This chapter provides an overview of PeopleSoft Strategic Sourcing events and discusses how to:
Define basic event information.
Add line items and line defaults to an event.
Add comments and attachments to sourcing events.
Add and maintain bid factors for an event.
Use global policies and constraints with sourcing events.
Invite bidders.
Use event collaboration.
Post events.
Add and maintain sourcing event templates.
Create request for information (RFI) events.
This section lists a prerequisite, lists common elements, and discusses:
Event creation.
Event status.
Event modification.
Automatic proxy bidding.
Alternate unit of measure conversion.
Award beyond event quantity or amount.
Amount only requisitions.
Price adjustments.
Requisition consolidations.
Line groups.
Discussion forums.
Bidder downloads.
Bidder removal.
Before you create an event, you must set up user preferences so that you can create, buy, sell, or RFI events.
See Defining Strategic Sourcing User Preferences.
Event ID |
Enter a specific value to identify this sourcing event. If you are using autonumbering, leave the field value as NEXT. |
GoTo |
Use this drop-down list to access any of these pages:
|
Three types of events exist in PeopleSoft Strategic Sourcing:
A sell event: the sale of goods that you own (equivalent to a forward auction).
A buy event: the purchase of goods or services (equivalent to a request for purchase or quote or a reverse auction).
An RFI event: a request for information.
The event creator must have the appropriate roles to create events. PeopleSoft Strategic Sourcing comes with two user roles: the Event Buyer role and the Event Seller role. The Event Buyer role can create buy events; the Event Seller role can create sell events. However, when you create events, the allowable event formats and types are based on user preference settings, not on roles.
This diagram illustrates the Sourcing Offer process for procuring items or services:
Sourcing Offer process for procuring items or services
To create a sourcing offer:
Plan and create a buy or sell event.
Define bid factors, item or service specifications, and due dates.
(Optional) Invite collaborators to provide event input.
Invite bidders to bid on the event, and post the event for bidding.
When you create an event, you provide bidders an overall description of the event at the header level, with item-specific details at the line level. You can copy a previous event, purchase order, requisition, contract, PeopleSoft Engineering bill of material (BOM), PeopleSoft Manufacturing BOM, PeopleSoft Supply Planning planned order, or RFI to create a new event, and save events to use as templates. You can also attach documents and image files to the event to provide bidders with precise information about what you are buying or selling.
Specify at the header level any bid factors that pertain to the entire event. Then, at the line level, specify bid factors that apply to specific items. For each bid factor, set a weighting, letting the bidder know how much value you give to that portion of the bid. Price is, by default, the first bid factor of any line, and you also set a weighting for it. You can enter bid factors that you answer without displaying them to the bidders. These bid factors can be for subjective responses, such as current business relationship or interview results.
You can specify a list of bidders to invite to the event. You can modify this list by inviting some of them to bid only on specified line items. You can also specify an event as public to enable any organization or individual to register and place a bid.
When you create an event, the system generates a PDF file describing the event. In addition, you can create an XML file that contains event details that bidders can use to enter their bids and upload their responses using Microsoft Excel 2002. This PDF file, and optionally the XML file, is attached to the email that notifies bidders of the event. If you modify the event, you can regenerate the PDF and XML files and dispatch them to bidders.
Event creation options include a restriction that specific business units accept bids in multiple currencies. Or you might set extensions to the end time of some auction events but not others.
When you create an event, its status is Open. Once you post the event for internal approval, its status becomes Pending Post Approval. Other valid event statuses are:
Collaborating Event: The event has been routed for internal collaboration.
Posted: The event is approved, and bidding is ongoing.
Event Completed: The event has ended, but the update event status process has not been run.
Pending Award: The event has been completed but not yet awarded.
Collaborating Bid Analysis: The event has been routed for bid analysis collaboration.
Awarded: The event award has been approved; the event itself is complete.
Not Awarded: The event ended without the event being awarded.
Canceled: The event creator canceled the event.
For RFI events, the following event statuses include:
Open: The event is newly created and not yet approved.
Collaborating Event: The event has been routed for internal collaboration.
Pending Post Approval: The event is posted for internal approval.
Posted: The event is approved, and bidding is ongoing.
Posted/Event Ended: The event is approved and has ended but is not yet reviewed.
Pending RFI Review: The event has ended and is awaiting review.
Collaborating Bid Analysis: The event has been routed for bid analysis collaboration.
RFI Reviewed: RFI responses have been reviewed.
Canceled: The event creator canceled the event.
Post To Third Party Failed: When an event is in this status, it reverts back to Open after the event creator loads or edits it.
After you post an event, you can make only the following modifications:
Add comments and attachments, including regenerating the PDF file that describes the event.
Revise event extension parameters.
Extend the end date.
Invite new bidders.
Change the reserve price.
When you make these modifications, you can re-notify bidders and optionally regenerate the PDF and XML files.
Event creators can allow bidders to submit proxy bids to price-based auction events. This feature enables bidders to submit the lowest price bid for the requested goods or services. Then the system makes bids automatically—as needed to take the lead—to the preset best (proxy) offer. Thus, the bidder gets the best possible deal while still winning the business.
For example, the event creator may enable proxy bidding on a buy auction event. The event has one line with a start price of 100 USD and a bid decrement of 5 USD. If proxy bidding is enabled, bidders can enter the absolute lowest price that they are willing to offer and allow the system to bid on their behalf. So assume that Bidder A has the current winning price of 90 USD. Bidder B could enter a proxy bid price of 70 USD. Upon posting the bid, Bidder B's current bid price would actually be set to 85 USD (the current winning price minus the bid decrement). If Bidder C then bid 78 USD, then Bidder B's current winning bid price would be updated to be 73 USD, which is Bidder C's bid price minus the 5 USD decrement. Therefore, Bidder B would still have the winning bid.
See Also
Entering Bids Using Automatic Proxy Bidding
Event creators can indicate whether alternate units of measure are allowed on a buy event. The event creator can specify whether bidders can bid using any alternate unit of measure or only existing item and unit of measure relationships. If allowed, bidders can select a different unit of measure when bidding on a line. All line price and quantity details are converted to the bidder's selected unit of measure based on the specified conversion rate. During analysis, the bid prices are reflected based on the line item's unit of measure.
For example, the event creator may need to purchase 10,000 pens with a start (worst) price of $1.00 each. The event creator uses a unit of measure of each, but allows bidders to bid in any alternate unit of measure. The first bidder may select to bid in boxes, and therefore can specify that each box contains 50 pens. Therefore, this bidder would bid 200 boxes to equal 10,000 pens. The start (worst) price is updated based on the conversion rate of 50 pens to 1 box; therefore, the maximum price that the bidder can bid is $50 per box (50 pens per box × $1 per pen). The second bidder could select to bid in cases, and can specify that each case contains 500 pens. Therefore, this bidder bids 20 cases to equal 10,000 pens. The start (worst) price when bidding in cases is $500 (500 pens per case × $1 per pen). When the analyzer reviews all of the bids, the bid prices appear based on the line unit of measure of each.
The option to allow alternate units of measure is specified at the line level. Users can use the Line Defaults page to set the option for all lines on an event. If the event creator selected to allow only alternate units of measure based on existing item and unit of measure relationships, the conversion rate is automatically supplied for the bidder, based on the conversion rate specified on the item and unit of measure relationship. If any unit of measure is allowed, bidders must provide the unit of measure conversion rate for the specific line item.
Note. You can use this functionality on RFx buy events only.
See Adding Line Items and Line Defaults to an Event.
Event creators can allow bidders to bid in excess of the original line quantity or amount requested. This is indicated at the line level on a sourcing event. If allowed, bidders can submit bids in excess of the requested quantity. Bidders can also enter price breaks in excess of the requested quantity. Users can award a bidder more than the original line quantity, up to the bidder's maximum bid quantity, if the user has proper permissions on the Sourcing User Preferences page.
Event creators can create new buy events by copying from amount-only requisitions. If multiple amount-only requisitions are used during event creation, the lines will not be consolidated into a single line on the sourcing event. In addition, you cannot award amount-only lines to more than one bidder. You can award bids to purchase orders or contracts.
You can specify whether price adjustments for higher volumes are allowed on an event. The event creator defines price tiers or allows bidders to provide their own price tiers. If you specify the price tiers, you can create as many tiers as you need.
For example, a bidder can specify that for a quantity between 1 and 100, the price is 5 USD per unit, and between 101 and 500, the price is 4 USD per unit.
Price adjustments are for buy events only.
You can consolidate requisitions across multiple Purchasing business units for the same item. All schedule and distribution information is maintained for the requisitions. The selected requisitions are prevented from being sourced to a purchase order while the event is taking place. If an event is canceled, the requisitions are available for sourcing.
During event creation, users can select lines that they want to group to attempt to get better pricing through a bundled price quote. Users use the Line Details page to add line items to a group. Users can add the same line to multiple groups. When a line is added to a group, the line's bid factors are copied into the group bid factors but remain associated with their respective items. The line weightings and bid factor weightings will be prorated within the group. Users can modify the bid factor questions and the best, worst, or ideal values for the bid factors within the group.
