Bidding User Guide

Bidding User Guide

 *Bidding is available in Version 374+*

This document will review enabling, configuring, and using the bidding feature in Yellow Dog. The bidding feature allows users easily import bid pricing from multiple vendors that the system will then sort through and select the best vendor & price based on the customers chosen bid selection method. 

 

System configuration options

Along with being enabling bidding for a system there are some additional configuration options users can set in the Global section of Options under System Setup



  1.  Automatically commit Purchase Order generated by Bidding Worksheets – Checking this box means that all POs created from a bidding worksheet will be automatically committed once they are created.

  1. Use Bidding Price even if expired (otherwise default vendor price) – checking this box means that the bidding worksheet will use the most recent bid price even if it has expired. If this box is unchecked bidding worksheets will use the current default vendor price.

  1. PO Overage Warning % - When the quantity to order is higher than the requested quantity by percentage selected here users will get a pop up notifying them of the overage.

  1. Next Size Threshold % - When the quantity being ordered crosses the selected percentage of the next size up, the system will recommend ordering the next size. i.e., if the next size percentage is set to 50%, and a case is 24Cans, the system will only recommend ordering the case if 12 or more cans are being ordered

  1. Qty Round Up Threshold % - When the quantity ordered crosses the selected percentage the system will automatically round up or down to the next whole number. i.e., if the Qty round up percentage is to 15%, and 25 cans are being ordered which equals 1.04 cases which is less than 15% of two cases – the system would round that down to 1 case. If 28 cans are being ordered which equals 1.16 cases which is more than 15% of 2 cases – they system will round this up to two cases.

Creating Bid Selection Methods

This section will review creating Bid Selection methods. Bid selection methods are the user generated priority lists that indicate which criteria the system should look to to determine the winning vendor & price.

`            1.     From within Yellow Dog navigate to Bid Selection Methods under System Setup 

            

            2.   Select Create New Bidding Method 

            

   3. The Bid Selection Method editor will open. Users will enter a description that includes the priority order chosen for that method – using the screenshot below as an example the description would be Contract-Best          Price-Preferred Vendor-Priority Ranking-Primary Vendor. Users will also have the option to assign a numerical code to the method or make the method inactive as needed. The Remove Items with Zero Qty option will        automatically remove line items that do not need to be ordered when Fill to Par is used to adjust items in Purchase Orders. The Use Price Allowances feature will allow items that have a contract price, and a price               allowance set to be prioritized over the highest priority bid method. The 6 predetermined selection methods will automatically populate, and users can use the arrows on the right side of the screen to update the               placement to best suit their needs. Once the Selection Methods are in the desired order, select save & close in the bottom right



Enabling Bidding for Stores

 This section will review enabling the bidding feature for stores

            1.     Navigate to Stores under System Setup 

                   

2.  Double click on the store to open the store editor and navigate to the section labeled purchasing. Check the box Can Create Bidding Worksheets and select the Bid Selection method for that store from the drop       down. This will need to be enabled for each location that uses bidding worksheets
      

Item configuration options for Bidding

This section will review the new item configuration options for bidding within the Vendor Products tab of the item editor.

      1. From with Yellow Dog navigate to the inventory items screen, filter to the item in question and double click to open the item editor or highlight the item and select Edit on the right

         

2. From within the item editor navigate to the Vendor Products tab on the right


3. Vendor Products tab overview


            1.     Show Inactive Vendor Products – will allow users to view vendor products that have been marked as inactive.

                  2.     Show PO Blocked item sizes – will allow users to view sizes that have been blocked from being added to Purchasing documents. Note: when these items are included, users will have the opportunity to                      unblock them by unchecking the Size PO Blocked box.

