Managing Proposal Plan Purchases

When a vendor purchases plans for a proposal in a bid letting, the vendor is referred to as a proposal planholder. Each purchase transaction of proposal plans (and other printed materials) can be recorded and invoiced. The purchase record includes information about what was purchased, the invoice number, and vendor address information, which is used to generate mailing labels for the plans and any addendum information that is subsequently added to the proposal. The Purchase Summary component contains an accordion list of all the purchases that have been made for the proposals in the associated bid letting.

To access the Purchase Summary component, locate the appropriate letting row on the Bid Letting Overview component and select Purchases from the row Actions menu. You can also access the Purchase Summary by navigating to the Proposal Vendor Summary, locating the appropriate proposal vendor, and selecting Purchases from the row Actions menu. Type criteria in the Quick Find search box for the record you want or click Show first 10.

• Proposal ID and Description

• Vendor ID and Name

• Quantity

Each row represents one purchase record. Expand a record to display all the available information.

• Note: Updating the Valid for Bidding field also updates the record for the associated proposal vendor.

Actions

Select Delete to delete a purchase record. Select the Undo button to reverse the delete action. Click Save the save button when you are finished.

Select Duplicate Row to create a duplicate of the selected purchase record.

Select Exclude from Search Results to exclude a purchase record from search results.

Select Insert Row to add a blank row to the list of purchase records.

Views

Select Attachments to manage attachments in a purchase record. See Working with Attachments.

Select Links to manage links in a purchase record. See Working with Links.

Select Proposal Vendor to view details for the associated proposal vendor record.

Select Tracked Issues to manage tracked issues for a purchase record. See Maintaining Tracked Issue Information.

Adding a New Purchase Record for a Proposal

To add a new record for the purchase of materials for a single proposal, follow the steps below:

1. Click the New button.
   
   The system adds a new row at the bottom of the list. All fields in the new row are blank.

2. You must enter information in all fields that display a red asterisk.

3. Record information in other fields as needed to add additional information to the record.

4. When you are finished, click the Save button.
   
   The system displays a message to confirm that your changes were saved in the database.

Adding Purchase Records for Multiple Proposals by Vendor

If one vendor purchases plans for two or more proposals in the bid letting, you can save time by creating one invoice for multiple purchase records:

1. Click the Select Proposals... button.
   
   The system displays the Select Proposals modal window.

2. Click in the Invoice Number field and type the invoice number to apply to all the purchases made by this vendor.

3. Click in the Vendor ID field and select the vendor purchasing plans.

4. Locate the proposals purchased by typing criteria in the Quick Find search box or by clicking Show first 10.
   
   The system displays a list of records for all the proposals in the bid letting that match your search criteria.

5. Click the record for each proposal purchased by the vendor.
   
   The system adds a check mark beside each proposal you select and shades the row. To cancel a selection, click the selected row again.

6. Click the Add to Purchase button.
   
   The system closes the modal window and takes you to the Purchase Summary with the new purchase records added to the list.

7. Enter any additional information to the purchase records as needed.

8. When you are finished making changes to plan purchases for the bid letting, click the Save button.
   
   The system displays a message to confirm that your changes were saved in the database.

• Note: If you add a purchase record for a vendor who has purchased plans, but has not yet been added to the proposal record, the system automatically adds the vendor as a proposal vendor when you save the purchase record to the bid letting.

Related topics:

Generating Vendor Invoices