Before you begin Bid File Maintenance we recommend reading Bid File Multipliers to become familiar with the terminology used in this article and common uses cases for defining multipliers.
Two types of Bid File items exist based on the Distributors Maintenance Type.
Auto: used for electronically integrated Distributors. These will display in black text. Item Number, Pack Size, and Price are controlled by the Distributor via the integration. The description is a free text field that can be edited in Decision Logic and will display on your Order Guide.
Manual: used for non-electronic Distributors. These will display in red text. All fields can be edited. Price updates are a manual requirement.
Navigate to Maintenance > Product > Bid Files
For Electronic Distributors: You may need to add bid file items manually to electronic distributors to account for unassigned items when using How do I receive electronically placed orders with ‘Exceptions’ & what does that mean?
For Manual Distributors: add a new bid file item any time you get a new product. It is best practice to map new products to existing ingredients. You do not need a new ingredient every time a new item number is added to a bid file or if a pack size changes. Instead, map the new dc item # to an existing ingredient. This will ensure the new dc item # is tracked and depleted from ingredients tied to existing recipes.
Item #: This is a required field and should be filled out with the distribution center’s unique item identifier number
Ingredient
Map Item # to Ingredient
Recipe and Inventory Measure will appear once an ingredient is selected. This will help define what Multipliers should be applied.
Description: Enter Description from the Order Guide or Invoice
Mfg: Optional. This field is not referenced in Decision Logic on any other reports.
Brand: Optional
Pk/Sz: indicate the package quantity and size the item is shipped in. This will display on the Order Guide and is helpful for defining Multipliers.
Inventory Multiplier (IMX): the total number of inventoried units based on price
Recipe Multiplier (RMX): the total number of recipe units it takes to equal one inventory unit of measure.
Shrink: applying shrink to bid file item in decimal format will shrink raw product immediately when received. We recommend not applying shrink to bid file items, but instead to visualize product level of shrink in IvA and COGS reporting build-out Prepped Items indicating different levels of yield to reflect the stages of shrink.
Margin: Optional
Freight: Optional. Not used.
When finished with item setup select Save
Add item to order guide.
This is only needed if you are ordering this item electronically from Decision Logic, or creating fake Orders for manual distributors via Enter Order. If you are not placing orders from Decision Logic for this item you can skip this setting. If the Distributor is US Foods please see Bid File Maintenance#USFoodsBrokenCaseBidFiles
Here you may indicate whether this item can be ordered in broken cases by checking the Broken Case Box to enable Order By Options.
Electronic Distributors control this setting, therefore, it may not be available on all items. Contact your distributor to request they enable this setting in the Electronic Bid File they send Decision Logic if needed.
If this box is not checked then the default is a case price.
Price: enter the cost of the item per case price for this item
Some items, such as meats, can be sold by average weight or “catchweight.” The item costs more if it weighs more. If you decide to make this item a catchweight, you must enter the average weight here and change the price field to the per-pound price. The total price field will then display the per pound price multiplied by the average weight.
If you are ordering from US Foods, they require that Broken Case bid files be set up to order by the Both so that it will clear the broken case flag on their end.
If they are only set to order by each, or only set to order by the case, then US Foods does not fulfill the order for that item.
If set to Each and the ordered quantity is >= the number of each (EA) in 1 Case, then the item will be dropped by USF.
When you set the case to order by Both then you will also need to set the case break multiplier, see below for those instructions.
To set up an item to be ordered by Case, Each or Both:
Example A:
Example B:
Note: stores cannot choose a case and an each on the same order
Please note: archiving a Bid File Item will remove it from all Order Guides. This item will no longer be used in any Supply Chain Reporting or other reporting that reference bid file item.
Decision Logic cannot accurately calculate different sized pack sizes of a product when they are both ordered (and the order is posted as received) within the same week when All of the following are true:
If both pack sizes are ordered within the same week, then the ending inventory value will not be accurate.
If the items are ordered within different weeks, then we can calculate the ending inventory correctly.
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