Enter Invitation to Bid Responses Screen Field Reference

This screen field reference describes the following:

Responses Tab
Enter Invitation to Bid Responses Popup Window
Contacts/Routing Tab on the Popup Window
Activity/History Tab on the Popup Window
Binder Tab on the Popup Window

Responses Tab

Click Vendor ITB Request Document Details to display the Enter Invitation to Bid Responses Popup Window popup window, which enables you to manage the invitation to bid document details for the specific vendor.


Field	Description
ITB Response Date	Enter the date that the vendor responded to the invitation to bid or click to select the date from a Date Picker.
Vendor ITB Response Amount	Enter the total dollar amount of the ITB response from the vendor.
Adjustment Amount	Enter a dollar amount by which to adjust the vendor's amount. This adjustment should be based on your previous experiences with the vendor. For example, if you know vendor A usually ends up over budget by 10% and vendor A responded with a total of $10,000, you can adjust vendor A's response by $1,000 to account for the usual overage.
Total ITB Response Amount	Displays the total of the Vendor ITB Response Amount and the Adjustment Amount.
Total ITB Response Amount Spread	Displays the total of the ITB Extended Amount for all items.
Distribute the ITB Response Amount grid
Select	Select the checkbox to include the cost item when you distribute the ITB response amount.
Line	Displays the line number for the cost item from the Select Items tab.
Reference	Displays the WBS code value for the cost item.
Description	Displays the description for the cost item.
Cost Item Reference	Displays the reference for the cost item.
Cost Item Reference Description	Displays the description associated with the cost item reference.
ITB Unit Cost	Enter the unit cost from the vendor's bid for the cost item or have Viewpoint Estimating calculate the unit cost using the ITB Response Amount to Spread or the ITB Response Unit Cost to Update. If you enter the ITB Xtd Amount, then Viewpoint Estimating calculates the ITB Unit Cost as follows:
Adjusted Quantity	Displays the adjusted quantity for the cost item.
Xtd Unit Cost	Displays the extended unit cost for the cost item from the estimate.
ITB Xtd Amount	Enter the extended amount from the vendor's bid for the cost item or have Viewpoint Estimating calculate the extended amount using the ITB Response Amount to Spread or the ITB Response Unit Cost to Update. If you enter the ITB Unit Cost, then Viewpoint Estimating calculates the ITB Xtd Amount as follows:
No Bid	Select this checkbox to indicate that there is no bid for the cost item. Viewpoint Estimating will clear and disable the ITB Unit Cost and ITB Extended Amount for the cost item.
(below the grid)
ITB Response Amount to Spread	Enter the dollar amount of the ITB response to spread across selected items, then click Auto Spread to have Viewpoint Estimating prorate that amount across the selected items based on each item's Xtd Unit Cost from the estimate. The ITB Xtd Amount field is updated for each selected cost item.
ITB Response Unit Cost to Update	Enter the dollar amount of the ITB response for the unit cost of selected cost items, then click Auto Update to have Viewpoint Estimating enter that amount in the unit cost for each of the selected items. The ITB Unit Cost and ITB Xtd Amount fields are updated for each selected cost item.

Click Vendor ITB Request Document Details on the Responses tab to display the Enter Invitation to Bid Responses popup window, which enables you to manage the invitation to bid document details for the specific vendor.

You can create a PDF file of an invitation to bid form that you can view, print, or attach to an e-mail. Viewpoint Estimating automatically attaches the PDF file to its associated record in a binder item.

Tip: You can use the Modify Forms screen to modify the format and layout of this form.

You must have the software required to open a PDF file—such as Adobe Reader—installed on your computer to be able to view it. You can also send an e-mail with the PDF file as an attachment. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with an attachment.

For more information, see Manage details for an invitation to bid for a specific vendor.

Each row in the grid is a contact associated with the document. Click Add Document Routing Distribution Group to add users from one or more document routing distribution groups to the tab. The Document Routing Distribution Control check box on the Document Management Settings screen must be selected for the routing fields to be enabled. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids.

Note: You can only use document routing if you have selected the Document Routing Distribution Control check box on the Document Management Settings screen.

If you are reviewing the document, update the Status and Memo from User fields.