                  3.     Size – will be the size assigned to that product

                  4.     Count – will be the relationship between that product and the parent item

                  5.     Size PO Blocked – will indicate whether the item is allowed to be added to purchasing documents.

                  6.     Vendor – will indicate which vendor is assigned to that the product size

                  7.     Primary Vendor – will allow users to indicate which vendor they consider the primary vendor. Note: Primary Vendor is one of the options for Bid Selection Method

                  8.     Vendor PN – will be where users can enter the part number or vendor SKU for the item

                  9.     Preferred Vendor Product – will allow users to indicate their preferred product or size. Note: Preferred Vendor Product is one of the options for Bid Selection Method

                  10.  Vendor Product Active – will allow users to indicate whether a particular size is still needed or ‘active’.  Items that have been discontinued by the vendor or no longer in use the customer can be made                             inactive by unchecking the box

                  11.  Vendor Product Brand – is a text field and will be where users can indicate the manufacturer or brand of the item. It is not uncommon for a vendor to carry multiple brands of one product for example –                       Sysco carries Sysco brand lemons, and Sunkist Lemons.

                  12.  Vendor Product Description – is a text field and will be where users can add the vendors description for that size.

                  13.  Vendor Product Notes – is a text field and will be where users can add notes for that size as needed

                  14.  Vendor Product Price – will be the vendor price used most recently on a purchasing document for that size

                  15.  Unit Price – is calculated based on the relationship between that size and the parent item. Note: Best Unit Price is one of the options for Bid Selection Method

                  16.  Price Last Updated – will indicate the last time the bid price was most recently updated.

                  17.  Contracted – will allow users to indicate whether there is a contract with the vendor for the price of that item. Note: Contract price is one of the options for Bid Selection Method

                  18.  Bid Price – will display the most recently updated bid price from the vendor

                  19.  Bid Start – will display when the Bid Price for that item starts

                  20.  Bid End – will display when the Bid Price for that item expires.

                  21.  Price Allowance – will be where users can set an allowance value – this means that if the product is more expensive than the winning product in the bid worksheet up to the selected dollar value this                             product would be the winner. This field works in conjunction with the price allowance checkbox in the Bid Selection Method editor.

                 22.  Priority – will allow users to rank their products lowest to highest. Note: Priority is one of the options for Bid Selection Method.

                 23.  Create New/Remove Products – will allow users to add or remove sizes

                24.   Show Vendor Price History -will generate a report for users that displays historical vendor price changes that have occurred for that product

               25.  Clear Vendor Price History – will clear all vendor history. This should only be done if there are serious errors, as all historical data will be lost.

               26.  Clear bidding fields – will clear all bid prices, and dates

         27.   Add another vendor – will create an additional line for the highlighted size, with the chosen vendor
                        

Note: Not visible on the screen are columns for:

·        Negative/Positive Deviation – where users can set the percentage values that you want to report on, if a vendor price fluctuates more than this percent.

·        Order Qty Minimum & Order Qty Multiple – will be where users can set the minimum amount that they can order of a product and the amount they must order in multiples of.

·        EDI dimension – allows users to track a vendors size when using split cases.

Updating Bid Prices

This section will review updating Bid Prices. Users will have the ability to import the bid prices quickly and easily from their vendors. A list of items that need to have their vendor price updated can be exported from the vendor editor, provided to the vendor to insert the current bid prices, and imported into Yellow Dog. 

                  1.     From within Yellow Dog navigate to Vendors & Manufacturers under Common Setup 

                         

            2. Highlight and double click the vendor in question to open the vendor editor
               

      3. The vendor editor will open – select the Vendor Products tab on the left     

            

            4.     On the right Select bidding export 

                  


      5. The next window that opens will allow users to filter to just the items that need to be edited. By default, all levels, contract statuses, and items available to that vendor will be included. Specific levels, contract                    statuses, and items with or without contract prices can be filtered to as needed. Users also have the option to include items that are purchasing blocked. Once the correct parameters have been selected, choose             Export in the bottom right

            

            6.  A report will generate with the items that need to have their bid prices updated. Yellow Dog recommends exporting the report to an excel file and providing it to the vendor to update

             

a.     Note: It is always recommended to export Formatted data when exporting to excel.

