CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Bidding. Step-by-Step Instructions for: Major, Sub Major, and Minor Category Directories

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Bidding Step-by-Step Instructions for: Major, Sub Major, and Minor Category Directories 2011 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction...1 Directories...2 Major Category...2 Submajor Category...3 Minor Category Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Learning Guide will review the set up and maintenance for the Bidding directories: Major Category Sub Major Category Minor Category Revised: 03/03/ Central Susquehanna Intermediate Unit, USA Page 1

6 DIRECTORIES Major Category The MAJOR CATEGORY DIRECTORY identifies the line of items included in a bid, for example: General Supplies, Art Supplies, Athletics, and Maintenance. Fiscal Year: When adding a new MAJOR CATEGORY, enter the Fiscal Year for the new bid cycle. The fiscal year will automatically update when you INITIALIZE A NEW BID CYCLE for a specific MAJOR CATEGORY. Major Category: Enter a two-character code for the major category. Description: This is a required field. Enter up to 20 characters to describe the major category. In the Bid Deadline Time and the Bid Opening Time fields, military time must be entered. Military time operates on a 24-hour clock. In this example, we have entered 13:30 as the Bid Opening Time, which is equivalent to 1:30 pm. Bid Deadline Date and Time: Enter the date and time to indicate when bids for this MAJOR CATEGORY must be received by your district. Bid Opening Date and Time: Enter the date and time to indicate when the bids will be opened. Bid Award Date: Enter the date the bids will be awarded. Consumables Inventory Bid: If your district uses the CSIU Consumables Inventory application, this field will be enabled. Select this checkbox option if the bid will be associated with Consumables Inventory. If this option is selected, the Cons Inv checkbox option will be enabled PO ENTRY/Order Info and Items tabs. PO Post Date: This field will be updated automatically when the POST AWARDS TO PURCHASE ORDERS process is performed successfully for this MAJOR CATEGORY. When a PO Post Date exists, the bid is locked. If POs need to be reposted, a user with Key Field Security access can delete the PO Post Date; then, perform the POST AWARDS TO PURCHASE ORDERS process again. This date will be removed automatically when the INITIALIZE NEW BID CYCLE process is performed. Revised: 03/03/ Central Susquehanna Intermediate Unit, USA Page 2

7 Submajor Category The SUB MAJOR CATEGORY DIRECTORY is a grouping of items from the MAJOR CATEGORY. Example: A MAJOR CATEGORY of 'Art Supplies' could have a SUB MAJOR CATEGORY of 'Paints'. Fiscal Year: When adding a new SUB MAJOR CATEGORY, enter the Fiscal Year for the new bid cycle. The fiscal year will automatically update when you INITIALIZE A NEW BID CYCLE for the MAJOR CATEGORY. Submajor Cat: Enter two characters to identify the kind of items included in a major category. The sub major category becomes very useful when detailed specifications would apply to all items in the sub major group. Description: This field is required. Enter up to 20 characters to describe the submajor category. Notes: This field is optional, but could be used to enter unlimited specifications information for items in this sub major category, ONLY. The notes print on various reports before the first item in the submajor category. Revised: 03/03/ Central Susquehanna Intermediate Unit, USA Page 3

8 Minor Category The MINOR CATEGORY is a group of items within a SUB MAJOR CATEGORY. If you have defined a MAJOR CATEGORY of 'Maintenance Supplies' and a SUB MAJOR CATEGORY of 'Tools', you might then define separate MINOR CATEGORIES for hand tools, power tools, and/or battery operated tools. Fiscal Year: When adding a new MINOR CATEGORY, enter the Fiscal Year for the new bid cycle. The fiscal year will automatically update when you INITIALIZE A NEW BID CYCLE for the MAJOR CATEGORY. Minor Category: This field is required. Enter up to three characters. MINOR CATEGORY codes identify more specifically the kind of items included in a SUB MAJOR CATEGORY. Description: This field is required. Enter up to 20 characters to describe the minor category. Asset Bid: Select this checkbox option if this MINOR CATEGORY will be used for purchasing assets. When the PURCHASE ORDERS are created, this will mark them as Asset POs. Revised: 03/03/ Central Susquehanna Intermediate Unit, USA Page 4