*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.
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:
- Automatically
commit Purchase Order generated by Order Desk Worksheets – Checking this box means
that all POs created from a bidding worksheet will be automatically committed
once they are created.
- 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.
- Do not sort items added to Order Desk Worksheets. Keep in same order. - If checked, the Items Requested tab in Order Desk Worksheet will not be automatically sorted, and will retain whatever placement order the items were added from.
- 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.
- 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
- 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.
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-BestPrice-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 theplacement to best suit their needs. Once the Selection Methods are
in the desired order, select save & close in the bottom right

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
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

- Show
Inactive Vendor Products – will allow users to view vendor products that have
been marked as inactive
- 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.
- Size
– will be the size assigned to that product
- Count
– will be the relationship between that product and the parent item
- Size
PO Blocked – will indicate whether the item is allowed to be added to
purchasing documents.
- Vendor
– will indicate which vendor is assigned to that the product size
- 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.
- Vendor
PN – will be where users can enter the part number or vendor SKU for the item
- 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.
- 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
- 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.
- Vendor Product Description – is a
text field and will be where users can add the vendors description for that
size.
- Vendor Product Notes – is a text
field and will be where users can add notes for that size as needed
- Vendor Product Price – will be the
vendor price used most recently on a purchasing document for that size
- 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.
- Price Last Updated – will indicate
the last time the bid price was most recently updated.
- 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
- Bid Price – will display the most
recently updated bid price from the vendor
- Bid Start – will display when the Bid
Price for that item starts
- Bid End – will display when the Bid
Price for that item expires.
- 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
thisproduct would be the winner. This field works in conjunction with the
price allowance checkbox in the Bid Selection Method editor.
- Priority – will allow users to rank
their products lowest to highest.
Note: Priority is one of the options
for Bid Selection Method.
- Create New/Remove Products – will
allow users to add or remove sizes
- Show Vendor Price History -will generate a
report for users that displays historical vendor price changes that have
occurred for that product
- 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.
- Clear bidding fields – will clear all
bid prices, and dates
- 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.
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
This section will
review how to create an Order Desk Worksheets to generate Purchase Orders.
1.
From
within Yellow Dog navigate to Worksheets > Order Desk.
2.
Select
Create New Order Desk Worksheet.
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 then click 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
- 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.
- Description
– will be the description that was entered at the beginning of the worksheet wizard.
This can be updated within the worksheet editor.
- Reference
– will be a text field users can take advantage of
- Order
To Store – will be the store that is ordering product
- Bid
Selection Method – will be the bidding method chosen to generate POs for this
worksheet
- Committed
– will be the date/time POs were generated from this worksheet
- Notes
– will be a text field users can add notes to about this worksheet
- Regenerate
Worksheet – will allow users to regenerate the worksheet when the bid selection
method has been updated.
- Requests
tab – will display any requests that were selected to generate this worksheet
based on
- 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.
- 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.
- 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.
- 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
- Save/Save
& Close – will be where users can save their progress on a worksheet or
close the worksheet without generating POs
- Print
– will be where users can print the worksheet
- 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