When a user creates the group, the user defines the group details, including group bid parameters, on the Line Details page. Users can define price breaks at the group level for RFx events. Users also can indicate that a line can be bid on only as part of the group. If selected, the line is not available for bidding outside of a group. Users can specify at the event-level whether bidder-initiated groups are even allowed. The user can filter on all lines and groups, only lines, or only groups.
You can use discussion forums to communicate with buyers or sellers. PeopleSoft Strategic Sourcing includes two delivered forums:
An event-specific forum enables suppliers to ask questions regarding the event and have them answered by the buyer.
A general question forum displays inquiries regarding the application's operation and the bidding process.
System administrators can also create new forums. Replies can be marked as public or private. If private is selected, only the replier and the author of the post being replied to can view the message. If the message is marked public, all users can view the message. Forums can also be marked read-only so that some users can view the messages, but not post replies or post new messages. All delivered and newly created forums reside in the Forums component.
When an event or RFI is created, you can start a high-level message thread for that event. When that event is posted, the system includes a text message about the discussion forums in the notification email sent to invited bidders. For each event that has a message thread, the system provides a link to the message thread on the Search Events and Event Workbench pages. Security for the forum is role-based and enforced at the event ID level. In addition, the event creator can exclude named users from seeing a particular forum. A bidder can see either all of the public discussion surrounding an event or nothing.
Bidders can ask questions of event creators regarding use of the application and the bidding process using the general question forum. This forum is not tied to an event and can be accessed from the general forum on the supplier-facing Search Events page, the Event Workbench, Analyze Events, and Bid Response pages, and the Home Page pagelet. Security for the forum is role-based, in addition to the named supplier exclusion feature.
The Forum Administration component enables the event creator to manage the forums, including deleting messages, creating new custom forums, modifying existing forums, and setting security for all the forums.
See Also
You can designate that bidders can download events, manage them in a spreadsheet format, and then upload their bids.
When an event is posted, the system creates an XML bid package with event information that can be stored as a header attachment. The XML file is also included in the event invitation email that is sent to the invited bidders. Bidders can download event details into a Microsoft Excel 2002 spreadsheet format, enabling the bidder to review event details and enter responses. This eliminates bidder concerns that buyers are reviewing bids to gain negotiation strategies before final submission. This approach makes it easier to gather input from third parties who do not have primary responsibilities for completing a bid but whose input is necessary to establish a response.
Bidders can then save the spreadsheet as an XML file and upload responses into PeopleSoft Strategic Sourcing.
Note. Bidders must use Microsoft Excel 2002 to save spreadsheet responses as an XML file and upload them into PeopleSoft Strategic Sourcing.
If a bidder is not adhering to the rules of the event, the event creator can remove the bidder from the event. The system automatically cancels any bids entered by the bidder, and all other bids are rescored to exclude the canceled bids.
This section provides an overview of event types and formats and discusses how to:
Create a sourcing event.
Define header details.
Copy events from other transactions.
Specify event settings and options.
Define payment terms and contact information.
Create lot events.
Associate sourcing plans with events.
This section discusses PeopleSoft Strategic Sourcing event types and formats.
You can quickly create an RFI before you issue a request for proposal (RFP) or request for quote (RFQ). You use RFIs to gather information before issuing an RFP or RFQ event. The RFI includes header bid factors and no line items. No preview dates exist for RFI events. Bidders can respond to the RFI, and the RFI creator can review the RFI responses. RFIs aren't awarded, but instead are marked as Reviewed. You can, however, score an RFI. You can copy an RFI into a future RFP or RFQ, and the related RFI responses are accessible from the Analyze Bids component for bidders who respond to both the RFI and RFP or RFQ.
RFI functionality enables event creators and bidders to:
Copy from existing RFIs and RFI templates.
Select options for the RFI, such as whether bidders can edit posted responses, whether responses are required for all bid factors, and whether bid factor weightings should appear to bidders.
Create a PDF version and optionally an XML version of the posted RFI response and send an email with the PDF to the bidder.
Enable bidders to view and respond to RFIs either online or by uploading the XML file.
Analyze RFI responses, optionally assign scores manually to text-based responses, and perform what-if analysis.
Enable creation of buy events by copying an RFI, and maintain a reference of the RFI on the related buy event.
View the related RFI bidder response when analyzing buy events.
See Adding and Maintaining Sourcing Event Templates.
You can save events as templates to reuse in future events, and associate an event template with business units, departments, or a specified user, based on the user's security. You can also create templates by selecting Sourcing, Create Events, Maintain Event Templates. In addition, users with the appropriate security can modify templates. PeopleSoft Strategic Sourcing users can copy templates to expedite the event creation process.
You can save a template as a business unit, department, or personal template. If a template is marked as a business unit template, it is available to all users who have access to that business unit. If a template is marked as a department template, you can associate one or more departments with the template. Only users assigned to the associated departments can copy from department templates. If a template is marked as a personal template, only the user who created the template can access it.
You can create multiple auction events and link them together as lots within an overall auction process. Each lot is treated as a unique event, but is tied to other events. As the bidding on one event lot ends, the bidding on another event lot immediately begins. This continues until all of the linked event lots have finished. You link auction events to other events from the Create Event pages by selecting a preceding event to link to the current event. The start date and time of one event lot depends on the end date and time of the previous lot; therefore, any change to the end date and time of one event lot can change the end date and time of any subsequent event lots. The system recreates the PDF and XML documents for each affected event to ensure that the documents reflect the most current preview, start, and end dates and times.
Bidders can navigate between event lots to view and enter bids. During analysis, you can navigate between event lots to analyze all linked events.
You can create PDF versions of sourcing events. You can generate PDFs at different stages of the sourcing event process:
Creating an event.
You can select to preview the PDF file during creation of the event to review it before posting the event.
Posting an event.
The PDF file is automatically generated when an event is posted.
Modifying an event.
You can recreate the PDF file after making modifications to the event.
Posting a new version or round of an event.
The PDF file is automatically generated when a new version or round is posted.
Updating event lots.
If the start and end dates are automatically updated on an event lot due to an extension to a linked auction lot, the PDF is automatically recreated and sent to the invited bidders.
If you are using PeopleSoft Supplier Contract Management and have associated contract clauses with bid factors in the event, the contract clauses will be included in the PDF file. Clauses at the header level (event) are contained in an appendix section. However, line-level clauses are included in the Line Details section.
Page Name |
Definition Name |
Navigation |
Usage |
AUC_CREATE_PG |
Sourcing, Create Events, Event Details |
Enter header information for auction events. |
|
AUC_COPY_SEC |
Click the Copy From link on the Event Summary page. |
Use a previous event, requisition, purchase order, contract, PeopleSoft Engineering BOM, PeopleSoft Manufacturing BOM, PeopleSoft Supply Planning planned order, template, or RFI as the template for a new event. |
|
AUC_COPY_CNTRCT |
Click the Copy From link on the Event Summary page. Select Contract. |
Select contract lines to copy to an event. |
|
AUC_COPY_SEC |
|
Select the delimited file that you want to import. This file should currently reside on your FTP server. |
|
AUC_COPY_FILE |
Click the Line Items link on the Event Summary page, and select Delimited File from the Copy From drop-down list box. Select the delimited file that you want to copy, and click the OK button. |
Select the line information that will be imported from the delimited file. |
|
Import File Errors and Warnings page |
AUC_COPY_FILE_MSG |
Select the delimited file that you want to copy on the Enter Copy Criteria page, and then click the OK button. Select the lines that you want to copy on the Lines to Import page, and then click the OK button. |
Review errors and warning messages encountered during the import process. |
AUC_BOM_SUMMARY2 |
Click the Copy From link on the Event Summary page. Select Manufacturing or Engineering Bill of Material. |
Select PeopleSoft Manufacturing or PeopleSoft Engineering BOM components to copy to an event. |
|
AUC_COPY_PLN |
Click the Copy From link on the Event Summary page. Select Planning Order. |
Select planned order lines to copy to an event. |
|
AUC_COPY_PO |
Click the Copy From link on the Event Summary page. Select Purchase Order. |
Select purchase order lines to copy to an event. |
|
AUC_COPY_RFI |
Click the Copy From link on the Event Summary page. Select Request For Information. |
Select RFI lines to copy to an event. |
|
AUC_COPY_REQ |
Select the Copy From option on the Event Summary page. Select Requisition. |
Select requisition lines to copy to an event. |
|
AUC_COPY_AUC |
Select the Copy From option on the Event Summary page. Select Sourcing Event. |
Select event lines to copy to a new event. |
|
AUC_COPY_SEC |
Select the Copy From option on the Event Summary page. Select Sourcing Template. |
Select sourcing template lines to copy to an event. |
|
AUC_OPTIONS_PG |
Click the Event Settings and Options link on the Event Summary page. |
Specify the rules related to an event, as well as what information can appear to bidders. For auction events, specify event extension criteria. |
|
AUC_CONTACT_PG |
Click the Payment Terms and Contact Info link on the Event Summary page. |
Specify payment and currency information, as well as information about the event contact. |
|
EXCH_RT_DTL_INQ |
Click the Exchange Rate link on the Event Contact Details page. |
View the rate of exchange against the event's currency. |
|
AUC_DOC_STATUS |
Click the Document Status Inquiry link on the Event Summary page. |
View document status associated with sourcing events. |
|
AUC_EVENT_LOT_SEC |
Click the Event Lots link on the Event Summary page. |
Link an event to a preceding event. This page is available only for auction events. |
|
AUC_PLN_RQEV_WRK |
Click the Plan Tasks Associations link on the Event Summary page. |
Associate a sourcing event with sourcing project plan tasks. |
Access the Create Events search page (Sourcing, Create Events, Event Details).
