Advanced OLR-Bid Only Detail

Bid Only Request - Step by Step Instructions

Following are the detailed step by step instructions for requesting a Bid Only dPR. Screen prints are coming. If you can't wait, click on a "STEP" to review that step's screen.

For information on when bids are required, refer to Policy 4.5 in the Purchasing Manual.

Step 1 Type 29H in the SCREEN: field. Press ENTER.

Step 2 Type R in the DOCUMENT: field. Press ENTER.

Step 3 Decide if you will be using Document Funding (one object code, multiple accounts) or Line Item Funding (any combination of accounts and object codes). You may change accounts when you create the bid award dPR, but you must use the same funding method.
For more information on the different funding methods, refer to 10.11, How to Create a dPR, Table 2.
Document Funding - Enter the order, delivery and account information on screen 29H. Press ENTER.
Line Item Funding - Enter order and delivery information. Account information will be entered on screen 29L. Press ENTER.
In this example, we will be using document funding.

Step 4 A new dPR number will be assigned. Write it down for future reference. Press ENTER.

Step 5 You will now be on screen 29V. Enter vendor(s) information if known. If you have more than 3, enter the rest on a notepad (screen 22N) after you have trailered the dPR, but before it's approved. Press ENTER.

Step 6 If you suggested a vendor(s), the message "DPR Rxxxxxx HAS BEEN MODIFIED" displays. Press ENTER to advance to screen 29L.
If you did not complete 29V, you will advance to screen 29L.
In this example, we have suggested a vendor.

Step 7 You will now be on screen 29L, LINE: 003.
The first line is a text line (UPO=T). The remaining lines describe what it is that you want to go out for bid.

Because Bid Only dPRs have at least two lines, leave the Y in the MORE LINES?: field.
TAB to the UPO: field.
Type T in the UPO: field.
TAB to the DESCRIPTION: field.
Type "FOR BID PURPOSES ONLY" in the DESCRIPTION: field.
Press ENTER.

Step 8 You will now be on screen 29L, LINE: 004. And it's time to make another decision.
Do you want to encumber this Bid Only dPR?
If you don't know what account you will be using to make the purchase, you would choose not to encumber.
Complete the lines as you would on any regular dPR, quantity, uom, unit price (estimate if necessary), account (if line item funded) and description. If you choose not to encumber, type an N in the UPO field. UPO=N (no charge) tells the system not to calculate an extended price and therefore, an encumbrance will not be created.
In this example, we will not be encumbering the Bid Only dPR.

If you will have additional lines, leave the Y in the MORE LINES?: field, otherwise, if this is your last line, type N in the MORE LINES?: field.
Enter the quantity, unit of measure (uom) and unit price (estimate if necessary) in their respective fields.
Enter N (no charge) in the UPO: field.
If the ACCOUNT: field displays (line item funding), type the account number and object code to be encumbered.
Describe the item in the DESCRIPTION: field.
Press ENTER.
Repeat items 1-6, until all lines have been entered.
NOTE: To continue descriptions, use a text line. Type a T in the UPO: field and continue the description in the DESCRIPTION: field.

Step 9 If this is your first dPR this time on FRS, you will advance to screen 03A and need to open a session. Opening a session is covered in the Beginning OLR class, and I am assuming you know how to do this. If you've already opened a session, you will advance to screen 29T. Trailer the dPR, also covered in Beginning OLR. You are done.

Click on the yellow [continue] at the bottom of the screen to go to the Step 1 screen print. Or you can click here to return to the Agenda.

[continue]

Step 1	Type 29H in the SCREEN: field. Press ENTER.
Step 2	Type R in the DOCUMENT: field. Press ENTER.
Step 3	Decide if you will be using Document Funding (one object code, multiple accounts) or Line Item Funding (any combination of accounts and object codes). You may change accounts when you create the bid award dPR, but you must use the same funding method. For more information on the different funding methods, refer to 10.11, How to Create a dPR, Table 2. Document Funding - Enter the order, delivery and account information on screen 29H. Press ENTER. Line Item Funding - Enter order and delivery information. Account information will be entered on screen 29L. Press ENTER. In this example, we will be using document funding.
Step 4	A new dPR number will be assigned. Write it down for future reference. Press ENTER.
Step 5	You will now be on screen 29V. Enter vendor(s) information if known. If you have more than 3, enter the rest on a notepad (screen 22N) after you have trailered the dPR, but before it's approved. Press ENTER.
Step 6	If you suggested a vendor(s), the message "DPR Rxxxxxx HAS BEEN MODIFIED" displays. Press ENTER to advance to screen 29L. If you did not complete 29V, you will advance to screen 29L. In this example, we have suggested a vendor.
Step 7	You will now be on screen 29L, LINE: 003. The first line is a text line (UPO=T). The remaining lines describe what it is that you want to go out for bid. Because Bid Only dPRs have at least two lines, leave the Y in the MORE LINES?: field. TAB to the UPO: field. Type T in the UPO: field. TAB to the DESCRIPTION: field. Type "FOR BID PURPOSES ONLY" in the DESCRIPTION: field. Press ENTER.
Step 8	You will now be on screen 29L, LINE: 004. And it's time to make another decision. Do you want to encumber this Bid Only dPR? If you don't know what account you will be using to make the purchase, you would choose not to encumber. Complete the lines as you would on any regular dPR, quantity, uom, unit price (estimate if necessary), account (if line item funded) and description. If you choose not to encumber, type an N in the UPO field. UPO=N (no charge) tells the system not to calculate an extended price and therefore, an encumbrance will not be created. In this example, we will not be encumbering the Bid Only dPR. If you will have additional lines, leave the Y in the MORE LINES?: field, otherwise, if this is your last line, type N in the MORE LINES?: field. Enter the quantity, unit of measure (uom) and unit price (estimate if necessary) in their respective fields. Enter N (no charge) in the UPO: field. If the ACCOUNT: field displays (line item funding), type the account number and object code to be encumbered. Describe the item in the DESCRIPTION: field. Press ENTER. Repeat items 1-6, until all lines have been entered. NOTE: To continue descriptions, use a text line. Type a T in the UPO: field and continue the description in the DESCRIPTION: field.
Step 9	If this is your first dPR this time on FRS, you will advance to screen 03A and need to open a session. Opening a session is covered in the Beginning OLR class, and I am assuming you know how to do this. If you've already opened a session, you will advance to screen 29T. Trailer the dPR, also covered in Beginning OLR. You are done.