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Warehouse Inventory SystemSummary of Enhancements and Changes

Release 4.01

NCS Publication Number 649 400 173

Released December 1998

This edition applies to Release 4.01 of the NCS Comprehensive Information Management for Schools III(CIMS III) Warehouse Inventory System (WHS) product for IBM AS/400* systems, and to allsubsequent releases and modifications until otherwise indicated in new editions or updates.

The data used to illustrate the reports and screen images may include names of individuals, companies,brands, and products. All of these names are fictitious; any similarities to actual names are entirelycoincidental. Further, any illustrations of report formats or screen images are examples only, and reflecthow a typical customer would install and use the product.

CIMS is a registered trademark of National Computer Systems, Inc.ACS, EMS, FMS, and WHS are trademarks of National Computer Systems, Inc.

*IBM and AS/400 are registered trademarks of the International Business Machines Corporation.

Copyright 1998, National Computer Systems, Inc. Printed in the U.S.A. All rights reserved. Nopart of this book may be reproduced in any form or by any means without permission in writingfrom National Computer Systems, Inc.

Copyright © National Computer Systems, Inc. 1998 Confidential Information iii

ContentsOverview ................................................................................................ 1

Overview of Enhancements ............................................................... 2Bid Management Process Flow.......................................................... 3

Existing Programs................................................................................. 5Maintaining Awarded Bids.................................................................. 6

Entering Bid Information............................................................... 6Entering Detail Information........................................................... 8

Creating PO Requisitions in FMS....................................................... 9New Programs ..................................................................................... 11

Entering Received Bids.................................................................... 12Entering Received Bids Information ........................................... 12Entering Detail Information......................................................... 14

Listing the Received Bids................................................................. 16Selecting the Stock Item Numbers ............................................. 16

Printing a Purchase Order Requesting Location Report................... 17Selecting the Purchase Order Numbers..................................... 17

Purging Received Bid Records ........................................................ 18Selecting the Bid Contract Numbers .......................................... 18

Reversing the Awarded Bid Process................................................ 19Selecting the Bid Contract Number ............................................ 19

iv Warehouse Inventory System, Release 4.01

Copyright © National Computer Systems, Inc. 1998 Confidential Information

Copyright © National Computer Systems, Inc. 1998 Confidential Information 1

OverviewThis summary provides information about enhancements and changesmade to the Warehouse Inventory System (WHS) for Release 4.01.Use this document with existing documentation for the WHS application.

The online help text provides most of the information you need to use thenew programs on a daily basis. Use the instructions in this printeddocument to familiarize yourself with the functions and screens, or whenyou have a question that the online help does not address.

To see the most up-to-date publications and software notices, use theCIMS Customer Link on the Internet as your electronic source ofinformation about CIMS software. You can access Customer Link using aPC, communications software, and a modem. Customer Link is available24 hours a day, 7 days a week at http:\\ncslink.com. You can download acopy of this and other pertinent documents from this site.

To use the available documentation, review the following:

■ See the Technical Bulletin portion of the 4.01 release documents for alist of all new and changed objects in this release.

■ See the step-by-step instructions in this document to learn how to usethe new and changed programs.

■ See the online help text for questions that arise while you are usingthe system.

2 Warehouse Inventory System, Release 4.01


Overview of EnhancementsThe following enhancements were provided in the Bid ManagementModule of the Warehouse Inventory System.

Enhancements were made to two existing programs:

■ Modified BID.330 – Awarded Bids Maintenance■ Modified BID.410 – Create PO Requisitions from Awarded Bids

Five new programs are available in this release:

■ BID.335 – Received Bids Maintenance■ BID.525 – Received Bids by Stock Item Listing■ BID.535 – Purchase Order Requesting Location Report■ BID.635 – Purge Received Bid Records■ BIS.650 – Reverse Awarded Bid Process

The basic steps in the Bid Management System are illustrated in thefollowing flow diagram.

Publications Number 649 400 173 3


Bid Management Process FlowSeveral modifications were made to the bid management programs.

Print Bid Catalog BID.510

Locations Order

Needed Qtys

Enter Qtys in Bid Requisitions

BID.220

Maintain Awarded Bid Information

BID.330

Process Received Bids

BID.335

Purge Records for Received Bids

BID.635

Print Awarded Bids Listing

BID.520

Print/Send Vendor Proposals BID.230

Print Requesting Locations for PO’s

BID.535

Print Attachments for

Purchase Orders BID.530

Create PO Requisitions

in FMSBID.410

Print Rec’d Bids by Stock Item No.

BID.525

Reverse Awarded Bid Process

BID.650

New Programs


Existing ProgramsThis section contains information on the enhancements made to thefollowing existing programs:

■ Modified BID.330 – Awarded Bids Maintenance■ Modified BID.410 – Create PO Requisitions from Awarded Bids

The BID.330 – Awarded Bids Maintenance was modified to work inconjunction with the new BID.335 – Received Bids Maintenance in aconsistent manner. The BID.410 – Create PO Requisitions from AwardedBids was enhanced to handle multiple requisitions to a single vendormore efficiently.



