Defining Basic Event Information

Add an RFx Document

Select to access the Document Management page in Supplier Contract Management. This link is active only when the event type is RFx and the event is saved successfully. This link is disabled when the event is posted to bidders.

This link launches a page that enables you to create the initial authored Sourcing RFx document for the event. When the authored document is created, the Authored Document group box is displayed when re-entering the event. This enables the event collaborators and event specialist to view and edit (if permitted) the authored RFx. The authored RFx can be viewed by bidders and if the Allow RFx Edit check box is selected they can view, change , and upload a bidder-specific RFx document using an external portal.

Event Reminder Notification

Click this link to navigate to the Event Reminder Notification page, where you can define the Event Reminder Notification Options.

Authored Status

Displays the status of the RFx document.

Document Version

Displays the version number of the RFx document.

Allow Bidder RFx Edits

Select to indicate that the bidder can edit the RFx document in the bid response page.

Maintain Document

Click to access the Document Management page where you can edit the RFx document.

Bidder RFx Document

Click to access the Bidder RFx Document page. This link is enabled if bid responses exist for the event and when the event version is greater than zero or the event round is greater than zero.

Event RFx Doc

Displays a selected check box, which indicates that the attachment is a RFx document.

Document Version

Displays the version of the RFx document.

View

Click to access the Bidder RFx Document page for the attachment.

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.

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

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 From

Select the source from which to copy. Values are:

• Contract: You can copy contract line items onto buy events.

• Delimited File: You can import item information that is saved as a delimited file.

  This enables you to avoid having to manually enter line information.

• Engineering BOM (engineering bill of material): You can copy items from a PeopleSoft Engineering BOM onto any buy event by entering an item ID.

• Manufacturing BOM (manufacturing bill of material): You can copy items from production and rework BOMs onto any buy event.

• Planning Order: You can copy items from planned orders onto buy events by selecting a business unit and planner code.

• Purchase Order: You can copy purchase order line items onto buy events.

• Purchase Requisition: You can copy requisition line items onto buy events. If you copy a requisition into an event, the requisition is not available for sourcing until the event is awarded.

• Request for Information: You can copy lines from an RFI onto any event.

• Requisition: You can copy lines from amount-only requisitions onto buy events.

  You can copy multiple lines from multiple amount-only requisitions. The system creates a separate line on the sourcing event for each line copied from the amount-only requisition.

• Sourcing Event: You can copy line items and associated details from previous events onto any event.

• Sourcing Template: You can use an event template to copy the entire event details onto any event.

Copy Method

Select the way the system copies the information. Values are:

• Override: The system replaces any existing information for the event with the data from the template.

• Append: The system adds information to existing event information but does not write over any fields that contain data.

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:

• Tab

• Comma

• Semi-colon

• Other: If you select this option, the Specify Delimiter field appears, and you must enter a character in this field.

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:

• Cancel Import: The system cancels the import and no lines are imported if an error is encountered during the import process.

• Exclude Errors: The system copies all valid lines, but excludes any lines that contained errors.

• Ignore Errors: The system copies all line information and ignores errors.

  You will need to correct the errors on the Line Details page.

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.

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.

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.

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.

See Create Events Search 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.

Competitor Bids

Select a value to indicate whether to display the bids of competitors. Values are:

• Display and Show Identity: The system displays the bid prices, scores, or ranks to all of the bidders, and also displays the identities of the bidders.

• Display but Hide Identity: The system displays the bid prices, scores, or ranks to all of the bidders, but does not display the identities of the bidders.

• Do Not Display: The system does not display any bid information.

Rank Options

Select a value:

• Display Rank Only: The system displays the overall rank to each bidder but does not display the total number of bids.

• Display Rank/Total # of Bi:: The system displays the overall rank to each bidder in relation to the total number of bids received.

• Do Not Rank: The system does not display the rank of the bids.

The default value comes from the Sourcing Business Unit Definition page, but you can change it here.

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.

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.

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.

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.

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.

Minimum Number of Bid Responses

Enter a number. If the number of bidders’ responses is less than the value specified in this field, then an alert will be displayed on the Procurement Operations Home Fluid pages under the My Sourcing Events tile and on the Navigation bar. If this field is left blank, no Alerts will be displayed for this event.

Number of Days Warning Prior

Enter a number (in days) in this field only if you entered a number in the Minimum Number of Bid Responses field. This option enables you to validate Invited Bidders against the Bid Responses and check if the invited bidder number is equal to bidder responded number. If it is not, an Alert is raised. A warning is also is displayed on the My Sourcing Event page.

For Example:

You enter Minimum Number of Bid Responses as 10 and Number of Days Warning Prior as 5 days. If the event has 25 Bidders invitation, and you only have 5 responses with event due to end in 5 days, then an alert will be triggered.

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 (Electronics Fund 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 > SS 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.

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:

• Event Approved

• Event Awarded

• Event Ends

• Event Posted

• Event Starts

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.