Event Round and Event Version |
When creating a new sourcing event, these fields are display-only and have a value of 1. |
Event Format |
Select Buy, RFI, or Sell. |
Event Type |
Select Auction or RFx. If you are creating an auction event and want to enable bidders to use the automatic proxy bidding feature, you must select Auction. |
Proxy Bidding (Auctions Only) |
Select Enabled or Disabled to indicate whether to enable bidders to submit proxy bids automatically. This field is available for auction events only. You can update this setting on the Event Settings and Options page. |
Access the Event Summary page (Sourcing, Create Events, Event Details).
Add header details such as event name, description, preview, and start and end dates for the sourcing event.
Access the Enter Copy Criteria page (select the Copy From option on the Event Summary page).
You use the Strategic Sourcing User Preferences page to specify the transactions from which users can copy.
You can use several documents to create one event. The system consolidates identical line items. For example, if you copy from three different requisitions that all contain an identical line item, that line item appears only once on the new event.
Note. If you selected External PO Integration on the Business Unit Definition page and are awarding events to an external purchasing system, you can copy only from sourcing events, sourcing templates, and RFIs.
See Setting Up Business Units in PeopleSoft Strategic Sourcing.
Required Fields for Delimited File Import
The following table lists and describes the required fields for importing delimited files into PeopleSoft Strategic Sourcing using the Copy From feature.
Warning! These fields must appear in this order in the delimited file.
Field Name |
Description |
Maximum Data Length (Type) |
INV_ITEM_ID |
The item ID associated with the line item. If it is a buy event, then this is the inventory item ID. If it is a sell event, this is the asset ID. Note. This field is not required if you are defining an item by description. |
18 characters |
DESCR254_MIXED |
The description of the line item. If you are using an item ID, the description will be the default value for the line based on the item ID. |
245 characters |
CATEGORY_CD |
The category code associated with the item. If it is a buy event, this is the item category. If it is a sell event, this is the asset category. If you are using an item ID, the category will be the default value for the line based on the item ID. |
18 characters |
UNIT_OF_MEASURE |
The unit of measure (UOM) code associated with the line. If you are using an item ID, the UOM will be the default value for the line based on the default UOM associated with the item. |
3 characters |
QTY_AUC |
The requested line quantity for the line. |
11.4 numeric |
AUC_PRICE |
The starting price for the line item. If you are using an item ID, the start price should be entered on the line by default based on the standard price associated with the item. |
11.5 numeric |
WEIGHTING |
The line weighting associated with the line. If this field is left blank, all lines should be weighted equally when imported into the event. |
3.5 signed |
COMMENTS_2000 |
Comments associated with the line. |
Long field |
DUE_DATE |
The due date for the item. |
10 date |
SHIPTO_ID |
The ship to location code for the item. |
10 characters |
FREIGHT_TERMS |
The freight terms code for the item. |
10 characters |
SHIP_TYPE_ID |
The ship via code for the item. |
10 characters |
SHIP_FROM_LOC |
The ship from location code for the item. |
10 characters |
This table contains optional fields that can be included in the delimited file.
Field Name |
Description |
Maximum Data Length (Type) |
MFG_ID |
The ID of the manufacturer of the item. |
50 characters |
MFG_ITM_ID |
The manufacturer's ID for the item. |
50 characters |
AUC_ITEM_LENGTH |
The length of the item. |
11.4 signed |
AUC_ITEM_WIDTH |
The width of the item. |
11.4 signed |
AUC_ITEM_WEIGHT |
The weight of the item. |
11.4 signed |
AUC_ITEM_VOLUME |
The volume of the item. |
11.4 signed |
AUC_ITEM_HEIGHT |
The height of the item. |
11.4 signed |
AUC_ITEM_SIZE |
The size of the item. |
5 characters |
AUC_ITEM_COLOR |
The color of the item. |
15 characters |
AUC_WEIGHT_UOM |
The unit of measure code associated with the weight. |
3 characters |
AUC_VOLUME_UOM |
The unit of measure code associated with the volume. |
3 characters |
AUC_DIMENSION_UOM |
The unit of measure code associated with the width. |
3 characters |
Copy Template
Copy From |
Select the source from which to copy. Values are:
|
See Defining Strategic Sourcing User Preferences.
Select Criteria
Copy Method |
Select the way the system copies the information. Values are:
|
Other fields that appear in the Select Criteria group box depend on the selection in the Copy From field.
Copy Criteria
Enter identifying information into a field to search for a template. Narrow the search response by entering criteria in more than one field.
Copying from a Delimited File
Access the Enter Copy Criteria page (select the Copy From option on the Event Summary page).
Copy From |
If you selected Delimited File on the Event Summary page, then the default value is Delimited File. |
Copy Method |
Select Append or Override. |
Select File |
Click this button to select the delimited file that you want to copy into the sourcing event. Click the Browse button to locate the file, and then click the Upload button. The file is uploaded, and you will then be returned to the Enter Copy Criteria page. |
Selected File |
The system displays the name of the file you uploaded. |
File Includes Header Row |
Select this option if the delimited file contains a header row. If this option is selected, the system ignores the first row of the file. Do not select this option if you want the system to import the file beginning with row 1. |
Consolidate Identical Items |
Select this option if you want the system to consolidate identical items into one event line. |
Delimiter Type |
The system displays the type of delimiter that was used for the uploaded file. Values are:
|
Specify Delimiter |
Enter the delimited character used in the import file. This is a required field used with the Other value in the Delimiter Type field. The length of this field is two characters |
Display Import Error Messages |
Select this check box if you want the system to display a list of all error messages encountered during the import process. |
Error Handling Options |
Select how you want to handle any errors received during the import process. Values are:
|
Category |
The system populates the line or item with the default value. This value comes from the AUC_LINE record. |
UOM (unit of measure) |
The default UOM associated with the line or item. |
Quantity |
The default quantity associated with the line or item. |
OK |
Click to access the Lines to Import page. |
Selecting Lines to Import from the Delimited File
Access the Lines to Import page (click the Line Items link on the Event Summary page, and select Delimited File from the Copy From drop-down list box).
All fields on the tabs are display-only except for the Sel (select) column. You can view item details, shipping details, specifications, and comments associated with the line items.
Sel (select) |
Select the check box for the lines that you want to copy. |
OK |
Click to copy the selected lines from the delimited file. |
Viewing Import File Errors
Access the Import File Errors page (select the delimited file that you want to copy on the Enter Copy Criteria page, and then click the OK button).
This page displays errors and warnings encountered during the import process.
Access the Event Settings and Options page (click the Event Settings and Options link on the Event Summary page).
Some fields are common to RFx and auction sourcing events. Any differences between the two event types are noted.
