Export / Import Line Item Response

Vendors are able to download the solicitation line items, provide your bid response directly into the template, and upload the completed file into the WebProcure application.

If the solicitation contains line items and you prefer to complete the spreadsheet with your pricing response information, complete the Requirements and Questionnaire tabs as needed and select the Respond tab.

Download Response Template

The first step in the export / import process is to select the Download Response Template button located at the top of the Respond page.

Export Import Line Item Response

A Microsoft™ Excel spreadsheet will download.

NOTE: Depending on your application or computer security settings, you may be required to Enable Editing and save to a local drive location to perform the edits.

Download Response Template

IMPORTANT: Do not change the file/sheet name/names.

Key Points Regarding Template

Do not change the file/sheet name/names.
Do not refresh the page while the upload is in progress.
Protected buyer fields may not be edited.
Hover over a cell to view applicable instructions regarding data entry, if any.
If the line item allows multiple alternatives, the you will need to upload your initial response, refrain from submitting the response, and go into each line item you wish to provide an alternative for.
Once the line item is opened in the Vendor Portal, a Propose Alternative button will be available for you to create an alternate response for the line item or items.
If you need to enter a substitute for the line item or make any other edits once the initial response is uploaded, you edit the current response.
Edits made on the template after upload will not overwrite the initial response uploaded into the system.
If multiple bids are permitted, you may start another bid response (Quote #2) and download another template, prepare an additional bid and upload.
For additional assistance, you may contact the Proactis Customer Support at (866) 889-8533.

The values in the following columns may not be edited.

Solicitation Number	Title	Item Name	Item Description
Categorization	Substitute Allowed	Multiple Alternates Allowed	Mandatory Response
Buyer Manufacturer Name	Buyer Manufacturer Number	Desired Delivery Date	Delivery Location
Specified Alternates	Unit	Qty	Pricing Factor
Pricing Type

Complete Template

The steps to complete the Response worksheet in the template are as follows:

Bid / Unit

This cell accepts only numeric values. Enter your bid response for this line item per unit of measure.

If the buying organization, set a bid Minimum, Maximum, or Fixed price, the template will display an advisory message.

Using the above image as an example, the template Bid/Unit price has been restricted to a value less than or equal to $4500.00.

Buying organizations may also establish a fixed price, where the bid amount has to match exactly what they set and a minimum price, where the bid amount cannot be less than their set amount.

Supplier Part Number

Enter your Supplier Part Number, if desired or applicable.

Supplier Part Number Ext

Enter your Supplier Part Number, if desired or applicable.

Delivery Date

Enter your delivery date in MM/DD/YYYY format.

If delivery date cannot or should not be specified, leave this cell blank and choose the Yes option from the drop-down menu in the Date Not Specified column.

Date Not Specified

The default value for the Date Not Specified field is No.
If a Delivery Date cannot or should not be specified, be sure to choose the Yes option from the drop-down menu.

Comments

To include Comments with your line item bid response, enter up to 2000 alpha numeric characters in the Comments cell.

Intentional No Bid

The default Intentional No Bid value is No.

If you wish to intentionally submit a No Bid for this line item, be sure to select the Yes option from the drop-down menu.

Additional Item Fields

Buyers may configure the responses as one of the following Data Types:

Text
Number
Percentage

Buyers may configure the response as Required.

Add'l Item Field 1

The value in this column is the name of the Additional Item Field. This is a read-only column.

Add'l Item Description 1

This column will contain a value or a description pertaining to the Add'l Item Field column.

Add'l Item Response 1

Enter your response in this field.

When you hover over the field, an advisory message will display to let you know the type of entry that is expected.

Text

Number

Percentage

Add'l Item Fields 2-10

Use the instructions for Additional Item Field 1 above to complete the Additional Item Fields 2 through 10 as needed.

Save File

Save the file. Be sure to not rename any worksheets or the file name.

See below for instructions to import your response.

Import Response

Import Solicitation Item';s Response

Browse to the local or network location of your completed and saved template.

Click to highlight and select the file.

Click Open.

The selected file name will appear in the text box located to the right of the Browse button.

When ready, click the Import Response button.

Validation

The following validations will be performed on your import:

File name must be same as downloaded file name.
Unit price should be numeric.
Delivery Date should not be before current date.
Comment cell cannot contain more than 2000 characters.
If Additional Item Response is marked as required, it cannot be left blank.

Successful Import

If the spreadsheet passes validation, the following success message displays.

Successful Import

Click OK to acknowledge and close the message.

You will land on the Review Response page.

Review & Submit

After importing your line item responses, you may proceed to the Response Review page to perform a complete review.

The Review Response - Solicitations with Line Items topic goes into greater detail.