Bids and Configure-to-Order (CTO)

NAVIGATION  Products > Bids

Overview

Kaseya Quote Manager can either automatically manage bid pricing and supply, also known as supplier-quoted pricing, or can use a bill of materials (BOM) as a solution. The process is useful for managing licensing or renewals quoted for a specific organization by a vendor.

Bid pricing is not provided on a supplier product feed; it is usually provided as a spreadsheet.

NOTE  Some suppliers provide PDF quotes that are difficult to machine-read. In this case, we recommend that you request the original CSV file from the supplier, if possible.

Two methods

Importing a supplier quote:

  • Can be applied to a specific quote.
  • Bid pricing applies only to the quote in which the import was configured. This pricing will not appear in any other quotes or the Online Store.
  • The bid pricing is contingent upon the purchase of all items in the bid.
  • Based on imported Manufacturer Part Numbers (MPNs), any SKUs that do not already exist in Kaseya Quote Manager are automatically created. This feature eliminates the need for ad-hoc SKUs that are difficult to manage in your Online Store and during the procurement process.

Refer to Import a bid.

Manually creating a bid:

  • Can be applied to one specific organization or all organizations.
  • Bid pricing appears in quotes and in the Online Store, including landing pages that contain the product(s).
  • The bid pricing is not contingent upon the purchase of all items in the bid.
  • Selected SKUs already exist in Kaseya Quote Manager.
  • The bid expires based on the Expiry date set in the bid.

Refer to Manually create a bid.

Even if an SKU that is listed on a bid becomes obsolete, the SKU remains active until the bid expires.

Supplier pricing based on a bid

Kaseya Quote Manager automatically issues supplier purchase orders based on lowest cost supply. Suppliers frequently offer one- or two-day specials on products that are sometimes less expensive than the bid price.

If the bid price is the least expensive, Kaseya Quote Manager will raise the purchase order to the supplier defined on the bid at the cost entered. However, if a special is available on the day of an order or quote acceptance, Kaseya Quote Manager will select the better supply so that you reserve the extra margin.

How to...

You can generate bid pricing by importing a supplier quote in Kaseya Quote Manager. To learn how, refer to Import a supplier or manufacturer quote.

NOTE  These imports do not appear on the Bids page in your Admin Center.

NOTE  You can also use this process to import your own product or service SKUs totaling fewer than a couple hundred per batch. To import SKUs that total more than a couple hundred per batch, use the Standard product feed importer.

  1. From the left navigation menu, click Products > Bids > Add bid.

  2. Enter information about the bid, as outlined in the following table:


    3. Field name Description
    Title

    Enter the bid title.
    Bid number

    Enter the supplier bid number.
    Expiry

    Schedule the calendar date on which the bid will expire. The expiry defaults to one month in the future but remains editable.
    Supplier Enter the supplier address to which hard copy mailings will be sent.

    Purchase order note

    The bid number is automatically added to the supplier purchase order. If additional instructions should appear on the purchase order, enter them here.

    Organization

    Search for and select the organization where the bid pricing should apply. If the bid applies to all organizations, leave this field blank to create an open bid.

Adding products to the bid

  1. Click Add product.

  2. Search for the item(s) you want to add to the bid, select the applicable check box(es), and click Add.
  3. Enter a default Min quantity if a Minimum Order Quantity (MOQ) applies to the bid.
  4. Enter the bid Cost.
  5. Enter a custom Sell price, if desired. If left blank, normal mark-up rules apply.

    6. NOTE  Refer to Pricing for an overview of factors that drive final sell pricing.

  6. In the upper-right corner of the page, click Save to create the bid.

The following conditions apply to the example above:

  • Bid pricing applies to the first SKU in the list for orders of 10 units or more.
  • Bid pricing applies to the remaining SKUs for orders of one unit or more (default).
  • The sell prices are driven by general, automated pricing rules.
  • The Purchasing Optimizer (automated procurement) will:
    • ignore supplier stock on hand.
    • ignore the bid if a better price is available from any supplier.

NOTE  Purchase orders of this type remain editable. You may choose to renegotiate the bid or update it with new or renewed products. Refer to Reactivate a bid.

To reactivate a bid, simply change its Expiry date, add additional products, or renegotiate the pricing.