Common Fields
Create PDF on Event Post |
Select to create a PDF version of the sourcing event. If this option is not selected, PDF creation is suppressed. The value will default from the Business Unit Definition page (Set Up Financials/Supply Chain, Business United Related, Sourcing, Business Unit Definition), but you can override this option for the event. |
Allow Bidder XML Downloads |
Select to enable bidders to download events to an XML file. If this option is not selected, a PDF version of the sourcing event is created; however, an XML version is not created when the events are posted. |
Post Events to Third Party |
Select to allow this event to be posted to third-party bid management systems. This field is available only if posting to third-party systems is allowed by the business unit. |
Send PDF and XML Files |
Select to enable the system to send the PDF and XML files that are generated on event post to third-party systems. This field is available only if posting to third-party systems is allowed by the business unit. |
Bid Required On All Lines |
Select this check box if you require bidders to bid on all lines on the event. The default value comes from the Sourcing Business Unit Definition page (Set Up Financials/Supply Chain, Business Unit Related, Sourcing, Business Unit Definition), but you can change it here. |
Round/Version Display |
Select one of these options:
The default value comes from the Sourcing Business Unit Definition page, but you can change it here. |
Factor Event Score Into |
Select to indicate that you want the system to factor the header score into the total score for the event or the individual line score. If you plan to award an entire event to one bidder, you would likely want to factor the header score into the total score. If you intend to award lines to different bidders, Oracle recommends that you factor the header score into the individual line score. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. Note. If you are using the Optimization Engine to determine the ideal award allocation for events, you should factor the header score into the individual line score. Optimization uses each line's price and score, not the total price or score, to determine an ideal award allocation. |
Header Weighting |
Enter a default weighting for how the system weights the header score in relation to the total score. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. For example, assume that you set the default event header weighting to 20 percent, and then you create an event with three lines. Line 1 is weighted 50 percent, line 2 is weighted 20 percent, and line 3 is weighted 10 percent. The total weighting of the lines is 80 percent plus the defaulted weighting of the header (20 percent), totalling 100 percent if you selected to factor the header score into the total score. If you selected to factor the header score into the individual line score and your default event header weighting was 20 percent, then the weighting for the other bid factors for each line must total 80 percent. For example, you could have price weighted at 50 percent, warranty weighted at 30 percent, and the header score weighted at 20 percent for a total weighting of 100 percent for the line item. Note. If you select to factor the header score into the individual line score, a header bid factor is automatically added to each line within the event. This bid factor is not displayed to bidders but is used to calculate the score of the line based on the event header score plus the score for the line bid factors. |
Start Price |
Select a value to indicate the basis for pricing:
|
Do Not Use Best Bids on New Rounds |
This setting defaults from the Sourcing Business Unit Definition page based on the business unit. However, you can change the setting at the event level here. Select to indicate that new rounds should not be created using best bids when the bids are countered. If you select this option, then bidders will not be able to accept the counter offer on the Create Bid Response page; bidders will be forced to rebid. In this scenario, bidders will still be able to either counter or withdraw the bid. |
Display Bid Factor Best/Worst and Display Bid Factor Ideal Value |
These settings default from the Sourcing Business Unit Definition page based on the business unit. However, you can change the settings at the event level here. Select to show the best and worst values for the bid factor or the ideal value for the bid factor on the Create Bid Response page. If you deselect these options, then bidders will not be able to see the best and worst values or the ideal value for a bid factor on the Create Bid Response page. |
RFx Only Fields
Multiple Bids Allowed |
Indicates whether bidders (for RFx events) can post multiple bids on the same event. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. |
Allow Edit of Posted Bids |
Indicates whether bidders (for RFx events) can edit their posted bids until the event ends. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. |
Sealed Event |
If this option is selected, the system hides all bid response information from the event creator until the event ends. Users cannot see any bid information while the event is still open for bidding. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. |
Display Bid Factor Weightings |
Select to display to bidders the weightings associated with bid factors. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. |
Auction Only Fields
For auction events, you can specify an event end date to be extended automatically if a bid is posted within the specified time period before the event end date. You can specify how many extensions can take place and the length of time that the event should be extended. If an auction event is extended and has subsequent event lots, the preview, start, and end dates for the subsequent lots are also updated.
Proxy Bidding |
If automatic proxy bidding is enabled, this field appears. Select Enabled or Disabled to indicate whether proxy bids are to be allowed on this auction event. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. In addition, you can override the proxy bidding setting from the Create Events (add) page. |
Bidders Compete at |
Select either Event Level or Line Level. If Event Level is selected, bidders compete based on the total price or total score for the entire event. In some cases, a bidder may have a worse price or score on one or more lines but still be the winning bidder as long as the bidder's total price or score beats the other bids. If Line Level is selected, bidders compete based on each line's price or score. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. Note. If automatic proxy bidding is enabled, bidders must compete at the line level; therefore, this field is unavailable for selection. |
Competitor Bids |
Select a value to indicate whether to display the bids of competitors. Values are:
|
Rank Options |
Select a value:
The default value comes from the Sourcing Business Unit Definition page, but you can change it here. Note. If automatic proxy bidding is enabled, the only option is Do Not Rank, and the system selects it as the default value. |
On the Basis of |
Select a value to indicate the basis on which the auction event is based. Values are Price and Score. If Price is selected, the bidders will compete solely on price, either total or per line, and no other bid factors can be added to the event. If Score is selected, the bidders will compete based on score, either total or per line, and the user can add as many bid factors to the event. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. Note. If automatic proxy bidding is enabled, the system selects the value of Price because automatic proxy bids are based on price only. |
Bidders Must Beat |
Select Own Bid or Winning Bid. If Own Bid is selected, a bidder must beat his last posted bid on the event. If Winning Bid is selected, a bidder must beat the current winning bid. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. Note. If automatic proxy bidding is enabled, the value of Winning Bid is selected. |
Display Winning Bid to Bidders |
Select if you want the winning bid to appear to all bidders. This option must be selected if you require bidders to beat the winning bid. The default value comes from the Sourcing Business Unit Definition page, but you can change it here. Note. If automatic proxy bidding is enabled, this field is not available. |
Allow Extension |
Select to activate the extension function for the event that you are creating. |
Last Bid Received and Type |
Enter a time period, relative to the end time of the event, during which bidding is extended for the event. For example, if the Last Bid Received field has the value 1 and the type is Hours, then the event is extended when a bid is received within one hour before the scheduled end time. Note. The extension begins at the scheduled end time, not at the time of the last bid. |
Number of Extensions |
Enter the number of times that the event can be extended. An extension occurs if the Last Bid Received and Type field criteria are met for as many extensions as you allow. The event ends either when no bid is received before the time for the last bid expires or the number of extensions is reached (regardless of when the last bid is entered). |
Length of Extension and Type |
Enter the amount of time to enable bidding to continue after each extension starts. For example, if the length of extension is 4, and the type is Hours, then the event extended four hours after the scheduled end time. Note. The extension begins at the scheduled end time, not at the time of the last bid. |
Access the Event Contact Details page (click the Payment Terms and Contact Info link on the Event Summary page).
Payment & Currency Information
Currency |
Select the currency to be used for payment. This is a required field. |
Exchange Rate |
Click to access the Sourcing Exchange Rate Inquiry page to view conversion rate information. |
Pay Method |
Select a method for payment that will be accepted. Values are Cash, Check, Credit Card, DD (direct deposit), Draft, EFT (electronic funds transfer), and Giro-EFT. |
Payment Terms |
Select a value to indicate the payment terms for the event. |
Bill Addrs (billing address) |
Select the address to which all invoices should be sent. |
Buyer |
(Optional) Select a value to be assigned to this event. |
Rate Type |
Select a rate type for the event. This field is required. The default value comes from the Sourcing Business Unit Definition page (Set Up Financials/Supply Chain, Business Unit Related, Sourcing, Business Unit Definition), but you can change it here. |
Rate Date |
Enter an effective date for the rate type. This is a required field. |
Allow Bids in Other Currencies |
Select to permit bidders to enter bids in currencies other than the event currency. |
Tax Exempt |
Select if your company is tax exempt. |
Exempt ID |
Enter your company's tax exemption identification number. This field works with the Tax Exempt field. |
Event Contact
Enter information such as name, email address, and phone number for the individual to be contacted in connection with this event.
Access the Event Lots page (click the Event Lots link on the Event Summary page).
Note. This page is available only for auction events.
To create lotting events, select a preceding lot ID to associate this event with one scheduled to occur before it. The second event does not begin until the first event has ended.
When you change an event end date for which subsequent event lots exist, the system:
Updates all subsequent event lot dates based on the original increments set for the preview and end dates.
Regenerates the PDF and XML documents for all affected events.
Generates an email notification to the invited bidders notifying them of the changes in the event dates and times.
Access the Associate Plan Tasks page (click the Plan Tasks Associations link on the Event Summary page).
Search Criteria
Business Unit |
Select the business unit for the sourcing plan. |
Plan ID |
Select the sourcing plan. |
Task Number |
Select a specific task number associated with the sourcing plan. If you want to view all tasks associated with the sourcing plan, leave this field blank. |
Completion Method |
Select a value to indicate the method that could cause the status of the event to be updated:
|
Search |
Click the search button to retrieve the sourcing plan. |
Select All |
Select to indicate that you want to add all tasks associated with the sourcing plan. |
Clear All |
Select to deselect all selected tasks. |
Available Tasks
|
Select the check box for each task that you want to use. |
This section discusses how to:
Enter line-level item information.
Add line details.
Enter event line defaults.
Page Name |
Definition Name |
Navigation |
Usage |
AUC_LINES_PG |
Sourcing, Create Events, Event Details, Event Summary, Line Items Click the Details button on the Line Items: Basic Information page. |
Enter shipping information, bid parameters, item specifications, and line images. |
|
AUC_CREATE_DFLTS |
Click the Item Line Defaults link on the Event Summary page. |
Enter or edit default due-date shipping information, as well as alternate units of measure rules. |
Access the Line Items page (Sourcing, Create Events, Event Details, Event Summary, Line Items).
Add Selected Lines to Group |
Select a value to add lines to or remove lines from a group:
|
Group ID |
This field appears if you select Add to New Group in the Add Selected Lines to Group drop-down list box. Select a unique group ID for this group. Bidders will use this value to bid on the group. |
OK |
Click to initiate the action chosen in the Add Selected Lines to Group drop-down list box. |
Basic Definition Tab
Item ID |
Select from the item master (for buy events) or asset records (for sell events). |
Description |
Displays by default the description of the item ID. If no item ID exists, enter a description. |
Category |
Displays by default the category from the specified item or asset. If adding an item by description, select a category. Any bid factors that you assign to the specified category are added to the line bid factors. |
Qty (quantity) |
Enter the number of units to sell or buy. |
Start Price |
Enter the amount at which the bidding must start if Display and Must Beat Start Price is selected. If an item is selected, the system uses the item's standard unit price as a default. |
Weighting |
Enter a value to indicate the importance of the line item to the entire event. If you do not enter line weightings, each line item is weighted equally. |
Advanced Definition Tab
Item SetID |
Displays the setID the information for which the system tracks for consolidating requisitions across Purchasing business units. |
Details |
Click to access the Line Details page. |
Bid Factors |
Click to access the Line Bid Factors page. |
Constraints |
Click to access the Line Constraints page. |
Line Comments and Attachments |
Click to access the Line Comments and Attachments page. |
Access the Line Details page (click the Details button on the Line Items: Advanced Definition page).