Maintaining Awarded BidsUse BID.330 – Awarded Bid Maintenance to update stock iteminformation on an awarded bid or to manually enter an awarded bidwithout processing the received bid in BID.335 – Received BidMaintenance. This program has several field name changes and hasbeen modified to enable you to update the vendor’s unit of measurementand quantity on the processed bid.

Choose BID.330 – Awarded Bid Maintenance from the Bid ManagementSystem menu. When you add a new bid contract number for a specificvendor number, the system displays the following screen.

Entering Bid Information10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:51:08 CAPTURE WHS Awarded Bids Maintenance Ref: BID.330 .11

Bid Contract Number: TJ600 AIR-A-ZONA MFG Vendor Number: 149 2548 W BROADWAY RD

Date of Contract: 11/06/98 è MESA AZ

Catalog Code: � Combine Requisitions for this Catalog? N � Total Award: $ .00 �

Reference Note: �_______________________________ _______________________________

Unit of Measure: ò 1 1 = Bid U/M Unless Blank Then Stock U/M 2 = Bid U/M Only 3 = Stock Item U/M Only

Stock Grouping (Only If Requisitions Combined): Category Code: ó _________ _____

Mode: Add F3=Exit F4=Index F5=Reset F12=Cancel Cancel? N

1. In the Date of Contract field at è, change the default, if needed.

2. If you are awarding all requisitions for a specific catalog to thisvendor, type the catalog code for the stock items in the Catalog Codefield at �.

Make sure the catalog code is defined in INV.320 – Catalog Codes.

3. Review the default N (No) in the Combine Requisitions for thisCatalog? field at �. This means you must manually enter the stockitems you want to award to this vendor on the detail line screen.

To award all bid requisitions for the specified catalog to this vendor,change the value to Y (Yes). The system automatically builds detail



lines for each stock item in the catalog with an existing bid requisitionin BID.220 – Bid Requisition Maintenance.

4. Review the Total Award field at �. This field is display-only andreflects the total amount of the bid awarded to this vendor.

5. Type a brief description in the two Reference Note fields at �.

6. In the Unit of Measure field at ò, choose one of the following options:

1 = Bid U/M Unless Blank Then Stock U/M2 = Bid U/M Only3 = Stock Item U/M Only

7. If you combined all items within a stock category for this bid contract,use the Category Code fields at ó to enter the stock’s category codeand the subcategory code (if any). Make sure category codes andsubcategory codes were defined using INV.210 – Category Codes.

8. Press r. If you selected Y (Yes) in the Combine Requisitions for thisCatalog? field at �, the system automatically builds detail lines forevery item in the specified catalog with a bid requisition in BID.220 –Bid Requisition Maintenance The system displays these lines on aline command screen where you can change the information orexclude items from this vendor.

If you selected N (No) in the Combine Requisitions for this Catalog?field, the system displays the following screen where you canmanually enter detail information for items to be awarded to thisvendor.



Entering Detail Information10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:58:33 CAPTURE WHS Awarded Bids Maintenance Ref: BID.330L.11 Bid Contract Number: TJW200 Vendor: 1 NATIONAL COMPUTER SY CMD Quantity Units Stock Item Description Bid Price Amount BEGIN

1.000 Stock Item: è__________ Bid Price: � Vendor Stock Item: �_______________ Reference Note: �____________________ Change the Proposal’s: � Unit: ____________ Quantity: .000

F3=Exit F4=Index F5=Reset F12=Cancel Cancel? N

1. In the Stock Item field at è, type the stock item number.

2. In the Bid Price field at �, type the bid price for a single unit ofmeasure from the vendor’s bid.

3. In the Vendor Stock Item field at �, type the vendor’s internal stocknumber for the item. The system will use this number on the purchaserequisition.

4. If you want, type a brief note in the Reference Note field at �.

5. You can change the vendor’s proposed unit of measure and quantityin the Change the Proposal’s: Unit and Quantity fields at �.

Make sure you change the Quantity field to reflect the correct quantityfor the new unit of measure.

6. Press r, the system adds the line and returns to the Stock Item fieldat è so you can enter information for another stock item.

Enter as many stock items as you need for this contract.

7. To stop entering items, press r without typing anything in the fields.The system displays the line command panel.

To exit the line command panel, type E in the CMD column and pressr. The system displays the command panel.



Creating PO Requisitions in FMSUse BID.410 – Create PO Requisitions from Awarded Bids to transferawarded bid information to the Financial Management System (FMS)application. This program has been modified to combine multiple bidsawarded to the same vendor into a single purchase order requisition.When combining bids, the Reference field in the FMS program willcontain the value “Multiple Bids” instead of the bid contract number.


