Procurement
Folder LogicThe Header tab of the Solicitation transaction lists general information describing the procurement.
If this is the first transaction within a procurement folder, then on validate of a draft transaction, the system assigns a unique Procurement Folder ID on the procurement Header. Or if it is associated with another procurement transaction and that transaction was the first transaction within the Procurement Folder, then Procurement Folder, Procurement Type ID and Procurement Type fields are populated with inferred values on copy forward. When the Procurement Folder ID field is populated indicating that it is associated with a folder, the View Procurement Folder action is activated on the transaction Header allowing users to transition to the Procurement Management page to review other Procurement Folder information associated with this selected folder. Once the user has transitioned to the Procurement Management page a Back link is displayed allowing the user to transition back to the transaction Header where the transition began.
The Solicitation Category field is used to define a high level solicitation category group. The Solicitation Category is defined by each site on the Solicitation Category page and is intended to make the solicitation bidding easier for vendors by allowing them to narrow their search in VSS by Solicitation Categories. Examples of Solicitation Categories are: Construction, Services/Consulting, Technology, Equipment, Printing, Supplies, Sub Contracting, and Professional.
The following Solicitation Category inference logic applies:
On validate of SO Transaction Type transaction and Solicitation Category field is blank, the system will perform the first lookup to the Solicitation Category field on PRDOC for this Solicitation Transaction Code.
If no value is specified in the Solicitation Category field on PRDOC, then the system performs next lookup to the Solicitation Category field from the Procurement Type.
If no value is specified in the Solicitation Category field on Procurement Type, then the default Solicitation Category is inferred from the ‘Default’ entry on the Solicitation Category table for this transaction.
In all cases, the user is allowed to change the default value of the Solicitation Category that is inferred to the SO Transaction Type transaction.
The following vendor restriction flags are available on the Header of the solicitation transactions:
Vendor List Restricted Access to Solicitations? - This flag, when selected, indicates that the solicitation can only be viewed by those vendors and their associated VSS users that are listed in the Vendor List tab of the SO transaction. This flag has no system relationship to the Vendor List Restricted Responses? flag.
Vendor List Restricted Responses? - This flag indicates whether the vendors on the Vendor List are allowed to submit a response for this solicitation. If this check box is selected, then only vendors on the Vendor List are authorized to submit responses (SR transactions) in VSS.
Restrict Public Access Ask Questions - This flag indicates whether public access users in VSS are allowed to ask questions online for a published solicitation.
Required/Conditionally
Required Fields
The following fields are required, and if left blank are automatically populated:
Record Date
Procurement Type
The following fields are conditionally required based on site specific setup on the Transaction Control (DCTRL) table:
Transaction Description
Issuer ID
Requestor ID
Name
Phone
The following fields are conditionally required based on site specific setup on the Procurement Transaction Control (PRDOC):
Terms and Conditions Template
Reason for Modification
Grant Year (this field is delivered hidden and can be changed to displayed via Configure Page (DESIGNER), to make it available for use on SO type Grantor transactions.)
If the Enforce Transaction Department Validation field on the Transaction Control (DCTRL) page is selected, the values entered in the following fields are validated against the Transaction Department to verify that the value entered is authorized for that specific Transaction Department:
Bid Receiving Location
Issuer ID
Requestor ID
T & C Template
Create
a Terms and Conditions Template
The Add Templates section allows you to optionally place the Terms and Conditions you have set up on the current solicitation into a template on the Terms and Conditions Template (TRMTM) table.
Enter a value in the T & C field.
Enter a value in the Name field
Select the Add Template check box.
The Add Templates section allows you to optionally place the Vendors you have set up on the Vendor List tab for the current solicitation into a template on the Vendor List Template page. (Note: Vendors added by the Vendor Rotation tab or by the Free Form Vendor tab will not be added to the template.)
Enter a value in the Vendor List field.
Enter a value in the Name field.
Enter a value in the Buyer ID field.
Enter a value in the Department field.
Enter a value in the Comm Class field
You can optionally select the Prequalified List check box to indicate whether a pre-qualified vendor list was used for the Solicitation.
Select the Add Template check box.
Once added, the newly created template can be selected on future transactions.
Create
an Evaluation Criteria Template
The Add Templates section allows you to optionally place the Evaluation Criteria you have set up on the current solicitation into a template on the Evaluation Criteria Template page.
Enter a value in the Evaluation Criteria field.
Enter a value in the Name field
Select the Add Template check box.
Once added, the newly created template can be selected on future transactions.
The Header tab contains the following actions/links:
Refer to the "Transaction Actions" topic in the Transactions User Guide for information on common actions that apply to the entire transaction.
Assemble Transaction - Solicitation transactions allow you to initiate the Assembly Process when the Assemble External Terms and Conditions parameter is set to True on the Applications Parameters table. This process assembles specific transaction tabs, all of the attached Terms and Conditions, and all of the Supporting Transactions attached to the transaction within a single formatted PDF transaction. (Note: Inactive lines will not be assembled if the Hide Inactive Procurement Lines flag is selected upon initiating the assembly request.) Please refer to the "Assembly Process” topic for more information.
Refresh T & C - When selected, Advantage looks to the Terms and Conditions (TRMC) page and determines the Last Update Date for all Terms and Conditions (T&C) currently in the Terms and Conditions tab and in the Commodity T&C tab of the transaction. If the Last Update Date on the TRMC page is greater than the T&C Last Updated Date for the corresponding T&C on the transaction, the system infers over the existing T&C and replaces it with the updated version from the TRMC page. This inference occurs for T&C in both the Terms and Conditions tab as well as the Commodity T&C tab.
Load Vendor List - When selected, any vendors associated with the template selected in the New Vendor List field are loaded to the Vendor List tab.
Load T & C - When selected, any terms and conditions associated with the template selected in the T & C field are loaded to the Terms and Conditions tab and to the Commodity T&C tab.
Load Schedule of Events - This action loads all events associated with the Template ID entered in the Schedule of Events field to the Schedule of Events tab of the Solicitation transaction.
Reset Buyer - This action is active if the RESET BUYER parameter on the Application Parameter page is set to Yes. When selected, this action re-applies the logic for assigning a buyer/buyer team to the Procurement. Refer to the "Buyer Logic" topic for more information.
View Procurement Folder - This action allows you to transition to the Procurement Management page to review transactions associated with the Procurement Folder. Once you transition from this transaction to the Procurement Management page a Back link is visible. Selecting the Back link transitions you back to the transaction you transitioned from.
View Assembly Request - This action transitions you to the Assembly Request page, which allows you to view the current and previous status of the Transaction Assembly process for the selected transaction. This link is only visible when the Assemble External Terms and Conditions parameter is set to True on the Applications Parameters table.