How to Create a Quote in CommBuys1.docx

Job Aid:

Create a Quote in COMMBUYS

This amendment describes how to submit an electronic response to the RFR on COMMBUYS.

Electronic Submissions - Effective July 1, 2014, all procurements posted on COMMBUYS, known as Bids, require the submission of electronic responses, known as Quotes. To submit an electronic Quote Respondents must register and maintain an active COMMBUYS Seller subscription account.

This Job Aid shows how to:

· Create a Quote in COMMBUYS Of Special Note:

This job aid will walk a seller through the process of creating a quote to respond to a bid in COMMBUYS.

1. Launch the COMMBUYS website by entering the URL (insert it here) into the Browser.

Enter your login credentials and click the Login button on the COMMBUYS home page.

2. Upon successful login, your home page displays with the Navigation and Header bar as well as the Control Center. The Control Center is where documents assigned to you are easily accessed and viewed.

Click on the Bids tab.

3. Clicking on the Bid tab opens four sections:

· Request for Revision

· Bids / Bid Amendments (Unacknowledged)

· Open Bids

· Closed Bids

Click on the blue Open Bid hyperlinks to open and review a bid.

4. A new page opens with a message requesting you acknowledge receipt of the Bid. Click Yes to acknowledge receipt of the bid.

5. The Bid opens. Shown here is the top left half of the page. Information found here includes:

· Purchaser

· Department

· Contact for this bid

· The type of purchase:

· Open Market

· Blanket

· Pre-Bid Conference details

· Ship-to and Bill-to Addresses

· Any attachments to the Bid

6. The top right half of the bid includes information about:

· Bid Date

· Required Date

· Bid Opening Date – date the bid closes and no further quotes will be accepted

· Informal Bid Flag

· Date goods / services are required

7. The lower half of the page provides information about the goods or services the bid is requesting.

Click Create Quote to begin.

8. The General tab for a new quote opens. This page is populated with some information from the bid. Fields available to update include:

· Delivery Days

· Shipping Terms

· Ship Via Terms

· Is ‘No’ Bid – select if you will not be submitting a quote for this bid.

· Promised Date

· Info Contact

· Comments

· Discount Percent

· Freight Terms

· Payment Terms Update as needed and click Save & Continue to save any changes and create a Quote Number.

9. The page refreshes and messages display. Any message in Red is an error and must be resolved before the quote can be submitted. Any message in Yellow is only a warning and will allow processing to continue.

The following messages are received:

· Terms & Conditions is not acknowledged – to resolve this, click on the Terms & Conditions tab and accept the terms.

· Your quote has not been submitted – is just an information message. Processing can continue.

Click the Items tab.

11. The Items tab displays showing information about the requested items. To view additional details about an item, click the item number (blue hyperlink) to open.

12. The item opens. Input your quote information and click Save & Exit.

Once all information has been completed on the Items tab, click the Terms & Conditions tab.

13. Click Yes to accept the terms and conditions. Then click Save & Continue.

Click the Summary tab.

14. The Summary tab displays. Review the bid. If needed, update. Otherwise, click the Submit Quote button at the bottom of the page.

15. Popup window displays asking for verification on quote submission. Click OK to submit the quote.

16. Summary tab redisplays with an updated status for the quote of Submitted.

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