GoTo Line, Previous, Next |
If an event has multiple lines, navigate to the details of a specific line or group by selecting the line number and description from the drop-down menu. Or page to the next line or previous line using the Next and Previous buttons. |
Shipping Information
Quantity |
Enter the quantity to be shipped. |
Due Date |
Select a due date for shipment. |
Freight Terms |
Select the freight terms to associate with this event. |
Ship Via, Ship To, and Ship From |
Enter values for these fields. Ship Via and Ship From are optional. |
Note. If you selected External PO Integration on the Business Unit Definition page and are awarding events to an external purchasing system, you can have only one schedule per line.
Bid Parameters
Reserve Price |
Enter the price that bidding must reach before you award the event to any bidder. Awards can still be posted if the reserve price is not met, but the system issues a warning. |
Bid Required |
Select this option if bids are required for this line of the event. |
Minimum Quantity |
Enter the minimum units on which a bidder must bid. |
Maximum Quantity |
Enter the maximum number of units on which a bidder can bid. If you select Allow Extra Quantity to be Bid, you can enter a value in this field that is greater than the requested line quantity. |
Bid Quantity Rule |
Select a value:
|
Alternate Units of Measure |
Select one of these values to indicate whether bidders can bid on line items using alternate units of measure:
Note. Use this field only with RFx events. Note. If requisitions are associated with any of the lines on the event, then the value is automatically set to Not Allowed. In this case, you cannot change the value. |
User Defined Price Breaks |
Select to indicate that price adjustments are required for the line item. Select to make the Minimum Quantity and Maximum Quantity fields available to enter price adjustments. You cannot select both User Defined Price Breaks and Bidder Defined Price Breaks. |
Bidder Defined Price Breaks |
Select to indicate that bidders can define their own price tiers for the line item or group. You cannot select bothUser Defined Price Breaks and Bidder Defined Price Breaks. |
Price Break - Minimum Quantity |
Enter the minimum quantity allowed for the specified tier. The quantity must be lower than the maximum quantity entered for the tier, and it must also be greater than the maximum quantity for the previous tier. This field appears only if you have selected the User Defined Price Breaks check box. |
Price Break - Maximum Quantity |
Enter the maximum quantity allowed for the specified tier. The quantity must be greater than the minimum (requested) quantity entered for this tier. Also, if Allow Extra Quantity to be Bid is selected, the maximum quantity for the final price tier can exceed the line maximum bid quantity. This field appears only if you have selected the User Defined Price Breaks check box. However, if Allow Extra Quantity to be Bid is selected and if a maximum bid quantity has been specified, you can enter a quantity to exceed the requested line quantity. However, the total bid quantity cannot exceed the maximum quantity for the line. |
Access the Event Line Defaults page (click the Item Line Defaults link on the Event Summary page).
Default Options
Enter information such as specific shipping and delivery date information, and also indicate whether alternate units of measure are allowed as default values on the event lines.
Default |
Select to indicate that the information entered on this page is the default information for all lines in the event. You can, however, change the information at a line level. |
Override |
Select to change any existing line shipping information to the information specified on this page. |
Item Defaults
Due Date |
Enter or select the date that the shipment is due. |
Ship to Location and Ship Via |
Select values to associate with the event line. |
Alternate Units of Measure |
Select one of these values to indicate whether bidders can bid on line items using alternate units of measure:
Note. Use this field only with RFx events. |
Freight Terms |
Select the freight terms to use for the event lines. |
Event Line Bid Factor Defaults
You can use this section to define and default bid factors to be applied to all lines of an event. According to your selections, the event line bid factor defaults defined here will be added to or override defaults specified in the Bid Factor Setup or Bid Factor Group Setup components.
See Creating Bid Factors.
Bid Factors Default Option |
|
Override Start Price Weight and Start Price Weighting Default |
Select this option to override the default weighting for the price bid factor, if it is not valid for this event. Define a new start price weighting default that will replace the original value. |
Ignore Setup Default Rules |
Select this option to disable any line-level default bid factor setup rules. Only header and event level defaulting rules will be applied. If you have any bid factors in the Bid Factor Setup or Bid Factor Group Setup components that have defaulting rules defined for the line level, they will not be executed. |
Append To on Copy From Event |
Default line bid factors defined for the event will be appended to existing factors. When lines are selected for copy from events or templates, all bid factors for those lines will be copied over. There is no override. |
Bid Factors |
Define default line bid factors for the event. You must select Apply Bid Factor Defaults to activate the new default settings. |
You can add comments and attachments at the header level and at the line-level.
This section discusses how to add and view comments and attachments.
Note. To improve performance for auction events, the comments button always appears with dots regardless of whether comments are present. For RFX events, the comment button appears without the dots if comments are not present.
Page Name |
Definition Name |
Navigation |
Usage |
AUC_COMM_SEC |
Click the Event Comments and Attachments link on the Event Summary page. |
Enter comments or attachments to appear at the header level. Display attachments and comments to bidders. |
|
AUC_COMM_LN_SEC |
Click the Line Comments and Attachments button on the Line Items: Advanced Definition page. |
Insert comments or attach files pertinent to the line item. Display the attachments and comments to the bidders. |
|
AUC_STD_COMM_SEC |
Click the Standard Comments link on the Event Header Comments and Attachments page or on the Line Comments and Attachments page. |
Create a standard comment to use on the Header Comments and Attachments page. |
|
AUC_ITEM_SPEX |
Click the Fetch Item Specs link on the Line Comments and Attachments page. |
Include line item specifications on the event. |
Access the Event Header Comments and Attachments page to attach comments and files at the header level (click the Event Comments and Attachments link on the Event Summary page).
Access the Line Comments and Attachments page to attach comments and files at the line level (click the Line Comments and Attachments button on the Line Items Advanced Definition page).
Comments
Enter any specific comments for the event.
Send to Bidder |
Select to enable the bidder to see the comment. |
Include on Award |
Select to enable the comments to appear on the contract or purchase order award. |
Standard Comments |
Click to access the Standard Comments page and select or edit predefined comments. |
Fetch Item Specs |
Click to access the Item Specifications page and add predefined item specifications to the line item. If you have defined item specifications for an item and they are marked to copy to transactions, they are added automatically as line comments. |
Note. If you selected External PO Integration on the Business Unit Definition page, and you are awarding events to an external purchasing system, you can't include comments or attachments on events.
Adding Attachments
Attached File |
Select the file to attach to this event. |
Attachment Description |
Enter a description (name) for the attachment. |
Display to Bidder |
Select this check box if you want this attachment to be available to bidders. |
Include on Award |
Select this check box if you want to include this attachment with the award. |
Include in Notifications |
Select to include the attachment in the event invite and event interest notifications that are sent to the bidders. If you have a large attachment, you can select to display the attachment to the bidder on the bid response comment and attachment pages, but not include the attachment in the event invite and event interest email notifications. |
Files
When you post an event, the system generates a PDF file and optionally an XML file that describes the event. The PDF and XML files are attached to the email that notifies bidders of the event. You can see the PDF and XML files listed as attachments when you access the Header Comments and Attachments page. The PDF and XML files that the bidder receives are tailored to the bidder; for example, if you invite one bidder to all lines but invite another bidder to only one line, each bidder receives a PDF and an XML file showing only the invited lines.
You can view and retrieve all event documents for a buyer on the Event Files page. Click the View All Attachments for Event link on the Event Summary page.
See Also
Access the Item Specifications page (click the Fetch Item Specs link on the Line Comments and Attachments page).
Comment |
Select any existing item specifications for the line item. |
You can view and retrieve all documents for an event for the buyer.
Page Name |
Definition Name |
Navigation |
Usage |
Event Files |
AUC_EVENT_DOCS_SEC |
Click the View All Attachments for Event link on the Event Summary page. |
Displays all attachments and documents related to an event. |
Access the Event Files page (click the View All Attachments for Event link on the Event Summary page).
To view a file, click the View icon next to the desired document. The file will open in your browser. To download a copy, use the 'File, Save As' option found on your browser toolbar.
This section provides an overview of how bid factors are used on sourcing events, lists prerequisites, and discusses how to:
Specify event bid factors.
Assign clauses to bid factors.
Specify bid factors at the line level.
The PeopleSoft Strategic Sourcing bid factor functionality enables you to evaluate events based on factors such as price, warranties offered, lead time, and product quality. Bid factors are questions that bidders must answer about their products, services, or company. Scores are calculated based on the bidder's response compared to the best and worst or ideal response that has been defined for the bid factor. You can designate that a response is either mandatory or optional for a selected bid factor, and indicate that a bidder must provide a specific response for a bid to be accepted.