 

           7. The excel that generates will display the filters chosen for the export in the top left – these lines should be removed; they will prevent the file from being imported in the next step. Users can provide this file to                   their vendors to have bid prices added in the bid price column. Note: Using this file as the template for import will streamline the import process as the required column headers will already be in place
                  

            8. .     Once the updated file has been updated and returned it can be imported into Yellow Dog to update bid prices.

             Navigate to the Vendor Products tab within the vendor editor and select Bidding Import on the right

            


      9. The next window that opens will allow you to navigate to the saved file – when the file has been selected, choose Open in the bottom right
            


      10. The import window will open. Because the Bidding Export was used as the template for the import, the required column headers are already present. Yellow Dog always recommends taking a moment to confirm             the data appearing in the import window is accurate prior to importing. Once confirmed to be correct select OK in the bottom right
             

      11. When the import has completed a popup will appear confirming that the import was a success

             


Creating Bidding Worksheets from within Worksheets

This section will review how to generate bidding worksheets and Purchase Orders from the Worksheet area

            1.     From within Yellow Dog navigate to Bidding under worksheets 

            

            2.     Select Create New Bidding Worksheet on the Right 



      3. The worksheet wizard will open – Enter a description for the Worksheet, the store that will be purchasing items, Confirm the Bid Selection Method (the selection method assigned to the store will populate by       default, but can be updated as needed) and Next in the bottom right 

            


      4. Users will have the option to create the worksheet based on Requests or add hock. For this example, we will create the worksheet based on a request – to do so highlight the Request in question and choose Select             Record in the bottom right. Users also have the option to create the worksheet add hock – and to do so select Skip This Step rather than Select Record

            

      5. Worksheet Editor Overview 


                  1.     Code – will be the Yellow Dog generated number assigned to the worksheet. This code will also appear in the reference for the corresponding POs that are generated. This cannot be edited per worksheet however, how the                                    codes are generated can be configured in System Setup

                           2.     Description – will be the description that was entered at the beginning of the worksheet wizard. This can be updated within the worksheet editor.

                           3.     Reference – will be a text field users can take advantage of

                           4.     Order To Store – will be the store that is ordering product

                           5.     Bid Selection Method – will be the bidding method chosen to generate POs for this worksheet

                           6.     Committed – will be the date/time POs were generated from this worksheet

                           7.     Notes – will be a text field users can add notes to about this worksheet

                          8.     Regenerate Worksheet – will allow users to regenerate the worksheet when the bid selection method has been updated.

                         9.     Requests tab – will display any requests that were selected to generate this worksheet based on

                        10.   Items Requested tab –will display the items that need to be ordered. The source column will indicate whether the items was added from a request or manually.  Users will see a variety of information including the Par & Re-Order                         points for the items in the purchasing store, the stores current on hand, when the item was last purchased, and any line notes included on the Request. Users will note the qty requested populates the qty to order column and                              that that qty can be edited as needed.

                        11.   Bidding Results tab – will display which vendor was selected as the winner based on the Bid Selection Method selected for the worksheet. This tab will also display the bid period, the bid price for the item, the method used to                         select the winner, and the number of vendors assigned to the item

                       12.   Vendors tab - will display the vendors that POs will be generated for. This tab will also display the number of items on each PO, the total qty being ordered the qty requested the purchase price and the total cost. The purchase                         price will be the total of the bid prices and the total cost will be the total cost of the PO – or the qty times the bid price for each item added together. Users will also be able to remove a vendor from this tab, and the worksheet                            will recalculate the results to exclude that vendor. Note: The vendor can be added back after the fact if needed.