New ProgramsThis section contains information on the five following new programs thatare available in this release:

■ BID.335 – Received Bids Maintenance■ BID.525 – Received Bids by Stock Item Listing■ BID.535 – Purchase Order Requesting Location Report■ BID.635 – Purge Received Bid Records■ BIS.650 – Reverse Awarded Bid Process

These programs enable you to track the bids received from the vendors,print a listing of received bids by stock item numbers, award bids tovendors, reverse the awarded bid process, print a report showing whichlocations ordered the items listed on the purchase orders, and purge thesystem of received bid records.



Entering Received BidsUse BID.335 – Received Bid Maintenance to enter bids received fromvendors into the system.

Once a bid has been processed by this program, you must useBID.330 – Awarded Bid Maintenance to modify the bid.

Choose BID.335 – Received Bid Maintenance from the Bid ManagementSystem menu. When you add a new bid contract number for a specificvendor number, the system displays the following screen.

Entering Received Bids Information10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:51:08 CAPTURE WHS Received Bids Maintenance Ref: BID.335 .11

Bid Contract Number: TJ600 AIR-A-ZONA MFG Vendor Number: 149 2548 W BROADWAY RD

MESA AZ Date of Contract: è 11/06/98 Expiration Date: �

Catalog Code: � Combine Requisitions for this Catalog? N �

Reference Note: � _______________________ _______________________

Processed to Awarded: N ò Total Award: ó .00 Total Bid: õ .00

Unit of Measure: ö 1 1 = Bid U/M Unless Blank Then Stock U/M 2 = Bid U/M Only 3 = Stock Item U/M Only

Mode: Add F3=Exit F4=Index F5=Reset F12=Cancel Cancel? N

1. In the Date of Contract field at è, change the default, if needed.

2. In the Expiration Date field at �, type the date the contract expires.This date must be later than the date in the Date of Contract field.

3. If you are awarding all requisitions for a specific catalog to thisvendor, type the catalog code for the stock items in the Catalog Codefield at �.

Make sure the catalog code is defined in INV.320 – Catalog Codes.

4. Review the default N (No) in the Combine Requisitions for thisCatalog? field at �. This means you must manually enter the stockitems you want to award to this vendor on the detail line screen.



To award all bid requisitions for the specified catalog to this vendor,change the value to Y (Yes). The system automatically builds detaillines for each stock item in the catalog with an existing bid requisitionin BID.220 – Bid Requisition Maintenance. If you want, you canchange the Award? field in the next screen to N (No) to excludespecific items.

5. If you want, type a brief note in the Reference Note fields at �.

6. Review the Processed to Awarded field at ò. This displays the bidstatus (in Lookup mode).

N (No) means the bid has not been processed and can be modifiedhere.

Y (Yes) means the bid has been processed and can only be changedin BID.330 – Awarded Bid Maintenance.

7. Review the Total Award field at ó. This field is display-only andreflects the total amount of the bid awarded to this vendor.

8. Review the Total Bid field at õ. This field is display-only and reflectsthe total amount of this vendor’s bid.

9. In the Unit of Measure field at ö, choose one of the following options:

1 = Bid U/M Unless Blank Then Stock U/M2 = Bid U/M Only3 = Stock Item U/M Only

10. Press r. If you selected Y (Yes) in the Combine Requisitions for thisCatalog? field at �, the system automatically builds detail lines forevery item in the specified catalog with a bid requisition in BID.220 –Bid Requisition Maintenance. The system displays these lines on aline command screen where you can change the information orexclude items from this vendor.

If you selected N (No) in the Combine Requisitions for this Catalog?field, the system displays the following screen where you canmanually enter detail information for stock items to be awarded to thisvendor.



Entering Detail Information10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:53:35 CAPTURE WHS Received Bids Maintenance Ref: BID.335L.11 Bid Contract Number: TJ200 Vendor: 1 NATIONAL COMPUTER SY CMD Quantity Units Stock Item Description Bid Price Amount BEGIN

1.000 Stock Item: __________ è Bid Price: � Vendor Stock Item: _______________ � Reference Note: ____________________ � Change the Proposal’s:� Unit: ________ Quantity: .000 Award?: N ò


1. In the Stock Item field at è, type the stock item number.

2. In the Bid Price field at �, type the bid price.

Use this field to enter the price for a single unit of measure from thevendor’s bid.

3. In the Vendor Stock Item field at �, type the vendor’s internal stocknumber for the item. The system uses this number on the purchaserequisition.

4. If you want, type a brief note in the Reference Note field at �.

5. You can change the vendor’s proposed unit of measure and quantityin the Change the Proposal’s: Unit and Quantity fields at �.

Make sure you change the Quantity field to reflect the correct quantityfor the new unit of measure.