Users can add bid factors to an event by selecting from preestablished bid factors or by creating ad hoc bid factors, which are specific to an event. Bid factors, such as item category, item ID, quantity, or price, can also be supplied by default onto an event based on the defaulting rules that are associated with the bid factor. Users can also add a group of bid factors to an event. Bid factor groups can also be supplied by default based on the similar defaulting rules that can be established for individual bid factors.
If you are using PeopleSoft Supplier Contract Management, you can associate contract clauses with bid factors from within an event. In addition, you can select to include the clause information on an awarded supplier contract.
Bid Factor Groups and Defaulting Logic
You can automatically have bid factors and bid factor groups supplied by default onto sourcing events at either the header or line level, based on default rules that you assign to the bid factor or bid factor group as part of the bid factor setup process. Bid factors can be supplied by default based on item categories, item IDs, item quantities, and item prices.
When adding a bid factor group with an event, the system automatically adds all associated bid factors to the event. If a bid factor is associated with a group that has the same rule as the bid factor itself, the system always uses the default weighting from the group instead of the individual bid factor when setting the weighting on the event. For example, you have a bid factor of WARRANTY with a default line rule associated with the item category of Hardware with a weighting of 20 percent for that rule. You also have a bid factor group of COMPUTERS that has the bid factors of WARRANTY and DELIVERYDATE associated with the group and it also has a default line rule associated with the item category of HARDWARE. The WARRANTY bid factor is assigned a weighting of 30 percent and DELIVERYDATE is assigned a weighting of 10 percent within the group. If you add an item to the sourcing event that has a category of HARDWARE, the system by default supplies the WARRANTY bid factor based on the group weighting of 30 percent, not the individual bid factor weighting of 20 percent. You can optionally search for bid factors and groups by business units or departments.
See Also
Creating and Using Bid Factors
To assign contract clauses and service-level agreements to bid factors, you must have PeopleSoft Supplier Contract Management installed. In addition, you must also define any contract clauses and agreements before you can attach them to bid factors.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
AUC_FACTORS_PG |
Sourcing, Create Events, Event Details, Event Summary Click the Event Header Bid Factors link on the Event Summary page. |
Specify header-level bid factors that relate to the entire event. |
|
AUC_HDR_BF_CLAUSES |
To add a contract clause to a bid factor, select a bid factor (with an associated contract clause) in the Bid Factor Code field. Click the View Bid Factor Clauses link on the Event Header Bid Factors page. |
Add or view contract clauses associated with event header bid factors. Note. You must have PeopleSoft Supplier Contract Management installed to access this page. |
|
AUC_LN_FCTR_PG |
Click the Bid Factors link for a line on the Line Items page. |
Specify bid factors that relate to a line item. |
|
AUC_LN_BF_CLAUSES |
Click the Line Items link on the Events Summary page. Select the Advanced Definition tab. Click the Bid Factors link for a specific line. Click the Add Clauses to Bid Factor link. |
Add or view contract clauses associated with bid factors for line items. |
|
BID_FCTR_GRP_SRCH |
Click the Add Bid Factors by Group link on the Event Bid Factors page or the Line Bid Factors page. |
Search for bid factor groups. |
|
BID_FCTR_SRCH |
Click the Select Bid Factors link on the Event Bid Factors page or the Line Bid Factors page. |
Search for bid factors by business unit or department. |
|
CS_CONTENTS_SEARCH |
Click the Search button next to the Clause ID field on the Assign Contract Clauses page. |
Perform an advanced search for clauses to be associated with bid factors. |
|
CS_CONTENTS_XREF |
Click the Where Used button on the Select a Clause page. |
View where the particular clause has been used. |
|
BID_FCTR_CLSDEP |
Click the View Dependent Clause button on the Assign Contract Clauses page. |
View any dependent clauses for the bid factor. Note. This button is available only if dependent clauses exist. Note. Dependent clauses cannot be marked to include on contracts. Instead, dependent clauses will get added to the contract as part of the supplier contract generation process. |
Access the Event Bid Factors page (Sourcing, Create Events, Event Details, Event Summary; click the Event Header Bid Factors link on the Event Summary page).
Question |
View or edit the bid factor question. |
Display Bid Factor |
Select to display the bid factor to the bidder. If this option is not selected, the bid factor is hidden from the bidder and you can enter a response in the bid analysis pages. |
Bid Factor Response Required |
Select if the bidder must enter a response for the specified bid factor before successfully posting a bid. |
Ideal Response Required |
Select if the bidder's response must match the specified best or ideal response for the bid to be eligible for award. Bidders who do not match the specified best or ideal response can still post their bids, but their bids will be disqualified and will not be eligible for award. |
Include on Contract |
Select if you want the bid factor to be included as a contract agreement if the event is awarded to a supplier contract. If agreement codes have been associated with a bid factor on the bid factor setup pages and you have selected to include them on a contract, than all of the assigned agreement codes are passed onto the awarded contract. If no agreements have been associated with the bid factor or if this is an ad hoc bid factor, the bid factor is passed on to the contract as an ad hoc agreement. Note. This field is displayed only if PeopleSoft Supplier Contract Management is installed. |
Best and Worst |
Displays the range of acceptable responses to the bid factor question for bid factor types of date, monetary, and numeric. |
Ideal |
Displays the preferred response to the bid factor question. This field appears for bid factor types for which no best and worst values (yes/no, text, and list) exist. |
Select for Deletion |
Select to mark a row for deletion. |
Delete Selected Rows |
Click to delete rows that have been marked. |
Add Clauses to Bid Factor |
Click to access the Assign Contract Clauses page to add contract clauses. Note. This link is available only if PeopleSoft Supplier Contract Management is installed. |
View Bid Factor Clauses |
Click to view any clauses that have been associated with the bid factor. Note. This link is available only if PeopleSoft Supplier Contract Management is installed. |
Add Bid Factors by Group |
Click to access the Search Bid Factor Groups page. |
Select Bid Factors |
Click to access the Search Bid Factors page to search for bid factors by business unit or department. |
Adding Bid Factors by Group
Access the Search Bid Factor Groups page (click the Add Bid Factors by Group link on the Event Bid Factors page or the Line Bid Factors page).
To add bid factors by group:
On the Search Bid Factor Groups page, select a bid factor group code.
You can also select a business unit and department. Click Search.
Select the Select check box for the bid factor groups that you want, and then click OK to add the bid factor groups to the line bid factors.
Creating and Modifying Ad Hoc Bid Factors
For any event, you can both edit existing bid factors and create new ones.
To create a new bid factor, enter the relevant data in the fields. The new bid factor applies only to the event for which you create it.
To edit a bid factor, select an existing bid factor and then modify the field information. The changes that you make to the bid factor apply only to the event for which you edit it.
Note. You can use the same procedures to create ad hoc bid factors at the line level.
Access the Assign Contract Clauses page (click the Add Clauses to Bid Factor link on the Line Bid Factors page).
Bid Factor Clauses
Contract clauses are defined on the Clause Definition page (Supplier Contracts, Manage Contract Library, Clauses).
See Defining Supplier Contracts.
Clause ID |
Select a clause to add to the bid factor. |
|
Click the Look up Clause ID button next to the Clause ID field to search for contract clauses by clause ID, description, and title. |
Search |
Leave the Clause ID field blank and click this button to access the Select a Clause page to perform a more advanced search of all valid clauses. |
Full Text |
Displays the text associated with the contract clause to the sourcing bidders. |
By Reference |
Displays only the reference text associated with the clause to the sourcing bidders. |
View Dependent Clauses |
Click to view any dependent clauses. Note. Dependent clauses cannot be transferred onto awarded contracts. Any dependent clauses will automatically be added to the supplier contract as part of the supplier contract generation process. |
Searching for Contract Clauses or Viewing Where-Used Information
Access the Select a Clause page (click the Search button next to the Clause ID field on the Assign Contract Clauses page).
Important! You can access this page only by clicking the Search button next to the Clause ID field on the Assign Contract Clauses page.
Clause Attributes |
Enter or select fields to narrow the search criteria, for example, to clause ID, approval status, and created by. |
Search |
Click to retrieve clauses that meet the selected criteria. |
Where Used Search |
Click to view where clauses have been used. |
Select |
Click to select the contract clause that you want to associate with the bid factor. |
OK |
Click to return to the Bid Factor Setup page. |
Access the Line Bid Factors page (click the Bid Factors link for a line on the Line Items page).
