Posting Awards
There are two types of events:
Buy events: These are awarded when you create a purchase order or contract, including details about the event items and the winning bid.
Sell events: These are awarded when you determine the purchaser of the asset or assets of the event.
You must follow internal billing and shipping procedures to complete the sale.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
AUC_AWARD_DT_PG |
Review the award details, select whether award is a purchase order or a contract, and post the award. |
|
|
AUC_AWD_RFX_SEC |
View bidder response RFx attachments. |
Use the Award Details page (AUC_AWARD_DT_PG) to review the award details, select whether award is a purchase order or a contract, and to post the award.
Navigation:
Click the Award Details link on the Analyze Total page.
This example illustrates the fields and controls on the Award Details page.
Bidders can view award details when the event status is awarded and you deselect the Display Bids check box on the Award Details page.
The system provides these settings as a default based on selections on the Strategic Sourcing Installation Options page.
Field or Control |
Description |
|---|---|
Award Type |
Select the type of award to be used: Purchase Order, or Procurement Contract If you selected ‘Procurement Contract’ the Contract Style prompt appears and a Contract Style must also be selected. Note: The types of award available are determined by selections on the User Preferences - Strategic Sourcing page. If any event lines are associated with amount-only requisitions, then you must select Purchase Order or General Contract. If you selected the Include on Contract option for the bid factors, then the system includes those clauses and agreements on the awarded contract. If there are no agreements associated with the bid factors, then you can create an ad hoc agreement on the contract for each bid factor marked Include on Contract. An ad hoc agreement is valid only for the awarded contract and is not available for any other contracts. |
Contract Style |
Select a contract style based on the process options:
|
Show Award Details to Bidders
Field or Control |
Description |
|---|---|
Display bids |
Select to display the award details to bidders. |
Display all bids |
Select to display all bids to bidders. If not selected, only the awarded bids appear. |
Display bid scores |
Select to display the bid scores to bidders. |
Display bids total bid price |
Select to display the total bid price for each bid. |
Display factors |
Select to display bid factor responses to bidders. |
Award Lines
This section displays the award information based on the bidder's unit of measure. If the bidder submitted a bid using an alternate unit of measure, the award information reflects the alternate unit of measure information, such as unit of measure, award quantity, amount, and extended price based on the bidder's unit of measure.
Field or Control |
Description |
|---|---|
|
Click on the Bidder RFx icon to display the Bidder Response RFx Attachments page. |
(Bidder RFx icon)Use the Bidder Response RFx Attachments page (AUC_AWD_RFX_SEC) to view attachments.
Navigation:
Select the Bidder RFx icon.
This example illustrates the fields and controls on the Bidder Response RFx Attachments page.
Field or Control |
Description |
|---|---|
|
Click this icon to view the attachment. |
Event RFx Doc |
Displays a selected check box, which indicates that the attachment is a RFx document. |
Include On Award |
Displays as selected when an RFx document is to be included on an event award. |
(View Attached File icon)You can post awards on the Award Details page.
To create a purchase order or contract:
Select the type of award to be used: Purchase Order, Single Release PO Contract, PO Contract, and General Contract.
Note: The types of award available are determined by selections on the User Preferences - Strategic Sourcing page.
The system provides the Buyer and Terms as a default from the Header Details page. If no buyer is set on the Header Details page, the system checks to see if the user posting the award is a buyer and provides that value as a default. If the user is not a buyer, then the user must select a buyer before posting the award.
See Event Summary Page.
Select a Purchasing business unit to post the award.
However, if requisitions are associated with the event and the requisitions are across multiple Purchasing business units, the system uses those Purchasing business units to create the related purchase order awards.
Click the Post Award button.
The system enables the Post Award button only if you granted the user such authority on the User Preferences page.
See User Preferences – Strategic Sourcing Page.
If lines remain open (status is O), the event status remains Pending Award until you close all of the lines.
Once all the lines have been awarded, the status changes to Awarded. The winning bidder and the other bidders are notified of the award.
Note: The awarding user must have the ability to create purchase orders, contracts, and suppliers to award buy events.
See User Preferences – Purchase Order User Authorizations Page.
If you are awarding to a registered bidder, a new customer or supplier ID is created.
From this point forward, you search by customer or supplier to invite the bidder to future events. If the bidder was associated to one or more bidder groups, the bidder groups are automatically updated to reflect the new customer or supplier ID.
Note: The system doesn't prompt the user. Instead there is a Supp/Item Rel (supplier/item relationship) check box on the Award Details page for each line item that if selected, creates an item supplier relationship for each selected line.
When a buy event is awarded and posted, the system populates the Purchase Order/Contract ID field on the Award Details page with the appropriate ID.
Note: If multiple purchase orders are created for one award, the system displays the Award PO List link, which enables you to view all of the purchase order IDs.
If you are awarding to more than one bidder on an event, you must post each award separately.
Complete the appropriate transaction:
If you have awarded a purchase order, the system displays the Purchase Order component in PeopleSoft Purchasing.
The system creates multiple purchase orders for one award if requisitions were consolidated across multiple Purchasing business units.
If you have awarded a contract, the system displays the Contract component in PeopleSoft Purchasing.
If you are using PeopleSoft Supplier Contract Management, the system will display the Contract component in PeopleSoft Supplier Contact Management.
If you are awarding to a purchase order from an external purchasing application, when you click the Post Award button, PeopleSoft Strategic Sourcing initiates the Purchasing message (SAC_PS_PO_EIP) to generate the outbound XML message to an external purchasing system.
The system won't send any data to PeopleSoft Purchasing. You cannot award to a contract.
Note: For awards to an external purchase order, a schedule can have only one line. You can't include attachments and comments on awards to an external purchase order.
Unit of Measure Considerations
Event creators can select any unit of measure for the line items included in events. An item/unit of measure relationship does not have to be defined at that point. However, when the event creator awards the event, an item/unit of measure order relationship has to exist for the awarded item/unit of measure. If it does not exist, the system issues an error explaining that you must create the relationship before posting the award. You create this relationship on the Units of Measure page.
Canceling a Purchase Order or Contract for an Awarded Event
If the event is partially awarded, the system updates the remaining quantity open to indicate that the remaining quantity is available to be sourced. If you manually close the line on Award Summary, the event status changes to Awarded.
After you have awarded an event to a purchase order or a contract, the system retains links to the purchase order and contract as a former sourcing event. In the event that any of the following happens to a sourcing event awarded to a purchase order or contract:
The purchase order or contract is canceled.
The purchase order or contract line is canceled.
The purchase order schedule is canceled.
Quantities associated with the line or schedule are reduced.
The system prompts you to see if you'd like move that quantity back into the PeopleSoft Strategic Sourcing award. If yes, the quantity is put back to the award and then you can either re-award the quantity to another bidder or manually close it on the Award Summary page by setting the Line Status field to Closed.
If the event involves the sale of an asset managed through PeopleSoft Asset Management, PeopleSoft Strategic Sourcing automatically populates the Asset Management interface table (INTFC_FIN) to show the proceeds amount as equal to the award amount.
You then must run the Transaction Loader process (AMIF10000) in PeopleSoft Asset Management to create the retirement transaction for the asset. PeopleSoft Asset Management then sends this information to PeopleSoft Billing to create an invoice for the asset sale.