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How To: Fill Out and Submit a Bid Sheet
How To: Fill Out and Submit a Bid Sheet
Kaitlyn Dotson avatar
Written by Kaitlyn Dotson
Updated over a week ago

Bid sheets are a great way to facilitate communication between suppliers and EMS companies about material pricing and availability. Bid sheets operate similarly to spreadsheets, except they can be more secure and less error-prone. If you're a supplier and have been asked to submit a bid sheet to your customer, here are instructions on how you can do that within CalcuQuote's New Bid Sheet Portal.

Bid Sheet Instructions for Suppliers: You should have received an email from your customer or a no-reply CalcuQuote address asking you to submit a bid sheet. If so, the email should include a link to open a web view with the customer's bill of material.

1. Once you have successfully created a free account and logged in, you should see your account Summary. You will have 4 columns in your dashboard: 1) The CalcuQuote Quote ID and Assembly ID, 2) the Company who sent it, 3) when the bid sheet is due, and 4) the status of the bid sheet.

On the summary page, you will be able to view all of your Open, In Progress, and Closed bid sheets. Use the Open and Close buttons in Bid Summary in the top left-hand column to toggle between bid sheets with different statuses. Depending on the status view, use dropdown next to Customer Bids on the left-hand side to sort by Alphabetical or Lines.

2. To view a bidsheet, click into any cell for that line. Once you have clicked into a bid, you can quickly see the Bid Information: both who sent the bid and information on the bid itself. To exit the Bid Information view, click the 'x' in the top right or click anywhere on the screen.

3. Here, you will be able to view the bid sheet. You can either 1) Fill out all relevant fields in bidCQ or 2) Export to fill out in Excel and then import back into bidCQ.

Functionality within this view includes:

  • USD: Click here if you need to

  • Summary: Click here to return to your summary page to view dashboard of all bids.

  • Bid Info: Click here to return to Bid Information.

  • Submit: Click here to Submit the bid back to your customer.

  • Import: Click here to import Excel file back in. Columns will populate based on Excel data.

  • Export: Download the Excel.

  • Bid Mgmt: Click here to No Bid or Share Bid Sheet

  • Expanded Bid: Turn on to add additional fields to fill out

4. Populate the white cells with the appropriate information:

  • Documents: Add documents, such as gerber files, for your customers.

  • Alternate Mfgr: Suggest Alternate manufacturers for your customers. Be sure the manufacturer is unique to the original.

  • Alternate MPN: Suggest Alternate MPNs for your customers. Be sure the manufacturer is unique to the original.

  • Currency: If you are quoting a different currency than the default, you can update it here.

  • Unit Price: Add price per order quantity.

  • Min: The minimum order quantity required to be purchased

  • Mult: The multiples by which an order must be placed

  • Stock: Current stock availability.

  • MFG Lead Time: Add manufacturing lead time.

  • Lead Time UOM: Specify if Lead Time given is Days or Weeks (this will be defaulted to Days unless changed in your profile settings.

  • Package: Add packaging notes for the customer.

  • On Order ETA: Estimated time of arrival for additional parts.

  • On Order Qty: Number of additional parts expected.

  • Region: Where is the stock located.

  • RoHS: Can be answered with Yes, No, Unknown

  • NCNR: Can be answered with Yes, No, Unknown

  • Auth Reseller: Can be answered with Yes, No

  • Supplier SKU: SKU specific for that part.

  • Supplier Description: Description of the part.

  • Note: Any alphanumeric note you would like to leave for your customer

5. Once you are satisfied with the results, enter your name in the "Authorized By" field and a quote number if applicable.

6. After submitting your bid sheet, the bid will be marked as submitted and moved to the closed section of bid sheets.

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