GoTo Line, Previous, Next |
If an event has multiple lines, navigate to the details of a specific line or group by selecting the line number and description from the GoTo Line drop-down list. Or page to the next line or previous line using the Next and Previous buttons. |
Bid Factors
Bid Factor Weighting |
Enter a value to indicate the importance of the bid factor to the line item. The system then factors weightings into the score. You must enter weightings for bid factors if you want the bid factor responses to be scored. |
Include on Contract |
Select if you want the bid factor to be included as a contract agreement if the event is awarded to a supplier contract. If agreement codes have been associated with a bid factor on the bid factor setup pages and you have selected to include them on a contract, then all of the assigned agreement codes are passed onto the awarded contract. If no agreements have been associated with the bid factor or if this is an ad hoc bid factor, the bid factor is passed on to the contract as an ad hoc agreement. |
Increment |
If price is the only bid factor and the event is an auction, enter the increment (if a sell event) or decrement (if a buy event) by which each bid must increase or decrease. Each new bid (for the entire line quantity) must equal or beat the previous bid by the bid increment or decrement amount. For example, if the current bid on a sell event is $3,000 and the increment is $500, then the next bid must be at least $3,500. When a new bid is posted, the system displays the amount of the new bid in the Worst field. |
Add/View Clauses to Bid Factor |
Click to access the Assign Contract Clauses page to add additional clauses to the bid factor or view previously assigned clauses. |
You can add price components so that bidders can specify the areas that make up the total price, such as labor or material. You can also include a weighting for each component. The sum of the weightings must total 100 percent.
Note. Price components can be added only to the price bid factor.
Creating New (Ad Hoc) Bid Factors
You can create ad hoc bid factors at the line level.
Cost Contribution
Factor Cost Based on |
Select a value to use as a basis factor for the cost.
|
Apply Cost |
Select Per Unit or Total Cost. This field is available only with Cost Range. Per Unit means that the cost that is calculated is multiplied by the maximum bid quantity to determine a total cost. |
This section provides an overview of global policies and constraints used with sourcing events, lists prerequisites, and discusses how to:
Add event-level constraints.
Add line-level constraints.
PeopleSoft Strategic Sourcing enables you to define award constraints and set up defaulting rules so that the constraints can be supplied by default onto events. During the award process, the constraint rules are included in the optimization process so that the ideal award allocation can be recommended while ensuring adherence to the defined constraints. The constraints are also validated when you post awards.
See Also
Creating Global Policies and Constraints
You must define constraints and global policies before attaching them to sourcing events.
See Creating Global Policies and Constraints.
Page Name |
Definition Name |
Navigation |
Usage |
AUC_CONSTRAINTS_PG |
Click the Event Constraints link on the Event Summary page. |
View or add constraints assigned at the event level. |
|
AUC_LN_CONST_SEC |
Click theLine Items link on the Event Summary page. Click the Yes or No link in the Constraints column on the Line Items: Advanced Definition page. |
Add or view constraints at the line level. |
Access the Event Constraints page (click the Event Constraints link on the Event Summary page).
Get Progress to Date |
Click to have the system retrieve the progress to date of meeting the constraint. |
Constraints
Constraint Code |
Select from a predefined list of constraints or create an ad hoc, event-specific constraint by entering a unique constraint code |
Apply |
Select Apply or Ignore. If you select Ignore, the constraint will not be considered by the optimization engine when determining an ideal award allocation. It will also not be edited against when an award is posted. |
Constraint Summary |
View a description of the constraint. This field is display-only. |
Sourcing Objective |
Select a value to indicate whether the constraint must be met or is a targeted objective:
|
Priority |
Select a priority for the constraint. Higher-priority constraints are met before lower-level objectives if optimization is used to determine an award. |
Edit Constraint Attributes
You can edit any constraints that have been added to the event.
Constraint Based On |
Select a value upon which the constraint should be based:
|
Award Constraint |
This field is available only if the Constraint Based On field is set to Bid Factor. Select a value to indicate the basis of the constraint used during the award process:
|
Award Basis |
Select a value to indicate the basis for the award:
|
|
Click to add additional constraints to the event. |
Constraint Based on Values
This table lists the different fields that are available in the Edit Constraint Attributes group box based upon the constraint based-on value.
Constraint Based-On Value |
Available Fields |
Awarded Amount: Indicates that the constraint is based on the amount awarded for the event per bidder. |
Award Sign Value Award Basis Apply |
Awarded Bidders: Indicates that the number of bidders must be awarded for the event. |
Award Sign Value |
Awarded Quantity: Indicates that the constraint is based on the quantity awarded for the event. You should use this option only for line-level constraints, not event-level constraints. |
Award Sign Value Award Basis Apply |
Bid Factor: Indicates that the constraint will be associated with a bid factor. |
Bid Factor Code Bid Factor Sign Award Constraint Award Sign Value Award Basis Apply Expression |
Access the Line Constraints page (click the Yes or No link in the Constraints column on the Line Items Advanced Definition page).
Add any constraints at the line level.
See Adding Event-Level Constraints.
To create bidder groups, use the Bidder Group (BIDDER_GROUP_COMP) component.
This section discusses how to:
Invite bidders.
Disallow bidders.
Create bidder groups.
Search for bidder groups.
Page Name |
Definition Name |
Navigation |
Usage |
AUC_DISPATCH_PG |
Click the Bidder Invitations link on the Event Summary page. |
Announce an event and solicit bids from registered bidders, vendors, or customers. Specify that bidders place bids on certain line items only. Invite bidders who are not currently vendors or customers. |
|
AUC_DISP_ADDR_SEC |
Click the Contact Details button on the Invite Bidders page. |
View contact information about the bidder. |
|
AUC_DISP_CNTCT_SEC |
Click the Contact Bidders button for a bidder ID. |
View and enter contacts for a public event. |
|
AUC_DISP_LINE |
Click the Dispatch Lines link on the Invite Bidders page. |
Invite specified bidders to bid only on certain line items. If the event is a public event, the Dispatch Lines link is disabled, because bidders are invited to all lines for public events. |
|
AUC_BIDDER_SRCH_M |
Click the Search for Bidders link on the Invite Bidders page. |
Search for bidders and select bidders to invite to an event. |
|
BIDDER_GROUP |
Click the Save Bidders as Group link on the Invite Bidders page. |
(Optional) Save the list of invited bidders as a group that can be used to invite to subsequent events. |
|
AUC_BIDDER_SRCH_M |
Click the Search for Bidders to Add link on the Bidder Group Details page. |
Add bidders to bidder groups. |
Access the Invite Bidders page (click the Bidder Invitations link on the Event Summary page).
Public Event |
Select to make the event available to any interested party. For all events, bidders must be registered to bid. When you select Public Event, a bidder called PUBLIC_AUC appears on the bidder list. You can use the PUBLIC_AUC bidder to invite unregistered bidders. Click the Contact Details button and enter the names and the email addresses of the people to invite. |
Dispatch Method |
Select to determine the dispatch method for sending an invitation. Options are Email, Fax, and Printed Document. This method appears by default from the business unit setting. |
Search for Bidders |
Click to access a sortable list of bidders to use for sending invitations. |
Dispatch Lines |
By default, bidders are invited to bid on all line items. Click to specify that a bidder is invited to bid on certain line items only. |
Save Bidders as Group |
Click this link if you want to save the bidders for this event as a group. The system accesses the Bidder Group Details page, where you can enter bidder group information. |
Invite Status |
After an event is posted, the status appears to indicate whether an invited bidder has accepted or declined the event invitation. |
|
Click the Contact Details button to view or update contact information about the invited bidders. |
Renotify |
Click to resend event notices and updates to selected suppliers. |
Placing Bids on Specific Line Items
In some cases, you must invite a bidder to bid on specific lines but not on the entire event. For example, suppose that you create a buy event to purchase software and training. You would invite vendors who handle only training to bid on the training line item but not the software line item.
To invite a bidder to bid on specific line items:
Invite that bidder to the event.
In the Select column, select the check box next to the bidder's name.
You can select multiple bidders, if you plan to invite them to bid on the same line items.
Click the Dispatch Lines link.
Note. For public events, bidders can't be invited to selected lines. Therefore, the Dispatch Lines link is disabled if the event is public.
In the Select column of the Assign Bidder to Lines page, select the check boxes next to the line items on which you want the bidders to bid.
Click OK.
Adding Bidders Who Are Not Registered Bidders, Customers, or Vendors
You may need to invite people who are not on your bidder, customer, or vendor list.
To send invitations to those individuals or organizations that may be interested in a specific public event:
Click the Contact Details button on the PUBLIC_AUC line.
On the Contact Details page, enter the name and email address of the bidder to invite.
Click the Add button to create new lines on which to enter additional names and addresses.
Note. Invitation recipients are required to register before bidding on the event.
Access the Invite Bidders page (click the Bidder Invitations link on the Event Summary page).
To disallow a bidder:
Select Delete to remove the bidder from the event.
If the bidder has already posted one or more bids on the event, the system alerts you that all posted bids are canceled for this bidder.
Confirm to remove the bidder from the invite list.
The bidder no longer is able to bid on the event.
Any of the bidder's posted bids are canceled or disallowed.
Access the Bidder Group Details page (click the Save Bidders as Group link on the Invite Bidders page).
To add a bidder group:
Enter the name in the Bidder Group ID field.
Enter the group name in the Bidder Group Name field.
In the Save Group As field, select Department or Personal.
If you select Department, the department number and name appears. Users who are associated with the specified department will have access to the bidder group. If you select Personal, the bidder group is available only to the specific individual who created it.
Access the Bidder Group Details page (Sourcing, Create Events, Bidder Group Setup, Bidder Group Details).
