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.
Records can be added to the VENDSLST page in one of three ways:
Matching
Record on VENDNOTMatching
Record on VENDNOT
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.
Created
by a SR/SRW TransactionCreated
by a SR/SRW Transaction
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.
Manually
Inserted by a UserManually
Inserted by a User
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.
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.
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.
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.
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.
This page contains the following actions/links:
Row-Level
actions/linksRow-Level
actions/links
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.