Vendor Solicitation List

The Vendor Solicitation List (VENDSLST) page allows you to view, insert, modify and delete vendor solicitation list activities related to the selected solicitation. When a user navigates to the VENDSLST page using Global Search, the page opens displaying all automatic solicitation-vendor combination records that exist along with any additional manual vendor solicitation list information that has been recorded by users.

When a new record is populated on the Vendor Notification (VENDNOT) table, the system creates a matching record on the Vendor Solicitation List (VENDSLST) table with a Vendor Solicitation List type of Notification for that Solicitation/Vendor combination. The system selects records from the VENDNOT table with the Email/Letter Type value shown in the list below and inserts a matching record on the VENDSLST page:

Vendor Notification (VENNOT): When a Solicitation is published, the appropriate vendors are notified.
Solicitation Amendment (SOLAMD): When a Solicitation is modified, notification is sent to all vendors who have already responded to that Solicitation.
Solicitation Cancellation (SOLCAN): When a Solicitation is cancelled, notification is sent to all vendors who have already responded to that Solicitation.

The Email/Letter Type field is a display only field and is only populated by records automatically added from the VENDNOT table. Therefore, it cannot be updated on any manual inserts or modifications to existing entries.

For automatic updates when the system inserts a corresponding entry to VENDSLST from VENDNOT page, the fields are mapped as follows:

Vendor Solicitation List - Automatic records are inserted to VENDSLST with Vendor Solicitation List type of ‘Notification’.
Solicitation Doc Code - Inferred from VENDNOT.
Solicitation Doc Dept - Inferred from VENDNOT.
Solicitation Doc Id - Inferred from VENDNOT.
Solicitation Doc Version - This value on VENDNOT is inferred from the SO Doc Header for the latest Final version of the Solicitation.
Amendment - Inferred from VENDNOT.
Vendor Code - Inferred from VENDNOT.
Vendor Name - Inferred from Vendor/Customer.
Contact Name - Inferred from VENDNOT.
Contact Email - Inferred from VENDNOT.
Correspondence Type - Inferred from VENDNOT.
List Date - Inferred from Date/Time Sent on VENDNOT.
Email/Letter Type - Inferred from VENDNOT.
Created By - Batch User ID associated with the Load to Advantage batch job, for example, defaults to the current effective user who runs the synchronization job.
Created On - Inferred from Date/Time Sent on VENDNOT.
Modified By - On insert, the values are set to same value as Created By.
Modified On - On insert, the values are set to same value as Created By.

*Note: Records that are automatically added to the VENDSLST page from VENDNOT cannot be modified or deleted.

When a SR or SRW transaction is submitted in CGI Advantage Financial a record is automatically added to the VENDSLST table. Sealed bids in Vendor Self Service are added to the VENDSLST page after the sealed bid has been opened, exported from VSS, loaded to Advantage in Draft and then submitted to Final.

The following fields are populated on VENDSLST for the SR/SRW transactions:

Vendor Solicitation List – The value is set to Response/Bid.
Solicitation Doc Code, Doc Dept, Doc ID and Doc Version Number are populated with the referenced Solicitation transaction information. The Transaction column in the grid displays a hyperlink comprised of a concatenation of Solicitation Doc Code, Solicitation Doc Department, Solicitation Doc ID and Solicitation Transaction Version number for the associated solicitation.
List Date – Infers the Response Date from the SR/SRW Header.
Procurement Folder – Infers and displays the value from associated SO Header.
Vendor Code and Vendor Name fields – Infers and displays values from the Header of the SR/SRW transaction.
Contact Information fields – Infers and displays values from the associated Vendor Code on Vendor/Customer, if available. Specifically, if the selected Vendor Code has an Ordering address set to Default Record and the contact information fields on Vendor/Customer have been provided these values are inferred and displayed in the corresponding fields.

An authorized Advantage User can manually add entries to the Vendor Solicitation List (VENDSLST) page. Based on the reason that the entry is being added, the correct value must be selected in the Vendor Notification List field.