Send Email to Bidder Group |
Click this button to create and send an email notification to members of an existing bidder group outside of a specific event. On the Email Notification page, only bidder contacts with valid email addresses will be included in the Send To line. |
Access the Bidder Search page (click the Search for Bidders link on the Invite Bidders page).
Bidder Type |
Select a value of Bidder to search for bidder groups or bidder contacts. Bidder groups may contain any combination and number of bidders, vendors, and customers. |
Contact |
Enter the contact name of the bidder company you would like to invite. If you search by the company name, the default contact appears in the search results. Only the invited contact for a bidder company has access to view the event, place bids, and view bidding activity. |
Group ID |
Select to search for a bidder group by group ID. This field works with the Bidder Type field. If you select a bidder type of Vendor, then the system returns vendor quote groups. To search for a bidder group, you must select a bidder type of Bidder. |
Group Name |
Select to search for a bidder group by group name. This prompt works with the Bidder Type field. If you select a bidder type of Vendor, then the system returns vendor quote groups. To search for a bidder group, you must select a bidder type of Bidder. |
Optional Organization Criteria |
Select criteria to search for suppliers based on optional registration questions. Criteria include:
|
Results Option |
Select from the drop-down list to modify the search results. Options include:
|
Search |
Click to retrieve the rows of information. |
Recommend Bidders |
Click to search for matches by bidder type (Bidder, Customer, or Vendor) and the items or item categories in event lines. Select a Bidder Type from the drop-down menu, or if none is selected, search for all bidder types. You can find the bidders whose Self Categorization Tree setup matches the item categories for the event, which are listed on the Line Items page - Basic Definition tab. If you select a bidder type of Vendor, results show vendors that have an item-vendor relationship, based on the items found in the event lines. If the Invite to Entire Event check box is selected, then selected bidders in the Recommend Bidders search results will be invited to the entire event. If the Invite to Entire Event check box is deselected, then selected bidders will be invited to only those lines for which their Self Categorization Tree setup matches the item category on the line, or for a Vendor search, where the item-vendor relationship matches the items in the event lines. See Setting Up Bidder Categorization Trees. See Basic Definition Tab. |
Invite |
Select the check box for each company that you want to invite to the event. You can also click the Select All link to select all the companies at one time. |
Click the Event Collaborators link on the Event Summary page (Sourcing, Create Events, Event Details) to route an event for collaboration.
The event collaborator can access only events to which the collaborator has been invited. Only events with an event status of Collaborating Event will display on the Event Collaboration search results page (Sourcing, Create Events, Event Collaboration).
See Using Event Collaboration.
Use the Event Summary page (Sourcing, Create Events, Event Details) to post sourcing events.
When you post an event, the system generates a PDF file and optionally an XML file that describes the event. The PDF and XML files are attached to the email that notifies bidders of the event. You can see the PDF and XML files listed as attachments when you access the Header Comments and Attachments page or you can access all documents for an event when you access the Event Files page. The PDF and XML files that the bidder receives are tailored to the bidder; for example, if you invite one bidder to all lines but invite another bidder to only one line, each bidder receives a PDF and an XML file showing only the invited lines.
Note. An XML version is created if you select the Allow Bidder XML Downloads option on the Sourcing Business Unit Definition page (Set Up Financials/Supply Chain, Business Unit Related, Sourcing) or the Event Settings and Options page.
See Posting Awards.
Making Changes to Posted Events
While the event is in a Posted status:
Invite new bidders.
Edit header and line comment and attachments.
Extend the event.
Change a reserve price.
If you use PeopleSoft Asset Management, follow these guidelines:
For you to enter an asset as a line item for sale in an event, the strategic sourcing status for the asset must be Allowed to be Auctioned.
Once you post the event, the asset management status changes to Sent to Auction.
The status remains Sent to Auction until the event is awarded or canceled.
Once the auction is awarded, the PeopleSoft Asset Management status changes to Sold in Auction.
If the event is not approved or awarded, set the event status to Canceled to change the asset management status from Sent to Auction back to Allowed to be Auctioned.
See Also
This section provides an overview of sourcing event templates and discusses how to copy templates.
You can save events as templates to reuse in future events and associate an event template to business units, departments, or a specified user, based on the user's security. You can also create templates using Sourcing, Create Events, Maintain Event Templates. In addition, users with the appropriate security can modify templates. PeopleSoft Strategic Sourcing users can copy templates to expedite the event creation process.
You can save a template as a business unit, department, or personal template. If a template is marked as a business unit template, it is available to all users who have access to that business unit. If a template is marked as a department template, you can associate one or more departments to the template. Only users assigned to the associated departments can copy from department templates. If a template is marked as a personal template, only the user who created the template has access to it.
See Also
Adding and Maintaining Sourcing Event Templates
Page Name |
Definition Name |
Navigation |
Usage |
AUC_COPY_SEC |
Sourcing, Create Events, Event Details Select Sourcing Template in the Copy From field on the Event Summary page. |
Select sourcing template lines to copy to an event. |
|
AUC_TMPLTE_SRCH |
Click the Search Templates button on the Enter Search Criteria page. |
Search for templates. |
|
Template Info (template information) |
AUC_TMPLTE_MAINT |
Sourcing, Create Events, Maintain Event Templates |
Create and maintain event templates. |
Access the Enter Copy Criteria page (Sourcing, Create Events, Event Details; select Sourcing Template in the Copy From field on the Event Summary page).
You use the Strategic Sourcing User Preferences page to specify the transactions from which users can copy.
You can use several documents to create one event. The system consolidates identical line items. For example, if you copy from three different requisitions that all contain an identical line item, that line item appears only once on the new event.
Note. If you selected External PO Integration on the Sourcing Business Unit Definition page and are awarding events to an external purchasing system, you can copy only from sourcing events, sourcing templates, and RFIs.
See Setting Up Business Units in PeopleSoft Strategic Sourcing.
Copy Template
Copy From |
Select Sourcing Template. You can use an event template to copy the entire event details onto any event. |
See Defining Strategic Sourcing User Preferences.
Select Criteria
Copy Method |
Select the way the system copies the information. Values are:
|
Copy Criteria
Enter identifying information into a field to search for a template. Narrow the search response by entering criteria in more than one field.
This section discusses how to:
Create RFIs.
Specify RFI details.
Page Name |
Definition Name |
Navigation |
Usage |
AUC_OPTIONS_PG |
Sourcing, Create Events, Event Details Click the Event Settings and Options link on the Event Summary page. |
Enter basic RFI information. |
|
AUC_COPY_SEC |
Select Request for Information from the Copy From list on the Event Summary page. |
Use a previous RFI or sourcing template as the basis for the new RFI event. |
|
AUC_COPY_RFI |
Enter the copy criteria information on the Enter Copy Criteria page and click OK. |
Select the bid factors to be copied to the new RFI event. |
|
AUC_COMM_SEC |
Click the Event Comments and Attachments link on the Event Summary page. |
Enter comments or attachments to appear at the header level for the RFI. Display the attachments and comments to the bidders. |
|
AUC_STD_COMM_SEC |
Click the Standard Comments link on the Event Header Comments and Attachments page. |
Create a standard comment to use on the Header Comments and Attachments page. |
|
AUC_DISPATCH_PG |
Click the Bidder Invitations link on the Event Summary page. |
Announce an event. Solicit bids from registered bidders, vendors, or customers. Invite bidders who are not currently vendors or customers. |
|
AUC_BIDDER_SRCH_M |
Click the Search for Bidders link on the Invite Bidders page. |
Search for bidders and select bidders to invite to an event. |
|
AUC_TMPLTE_SEC |
Click the Template Info link on the RFI Details page. |
Save the event as a template. |
|
AUC_EVENT_COLLAB |
Click the Invite Collaborators link on the RFI Details page. |
Invite collaborators to participate in creating the event. |
|
AUC_COLLAB_SRCH |
Click the Find Collaborators link on the Invite Collaborators page. |
Search for collaborators and select collaborators for an event. |
|
AUC_COMM_BF_SEC |
Click the Add Attachment button on the RFI Details page. |
Add attachments to the RFI event. |
You create RFIs similarly to how you create events.
You can copy from an existing RFI or sourcing template using the Enter Copy Criteria page.
Add basic RFI information using the Event Settings and Options page.
Add RFI details, such as whether you want the event scored and whether you want to associate the RFI with a specific item category, whether you want to display the round and version to bidders, and whether bidders must respond to all bid factors.
Invite bidders to participate in the event.
See Inviting Bidders.
Save the event as a template to copy it later.
(Optional) Invite internal collaborators to participate in the event creation.
Request bidder responses to event questions using the Bid Factor Question page.
If the questions require a list, enter the items on the Bid Factor List Items page.
Add bid factor comments and attachments to send to the bidder or include on the award.
Display the bid factors to the bidders by selecting the Display check box.
Access the Event Settings and Options page (Sourcing, Create Events, Event Details; click the Event Settings and Options link on the Event Summary page).
Score RFI Event (score request for information event) |
Select to calculate a score for RFI responses. If this option is deselected, the system hides the Best, Worst, Ideal, and Weighting fields on the Bid Response page. |
See Also
Defining Basic Event Information