vendor-instructions-export-upload-items-v25-1-published-04-03-2025.pdf
PDF 161 KB Posted
- Contract number
- 27-588IEMA-MGMTA-P-99923
- Issued by
- Illinois
About this file
This document is vendor instruction guidance issued by the CPO-GS (Central Procurement Organization-General Services) for the BidBuy e-procurement platform used by Illinois state and local government entities.
The instructions detail an optional Export/Upload Items feature that streamlines the pricing entry process for vendors responding to quotes with large numbers of line items. Vendors may export line items to an Excel document (.csv format), enter unit pricing in Column J, and upload the completed file back into BidBuy to populate their quote. The process is entirely optional, and vendors retain the ability to manually enter or edit pricing directly within BidBuy. Critical requirements include maintaining the .csv file format throughout the process, as other formats will generate upload errors, and ensuring that only the Unit Cost column is modified—any edits to Description, Quantity, or Unit of Measure fields will not upload to the quote. After uploading, vendors may perform manual edits and complete quote submission through the Summary Tab.
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V25.1 Vendor Instructions: Export/Upload Items
Vendor Instructions: Export/Upload Items Feature
Optional use: this feature allows you to export the line items to a separate Excel document, enter pricing, and upload back into your quote in BidBuy. This feature streamlines the process for entering pricing when there are a large number of line items. Please note: Export/Upload Item process is completely optional and you are always able to manually enter or edit pricing for each line item in BidBuy.
1. Items Tab in BidBuy– select “Export Items” at the bottom.
2. Open the downloaded document in Excel. (Mac users: right-click in Downloads and
“open with>Excel.” Do not open in Numbers and export to Excel.)
IMPORTANT: the file type is saved in .csv and must remain in this format for a successful upload. If you save it in another format, you will receive an error when attempting to upload.
3. Enter pricing for each line item in the “Unit Cost” column (Column J).
Please note: any edits you may make to Description (column E), Quantity (column H), or Unit of Measure (column I) will not upload to your quote.
4. Save. Do NOT change the file format. As instructed above, it should stay in .csv file format.
5. Items Tab in BidBuy – select “Upload Items” at the bottom.
6. Select “Choose File” and choose your document.
The document name includes your quote number. For example:
“Q00020635_Q_ItemExport.csv”
7. Select “Save & Exit.” A dialog box will appear. Select “OK.”
8. Your updated items (including price) will appear. You may manually edit any line item within the Items Tab if you choose. Complete the quote and submit on the Summary Tab.
File details come from the government source that posted it. Updated .