Enter Invitation to Bid Requests Screen Field Reference

This screen field reference describes the following:

General tab

FieldDescription
Request FormatClick to select the format for the invitation to bid request.
  • Materials
  • Subcontract
Request DateEnter the date for the invitation to bid request or click to select the date from a Date Picker.
Respond By DateEnter the date by which you want to receive a response from the vendor or click to select the date from a Date Picker.
Reply To ContactEnter the name of the Contact screen to whom the vendor should reply or click to select the contact from a Lookup List.
During Manage ITB SelectionClick to select how you want to select the bid to use in the Manage Invitation to Bid Selection screen. Valid values:
  • Require Entire Bid
  • Allow Selection of Individual Bid Lines
StatusClick to select the status of the invitation to bid request.
  • Active - Invitation to bid request is available for use and appears in lookup lists.
  • Inactive - Invitation to bid request is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
MemoEnter any comments or notes about the invitation to bid request.
Vendor Defaults - Specify default values to use for all vendors. You can override these defaults for specific vendors on the Vendors tab.
Retainage PercentageIf the request format is Subcontract, enter the default retainage percentage.
Document FormEnter the code for the default report form for the invitation to bid or click to select the document form from a Lookup List.
Work to be Performed At/Ship To - If the request format is Subcontract, specify where the vendor will perform the work. If the request format is Materials, specify where the vendor should ship the materials. Click to view the location using Google Maps.
Tip: Select the country first so that the appropriate jurisdictions are available.
Ship To LocationClick to select the type of location. Valid values:
  • Estimate Job - The work will be performed at the jobsite or the materials will be shipped to the jobsite.
  • Item Location - This option is only available when the request type is Materials. The materials will be shipped to a location other than the jobsite, such as a warehouse.
Address SourceBy default, displays the estimate job. If needed, enter the code for the Manage Estimates screen to use as the address source or click to select the source from a Lookup List.
Street 1Enter the first line of the street address for the location.
Street 2Enter the second line of the street address for the location.
CityEnter the city for the location.
StateClick to select the state or province for the location.
ZipEnter the ZIP code or postal code for the location.
CountryClick to select the country for the location.

Description tab

FieldDescription
Materials Purchase MessageIf the request type is materials, enter any message for the vendor related to the bid. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Scope of WorkIf the request type is subcontract, enter a description of the scope of work for the bid. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Other Terms and ConditionsEnter any additional terms or conditions related to the bid. You can enter formatted text in this field. Click to open the Formatted Text Editor.
ExclusionsIf the request type is subcontract, enter any exclusions related to the bid. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Select Items tab

FieldDescription
Show EstimateIndicates whether the Items Available grid displays items from the Estimate tab in the estimate job. Select this checkbox to display cost items from the Estimate tab in the Manage Estimates screen, including posted alternates and change orders, in the Items Available for Invitation to Bid Request grid. Only cost items with a value for the invitation to bid WBS code are displayed.
Show Acceptable AlternatesIndicates whether the Items Available grid displays items from alternates from the estimate job. Select this checkbox to display cost items from the Alternates tab in the Manage Estimates screen in the Items Available for Invitation to Bid Request grid. Only cost items from alternates that have a status of Acceptable that have a value for the invitation to bid WBS code are displayed.
Show Change OrdersIndicates whether the Items Available gird displays items from change orders in the estimate job. Select this checkbox to display cost items from the Change Orders tab in the Manage Estimates screen in the Items Available for Invitation to Bid Request grid. Only cost items from change orders that don't have a status of Rejected, Cancelled, or Posted and that have a value for the invitation to bid WBS code are displayed.
The Select Items tab contains two grids:
  • Items Available for Invitation to Bid Request, which lists the cost items that can be included in the invitation to bid request. The contents of this grid are determined by the checkboxes above.
  • Items Included for Invitation to Bid Request, which lists the cost items that are included in the invitation to bid request. By default, no cost items are listed in the Items Included grid.
To move a cost item to the Items Included for Invitation to Bid Request grid, select that cost item and click Add. To move all cost items to the Items Included grid, click Add All. To remove a cost item from the Items Included grid, select that cost item and click Remove. To remove all cost items from the Items Included grid, click Remove All.
  • Note: For cost items that are part of an assembly, the assembly is listed above the cost item in the grid. An assembly may be listed multiple times in the grids because each cost item could have a different value for the ITB WBS code (displayed in the Reference column).
  • Note: If the cost item is moved, than the assembly header and ITB reference are copied, which may result in the same assembly or ITB reference appearing in both grids.
  • Note: If an assembly or ITB reference is moved, all cost items listed under that assembly or ITB reference are moved.
You can sort and filter the grids using the fields displayed.
LineDisplays the line number for the cost item. Viewpoint Estimating automatically assigns this number based on the original display order of the cost items.
ReferenceDisplays the ITB WBS value for the cost item.
DescriptionDisplays the description for ITB WBS value.
Cost Item ReferenceDisplays the reference value for the cost item from the Estimating module.
Cost Item DescriptionDisplays the description for cost item.
TypeDisplays the cost item type.
Adjusted QuantityDisplays the adjusted quantity for the cost item.
Unit of MeasureDisplays the unit of measure for the cost item.
Xtd Unit CostDisplays the extended unit cost for the cost item from the estimate.