Field	Description
One Time Contact	Select the check box to indicate whether this contact is a one-time contact.
Contact Type	Enter the Contact Type screen for this contact or click to select the contact type from a Lookup List. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. Viewpoint Estimating will associate the contact with the new contact type when you save the document.
Name	Enter the name of an existing Contact screen or click to select the contact from a Lookup List. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window. Tip: You can add new contacts or modify existing contacts from the lookup window. To add a contact, click New in the List of Contacts lookup window and complete the fields on the Contact screen popup window. When you are finished, click OK to save the contact. To modify a contact, in the List of Contacts lookup window, click on the contact you want to modify and click Open. Modify the fields on the Contact screen popup window as needed. When you are finished, click OK to save the contact.
Role	Click to select the contact's role. To From
E-mail As	Click to select the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail. Primary CC BCC
Notes	Enter any comments or notes about the routing. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Routing Type	Click to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a Viewpoint Estimating user ID. Review Only - No response is expected from the reviewer. Action Required - A response is expected from the reviewer. No Routing - The contact does not review the document.
Routing Date	Enter the routing date or click to select the date from a Date Picker.
Routing Due Date	Enter the date the contact's response is expected or click to select the date from a Date Picker.
Routing Priority	Click to select the priority of the contact's response to the routing distribution. High Normal Low
Routing Status	Enter the code for the Document Management Types screen for the routing distribution or click to select the status type from a Lookup List. The status type sets the active/inactive status of the routing distribution.
Closed Date	Enter the date the routing distribution is closed or click to select the date from a Date Picker.
Routing Memo To User	Enter any comments or notes about the document to the user on this line. If you are the user on this line, other users can enter memos to you here. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Routing Memo From User	Enter any comments or notes about the document if you are the user on this line. This memo appears from you to all other users. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Routing Created By	Displays the user who added the contact to the document and the date and time the contact was added.
Company	Displays the company for the contact.
E-mail Address	Display the e-mail address for the contact.
Work Phone	Displays the work phone number for the contact.
Extension	Displays the work phone extension for the contact.
Cell Phone	Displays the cell phone number for the contact.
Main Address Street 1	Displays the first line of the contact's main address.
Main Address Street 2	Displays the second line of the contact's main address.
Main Address City	Displays the city of the contact's main address.
Main Address State	Displays the state of the contact's main address.
Main Address Zip	Displays the zip code of the contact's main address.
Main Address Country	Displays the country of the contact's main address.


Field	Description
Document Activity sub-tab: Use this sub-tab to record actions taken on the document. Viewpoint Estimating automatically enters activities for printing the PDF file using the On Save of Document options, sending an email with the PDF file attached, and importing daily field report information. In addition, you can enter other activities manually based on the activity types you defined on the Document Management Types screen. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in Viewpoint Estimating.
System Generated	Indicates whether Viewpoint Estimating automatically created the row. If the checkbox is selected, the row cannot be modified or deleted. This field is display only.
Date	Enter the date the activity occurred or click to select the date from a Date Picker.
Time	Enter the time the activity occurred.
Type	Enter the code for the activity type (see Document Management Types screen) or click to select the activity type from Lookup List.
Description	Enter a description of the activity.
Memo	Enter any comments or notes about the activity. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.
Document History sub-tab: This sub-tab records details every time the document is saved, including when it was saved, who saved it, and the owner. If a PDF file was created when the document was saved, you can view the document.
Change Comment	If you are modifying the document, enter the reason for the changes. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor. Depending on your Document Management Settings, this field may be required.
Revision History grid: Each row in the grid is a revision of the document. The fields are display only.
Revision Number	Displays the number for the document revision.
Modified Date	Displays the date the revision was saved.
Modified By	Displays the user who saved the revision.
Owner	Displays the document owner at the time the revision was saved.
Change Comment	Displays the change comment saved with the revision.
Document File	Click View to view the PDF file created when the document was saved. If the PDF file was not created the button is disabled.


Field	Description
Binder tab: Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items in Viewpoint Estimating. Click to add a row to the grid. Click to delete the active row from the grid. Note: Any binder items attached to the bid are not copied to the project when it is created from the Enter Project Manager Worksheet. Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs: From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment. From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.
Reference Existing Binder Item	If a binder item already exists in Viewpoint Estimating and is shared, you can reference it (rather than creating a new, separate binder item). Click Reference Existing Binder Item, select the binder item you want to reference from Lookup List, and click OK.
Open	You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment. In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.
E-mail	You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item. In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.
Binder grid
Select	Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.
Binder Item Type	Enter the binder item type (see Binder Item Types screen) for the binder item or click to select the binder item type from a Lookup List. The binder item type determines the various behaviors of binder items.
Description	Enter a description of the binder item.
Date	Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from Date Picker.
Shared	Select the checkbox to make this binder item available for reference throughout the application.
Attachment Value	Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment Type	Displays the file type for the attachment.
Attachment Method	Defaults to the last attachment method used. Click to select the method to use for the attachment. Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail. Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system. If you delete the attachment file from the file system, the link is broken. Embed - An embedded attachment is stored within Viewpoint Estimating. You can set an embedded attachment so that it can be shared throughout Viewpoint Estimating. Sharing an embedded attachment allows other users to reference it in other records in the application. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record. Note: If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in Viewpoint Estimating. If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in Viewpoint Estimating.
Attach when E-mailing	Select the checkbox to have Viewpoint Estimating include the attachment when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.
Status	Click to select the status of the binder item. Active - Binder item is available for use and appears in lookup lists. Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Owner	By default, displays the current Viewpoint Estimating user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a Lookup List.
Reminder Date	Enter the date for the reminder for the binder item or click to select the date from a Date Picker. Viewpoint Estimating uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
Notes	Enter any comments or notes about the binder item. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.
Inactive Date	If the status is Inactive, enter the date the binder item became inactive or click to select the date from a Date Picker.
Priority	Click to select the priority of the binder item. High Normal Low
Source Type Grid: When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid. When you add a binder item to another source using the Source Type grid, the binder item is automatically shared. Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.
Source Type	Enter the type for the source to which you want to add the binder item or click to select the source type from Lookup List.
Source Area	Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
Source	Enter the code that identifies the source to which you want to add the binder item or click to select the source from Lookup List.
Source Name	Displays the name of the source.

Enter Invitation to Bid Responses Screen Field Reference

Responses Tab

Enter Invitation to Bid Responses Popup Window

Contacts/Routing Tab on the Popup Window

Activity/History Tab on the Popup Window

Binder Tab on the Popup Window

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