awarded Bid:

1. To attach Notes to an Awarded Bid, select bid from Awarded Bids. 2. Click on Notes, Click on New, enter date, title and enter note. {you can cut and paste into the Note field up to

1000 characters} 3. Notes are internal only for the buyer to see or review and not available to the Public or supplier.

Adding Attachments to Awarded Bid:

1. Click on Award Details 2. Under Award Attachments, Click on New 3. Browse to find document you want to attach. 4. Enter Title, and Descriptin 5. Select the Access Level, On-Line, Public or Buyer Only. 6. Click Start Upload.

Adding or Missed selecting Commodity Code – How to add to bid already issued:

1. Go to Issued Bids 2. Open particular bid 3. Click on “Invitation” 4. Click on “Add Supplier” 5. Click on Open Search than filter by Commodity Code 6. Select Commodity Code, click on Search 7. Click on either Add Selected or Add All Suppliers for the commodity

This will send e-mail to all vendors that have that commodity code in their profile.