Vendors tab

Each row in the grid is a vendor who will receive the invitation to bid. You must add at least one vendor to be able to save the request. Click Details on a row to display the Enter Invitation to Bid Request Pop-up window pop-up window, which enables you to manage the invitation to bid document details for the specific vendor. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids.
FieldDescription
VendorEnter the code of the Vendor screen for the invitation to bid or click to select the vendor from a Lookup List.
Vendor NameDisplays the name of the vendor.
Create PDFSelect the checkbox to create a PDF file of the invitation to bid document form for the vendor when the invitation to bid request is saved. Viewpoint Estimating automatically adds the PDF file as an attachment to a binder item on the Enter Invitation to Bid Request Pop-up window pop-up window. This checkbox is the same as the Create PDF checkbox on the Vendor ITB Request Detail pop-up. When you select the checkbox in one location, it is selected in the other location.
Document FormIf you want to override the default document form for this vendor, enter the code for the document form for the invitation to bid or click to select the document form from a Lookup List.
Retainage PercentageIf the request format is Subcontract, enter the default retainage percentage.
Vendor ContactEnter the name of the Vendor screen or click to select the vendor contact from a Lookup List. The lookup window displays a column for each default contact type, which you can use to filter the list of contacts.
Send to Street 1Enter the first line of the street address for the vendor.
Send to Street 2Enter the second line of the street address for the vendor.
CityEnter the city for the vendor.
StateClick to select the state or province for the vendor.
ZIPEnter the ZIP code or postal code for the vendor.
CountryClick to select the country for the vendor.
StatusClick to select the status of the vendor for the invitation to bid request.
  • Active - Vendor is available for use and appears in lookup lists.
  • Inactive - Vendor is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Memo Enter any comments or notes about the vendor.

Binder tab

This tab contains the following sub-tabs:
FieldDescription

Binder sub-tab

- If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs. 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 ItemIf 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 a Lookup List, and click OK.
OpenYou 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-mailYou 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
SelectSelect 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 TypeEnter the 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.
DescriptionEnter a description of the binder item.
DateInitially 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 a Date Picker.
SharedSelect the checkbox to make this binder item available for reference throughout the application.
Attachment ValueEnter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment TypeDisplays the file type for the attachment.
Attachment MethodDefaults 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.
    • Note: 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 the application. Sharing an embedded attachment allows other users to reference it in other records in Viewpoint Estimating. 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.
    • Note: 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.
StatusClick 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.
OwnerBy 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 DateEnter 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.
NotesEnter any comments or notes about the binder item. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Inactive DateIf the status is Inactive, enter the date the binder item became inactive or click to select the date from a Date Picker.
PriorityClick 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 TypeEnter the type for the source to which you want to add the binder item or click to select the source type from a Lookup List.
Source AreaDisplays 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.
SourceEnter the code that identifies the source to which you want to add the binder item or click to select the source from a Lookup List.
Source NameDisplays the name of the source.

User-Defined Fields sub-tab

- If any user-defined fields exist for this function, this sub-tab appears. You can User-Defined Fields screen to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.