Notification

Scenario 1 - If an unregistered vendor has picked up a paper copy of the solicitation package, an Advantage Financial user can insert a new record to the VENDSLST table entering Solicitation Transaction information (Solicitation Doc Code, Solicitation Doc Dept, Solicitation Doc ID and Solicitation Version Number) and populating the Vendor Name, and Contact information such as Correspondence Type, Contact Email, Contact Name, Contact Phone and Contact Fax.
Scenario 2 - A registered vendor requests a copy of a solicitation notification package in a situation where they were not registered for the commodities associated with a solicitation. In this case, the user manually inserts a record setting the Vendor Solicitation List field to Notification, entering Solicitation Transaction Information (Solicitation Doc Code, Solicitation Doc Dept, Solicitation Doc ID and Solicitation Version Number) and Vendor Code using the pick field. The Vendor Name is inferred from Vendor/Customer and if the ordering address for the selected Vendor Code on Vendor/Customer has the Default Record flag set to ‘true’, the Contact information fields (Contact Email, Contact Name, Contact Phone, Contact Phone Extension and Contact Fax) are populated with inferred values from the selected vendor record. The user can change the inferred values, if necessary.

Pre-Bid Conference

An Advantage User must set the Vendor Solicitation List field to Pre-Bid Conference when recording a vendor’s attendance to a Pre-Bid Conference for a specified Solicitation. The user must also specify valid Solicitation Transaction information (Solicitation Doc Code, Solicitation Doc Dept, Solicitation Doc ID, Solicitation Doc Version) and Vendor Code (or Vendor Name). Since the Pre-Bid Conference type is selected, the Conference Location, Vendor Attendee 1 and either Vendor Attendee Email 1 or Vendor Attendee Phone 1 fields are required.

Intent to Bid

The Intent to Bid value should be selected for the Vendor Solicitation List field when manually adding a record for a vendor that has submitted or expressed an intention to bid on the listed Solicitation. Valid Solicitation Transaction information (Solicitation Doc Code, Solicitation Doc Dept, Solicitation Doc ID, Solicitation Doc Version) must be provided. And since Intent to Bid is selected, either the Vendor Code or Free-Form Vendor information must be populated as well.

Response/Bid

The Response/Bid value should be selected for the Vendor Solicitation List field when manually adding a record for a vendor that has submitted a response or bid for a given solicitation. It should be noted that in most circumstances the Respond/Bid entries will be automatically generated when the SR/SRW transaction are submitted in Advantage Financial. However, the system supports manual entry if the SR/SRW will not be created in Advantage.

For various reasons, a vendor may decide to remove themselves from further consideration for a Solicitation. In this situation, the Discontinued flag in the General Information tab on the VENDSLST page (in Edit mode) must manually be selected for all records that exist for the vendor for the specified Solicitation. If the Discontinued flag is selected for the vendor for one entry associated with the Solicitation, Advantage will not automatically select the flag for all other entries. If the Discontinued flag is selected, the Discontinued Date is required but will default to the current application system date if left blank.

If the Procurement Security (PROC_SECURITY) parameter on the Application Parameters table is true and the Procurement Administrator flag on the Procurement User (USER) table is true for the current user, then only the following users may update the VENDSLST record: the related Procurement Folder’s Buyer, member of Buyer Team, Manager or Member of Management Team, or current user (who is a Procurement Administrator). If the Procurement Security parameter on Application Parameters is false, then the Manager can make the changes or if no buyer assignment then anyone can make changes.

Note: Historical records (Historical Procurement Folder field is set to Yes) are hidden, by default, when opening this page. However, if a user locates and selects a historical procurement folder on an existing page (for example, Procurement Management) and then navigates to the Vendor Solicitation List page the related entries are shown on VENDSLST even though the procurement folder is historical. If opening from Global Search, historical records are only displayed, if the Historical Procurement Folder field on the search window has been set to blank or Yes. If the Historical Procurement Folder search field is set to No, then all historical records are hidden. Records are set to historical as a result of running the Procurement Folder Historical Update process.

Vendor Notification – The Vendor Notification hyperlink transitions the user to the VENDNOT page filtered by the selected solicitation. The user can transition back to the VENDSLST page by selecting the Back action or by selecting the Vendor Solicitation List action on the VENDNOT page.
Procurement Management – The Procurement Management action transitions the user to the Procurement Management page filtered by the associated solicitation’s procurement folder. The user can transition back to the VENDSLST page by selecting the Back action or by clicking the Vendor Solicitation List action on the Procurement Management page.