6. Review the Award? field at ò. If you chose to combine requisitions forthe specified catalog in the previous screen, this field will contain Y(Yes), which means the item will be awarded when the bid isprocessed. You can change this value to N (No) to exclude specificstock items.

If you did NOT choose to combine requisitions for the specifiedcatalog, the field defaults to N (No). To award a stock item, changethe value to Y (Yes). When the bid is processed, all detail lines withthe Award? field set to Y, will be awarded to the specified vendor.



7. Press r. The system adds the line and returns to the Stock Itemfield so you can enter information for another stock item.

Enter as many stock items as you need for this contract.

8. To stop entering items, press r without typing anything in the fields.The system displays the line command screen.

To exit the line command screen, type E in the CMD column andpress r. The system displays the command screen.

9. To process the bid, type P in the command line. Ensure the correctbid contract number and vendor are displayed and press r. Whenthe process is finished, you cannot modify the bid using this program.You must use BID.330 – Awarded Bids Maintenance.



Listing the Received BidsUse BID.525 – Received Bids by Stock Item Number to generate a reportthat lists the received bids for a stock item number.

Choose the BID.525 – Received Bids by Stock Item Number option fromthe Bid Management System menu. The system displays the followingscreen.

Selecting the Stock Item Numbers10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:57:18 CAPTURE WHS Received Bids by Stock Item Listing Ref: BID.525P.01

Select (Blank for All):

Stock Item Number è From/only: __________ To: __________


1. To limit the report to a single stock item number, type the number inthe From/only field under the Stock Item Number heading at è.

To limit the report to a range of stock item numbers, type the firstnumber of the range in the From/only field and the last number of therange in the To field.

To print received bids for all stock item numbers, leave these fieldsblank.

2. When you press r, the system displays a submittal prompt. Press rto submit the job, or type Y in the Cancel? field to cancel processing.



Printing a Purchase Order Requesting Location ReportUse BID.535 – Purchase Order Requesting Location Report to generatea report that lists the locations requesting stock items that appear on thepurchase orders.

Choose BID.535 – Purchase Order Requesting Location Report from theBid Management System menu. The system displays the following screen.

Selecting the Purchase Order Numbers10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:57:18 CAPTURE WHS Purchase Order Requesting Location Report Ref: BID.535P.01

PO Number ......è (From/Only) __________ (To) __________

Sort Option ................ 1 � 1 = PO Number/Stock Item 2 = Location/Stock Item


1. To limit the report to a single purchase order, type the purchase ordernumber and document ID in the From/Only field next to the PONumber heading at è.

To limit the report to a range of purchase orders, type the first numberand document ID of the range in the From/Only field and the lastnumber and document ID of the range in the To field. To printrequesting locations for all purchase order numbers, leave thesefields blank.

2. Review the default (1) in the Sort Option field at �. This means youwant the report sorted by purchase order number, with the stock itemnumbers for each purchase order listed in alphanumeric order.

Change this value to 2 if you want the report sorted by location, withthe stock item numbers for each location listed in alphanumeric order.




Purging Received Bid RecordsUse BID.635 – Purge Received Bid Records to delete records associatedwith a received bid.

Choose BID.635 – Purge Received Bid Records from the BidManagement System menu. The system displays the following screen.

Selecting the Bid Contract Numbers10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 16:59:58 CAPTURE WHS Purge Received Bid Records Ref: BID.635P.01

Select (Blank for All):

Bid Contract Number è Vendor Number � From/only: _______________ _______________ To: _______________ _______________


1. To limit the report to a single bid contract number, type the number inthe From/only field under the Bid Contract Number heading at è withits associated vendor number in the field under the Vendor Numberheading at �.

To limit the report to a range of bid contract numbers, type the firstnumber of the range in the From/only field and the last number of therange in the To field. Type the associated vendor numbers in theVendor Number fields to the right of each bid contract number.

To purge received bid records for all bid contract numbers, leavethese fields blank.




Reversing the Awarded Bid ProcessUse BID.650 – Reverse Awarded Bid Process to reverse the awardprocess for a bid. This program changes the award flag in BID.335 –Received Bids Maintenance, which enables you to make changes to thebid stock item information.

You cannot reverse the award process for any bid that has beentransferred to the Financial Management System application usingBID.410 – Create PO Requisitions from Awarded Bids.

Choose BID.650 – Reverse Awarded Bid Process from the BidManagement System menu. The system displays the following screen.

Selecting the Bid Contract Number10/20/98 FY 98 CIMS III DEMONSTRATION DISTRICT 17:00:08 CAPTURE WHS Reverse Awarded Bid Process Ref: BID.650P.01

Select: è

Bid Contract Number _______________ Vendor Number


1. To reverse the bid award process, type the bid contract number andvendor number in the two fields under the Select heading at è.


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