How do I create, edit, & manage (NEW) Bid Files (Maintenance)?

This article is for administrators or users with access to maintain bid files.

Overview

Before you begin Bid File Maintenance, we recommend reading Bid File Multipliers to become familiar with the terminology used in this article and common use cases for defining multipliers. One of the most important functions in setting up new items (or modifying existing ones) is setting up correct multipliers for your item. Most reporting tools in DL – including COGS, IvA, TvA, etc. – are affected by what your multipliers are. 

The multipliers you set also affect how you count your items during an inventory, use them in recipes, order and receive them, etc. Given how many facets of Decision Logic these multipliers impact, it’s easy to see the importance of correct multipliers for accurate, reliable data.

Alterations to multipliers require a COGS update.

Admins can:

• Create bid files

• View bid files

• Edit bid files

• Archive bid files (Archiving a bid file removes the item from all order guides associated with the selected distributor and moves it to the Archive Status by default.)

• Unarchive bid files (must be reattached to order guides)

• Update items across a Distributor Group for electronic bid files

Types of Bid Files

Two types of Bid File items exist based on the Distributors Maintenance Type. 

• Electronic: used for electronically integrated Distributors. These will be displayed 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 be displayed in your Order Guide.

• Manual: used for non-electronic Distributors. These will be displayed in red text. All fields can be edited. Price updates are a manual requirement.

View Bid Files

Begin by navigating to:

Maintenance > Product > NEW Bid Files Maintenance

1. Select a Distributor from the list.

   1. Users can view all associated information on the distributor’s landing page.

      Open

      

       

   2. Filter information by Searching, changing the Status, and selecting a Category.

      1. “Not Assigned” will be the default category selection unless there are not any unassigned bid files. If all bid files are assigned a category, the default will be “All.”

2. Click on a Bid File from the Description column to populate the detail panel.

   Open

   

    

   1. Users can View the bid file’s information and have the ability to Edit from this panel.

       

Add Bid Files

For Electronic Distributors: You may need to add bid file items manually to electronic distributors to account for unassigned items when using Exception Based Receiving.

For Manual Distributors: You will add a new bid file item when you get a new product. It is a best practice to map new products to existing ingredients. You do not need a new ingredient each 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.

Begin by navigating to:

Maintenance > Product > NEW Bid Files Maintenance

1. Select a Distributor from the list.

2. Click + New Bid File Item.

    

3. Enter all required and relevant details.

   1. General

   2. Measurement

   3. Catch Weight, if applicable.

   4. Order Method.

4. Click Done.

Edit Electronic Bid Files

Begin by navigating to:

Maintenance > Product > NEW Bid Files Maintenance

1. Select a Distributor from the list.

   1. Users can view all associated information on the distributor’s landing page.

       

   2. Filter information by Searching, changing the Status, and selecting a Category.

2. Click on a Bid File from the Description column to populate the detail panel, or click Edit from the Actions column.

   1. “Not Assigned” will be the default category selection unless there are not any unassigned bid files. If all bid files are assigned a category, the default will be “All.”

       

   2. From the Details Panel, Click Edit.

       

   3. From the Actions column, hover your cursor and click Edit.

       

3. Make the Edits.

4. Click Save & Update Group or Save.

   1. Save & Update Group will appear if that item is part of a distributor that is in a Distributor Group. Unless you receive an error, this will update the item for the entire group.

   2. Save will save that update for that individual item for that individual distributor and not an entire group if one is created.

       

Distributor Group Update Excluded Reasons

When the user updates an item for a distributor group and the item is excluded from one or more distributors, a reason for the exclusion will appear. This means the user will need to take action.

Edit Manual Bid Files

Begin by navigating to:

Maintenance > Product > NEW Bid Files Maintenance

1. Select a Distributor from the list.

2. Click on a Bid File from the Description column to populate the detail panel, or click Edit from the Actions column.

   1. “Not Assigned” will be the default category selection unless there are not any unassigned bid files. If all bid files are assigned a category, the default will be “All.”

   2. From the Details Panel, Click Edit.

   3. From the Actions column, hover your cursor and click Edit.

3. Make the edits and click Done.

Archive Bid Files

Admins can archive bid files. Archiving a bid file removes the item from all order guides associated with the selected distributor and moves it to the Archive Status by default.

Begin by navigating to:

Maintenance > Product > NEW Bid Files Maintenance

1. Select a Distributor from the list.

2. From the Actions column, click Archive for an item.

   1. “Not Assigned” will be the default category selection unless there are not any unassigned bid files. If all bid files are assigned a category, the default will be “All.”

       

3. Click Archive to confirm.

Unarchive Bid Files

Bid files can be unarchived. When unarchiving a bid file, admins must re-attach it to all relevant order guides. This action is not automatically completed when clicking the Unarchive button.

Begin by navigating to:

Maintenance > Product > NEW Bid Files Maintenance

1. Select a Distributor from the list.

2. Filter the Status by selecting Archive.

3. Click Unarchive next to the item.

    

4. Click Order Guides to take you to Order Guide Maintenance to reassign the item to order guides.

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