                      13.   Add/Edit/Remove – will be where users can add additional requests to the worksheet if needed, edit the highlighted request, or remove a request for the worksheet

                     14.   Save/Save & Close – will be where users can save their progress on a worksheet or close the worksheet without generating POs

                     15.   Print – will be where users can print the worksheet

              16. Generate Purchase Orders – will be where users can generate Purchase Orders once the worksheet has been filled out


      6. Once Purchase Orders have been generated, an additional tab will appear in the worksheet editor called POs. This tab will allow users to see and access all the POs that were generated for the worksheet. From this       screen users will be able to quickly confirm the status the POs, the number of line items, and the total qty of the items ordered.  To open the PO users will double click on the line in question or highlight the line and       select edit on the right

            

      7. From within the Purchase Order Editor users will be able to add Start Ship date, Expected Arrival, Cancel Ship date and notes as needed before selecting commit at the bottom

       

Generating Bidding Worksheets from within Purchasing

This section will review generating bidding worksheets, and purchase order from within the Request area of purchasing.

1. From within Yellow Dog navigate to Requests under Purchasing 

            

2. Highlight the Request(s) in question and select Create Bidding Worksheet on the right.
      


            1.     The Bidding Worksheet editor will open, with the highlighted Request(s) included.

                  Bidding worksheet overview

            
                  1.     Code – will be the Yellow Dog generated number assigned to the worksheet. This code will also appear in the reference for the corresponding POs that are generated. This cannot be edited per worksheet however, how the                                    codes are generated can be configured in System Setup

                           2.     Description – will be the description that was entered at the beginning of the worksheet wizard. This can be updated within the worksheet editor.

                           3.     Reference – will be a text field users can take advantage of

                           4.     Order To Store – will be the store that is ordering product

                           5.     Bid Selection Method – will be the bidding method chosen to generate POs for this worksheet

                           6.     Committed – will be the date/time POs were generated from this worksheet

                           7.     Notes – will be a text field users can add notes to about this worksheet

                          8.     Regenerate Worksheet – will allow users to regenerate the worksheet when the bid selection method has been updated.

                         9.     Requests tab – will display any requests that were selected to generate this worksheet based on

                        10.   Items Requested tab –will display the items that need to be ordered. The source column will indicate whether the items was added from a request or manually.  Users will see a variety of information including the Par & Re-Order                         points for the items in the purchasing store, the stores current on hand, when the item was last purchased, and any line notes included on the Request. Users will note the qty requested populates the qty to order column and                              that that qty can be edited as needed.

                        11.   Bidding Results tab – will display which vendor was selected as the winner based on the Bid Selection Method selected for the worksheet. This tab will also display the bid period, the bid price for the item, the method used to                         select the winner, and the number of vendors assigned to the item

                       12.   Vendors tab - will display the vendors that POs will be generated for. This tab will also display the number of items on each PO, the total qty being ordered the qty requested the purchase price and the total cost. The purchase                         price will be the total of the bid prices and the total cost will be the total cost of the PO – or the qty times the bid price for each item added together. Users will also be able to remove a vendor from this tab, and the worksheet                            will recalculate the results to exclude that vendor. Note: The vendor can be added back after the fact if needed.

                      13.   Add/Edit/Remove – will be where users can add additional requests to the worksheet if needed, edit the highlighted request, or remove a request for the worksheet

                     14.   Save/Save & Close – will be where users can save their progress on a worksheet or close the worksheet without generating POs

                     15.   Print – will be where users can print the worksheet

              16. Generate Purchase Orders – will be where users can generate Purchase Orders once the worksheet has been filled out

      3. Once Purchase Orders have been generated, an additional tab will appear in the worksheet editor called POs. This tab will allow users to see and access all the POs that were generated for the worksheet. From             this screen users will be able to quickly confirm the status the POs, the number of line items, and the total qty of the items ordered.  To open the PO users will double click on the line in question or highlight the             line and select edit on the right

            

      4. From within the Purchase Order Editor users will be able to add Start Ship date, Expected Arrival, Cancel Ship date and notes as needed before selecting commit at the bottom


            



















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