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Procedure documentationChanging Open Auctions Locate this document in the navigation structure

Prerequisites

To edit or change an open auction, you must first suspend bidding activity. Suspending bidding activity is a way to temporarily stop the activity of the auction. No bids can be placed while the bidding activity is suspended. For details, see the section Suspending Auction Bidding Activity below.

Procedure

Changing an Open Auction

While the auction is suspended, you can make the following changes to the auction:

  • Add one or more bidders

  • Add an amendment

  • Add or delete a collaborator

  • Add a document link

  • Change the minimum or maximum bid improvement

  • Change the auction schedule

  • Change the start price for a line item (in Preview phase only)

  • Disqualify a bidder

  • Add accounting information

  • Add or remove an alternate currency

Using the Manage Auction function, you can also perform the following functions to an open an auction without first suspending bidding:

  • Disqualify a bid

  • Suspend all bidders

  • Unsuspend all bidders

  • Manage the auction schedule

  • Reopen all line items

  • Close a line item

  • Suspend a bidder

  • Unsuspend a bidder

  • Disqualify a bidder

  • Requalify a bidder

Manage Auction Toolbar Functions

Choose Manage Auction to:

  • Disqualify a bid

  • Suspend all bidders

  • Unsuspend all bidders

  • Manage the auction schedule

  • Reopen all line items

  • Close a line item

  • Suspend a bidder

  • Unsuspend a bidder

  • Disqualify a bidder

  • Requalify a bidder

Suspending All Bidders with the Manage Auction Function

You can suspend all bidders during an open auction. A suspended bidder can no longer place bids, but the bidder's previous bids remain in the auction.

You can also suspend all bidders from the Bidders page. For details, see Suspending one or more auction bidders on the Bidders page.

To suspend all bidders with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Suspend All Bidders.

  2. In the Confirm Suspend Bidders dialog box, optionally enter comments to be e-mailed to these bidders.

  3. Choose Finish. You see a message indicating that the bidders have been suspended.

Unsuspending all Bidders with the Manage Auction Button

You can use the Manage Auction button to unsuspend all bidders during an open auction. The unsuspended bidders can then resume placing bids.

You can also unsuspend all bidders from the Bidders page. For details, see Unsuspending one or more auction bidders on the Bidders page.

To unsuspend all bidders with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Unsuspend All Bidders.

  2. In the Confirm Unsuspend Bidders dialog box, optionally enter comments to be e-mailed to the bidders.

  3. Under Extend Duration, select whether to extend the auction close time. If you extend the duration, specify the length of the extension.

  4. Choose Finish. You see a message indicating that the bidders have been unsuspended.

Managing the Auction Schedule with the Manage Auction Function

You can use the Manage Auction button to manage an auction schedule while the auction is in progress, without needing to suspend bidding activity as a separate task.

While an auction is open, you can change any part of the schedule that affects events in the future. You cannot change information for past events or previous phases.

For example, you can change the end time for the Preview, Pre-Bid, and/or Open phase in an auction that has opened, as long as that end time has not yet been reached.

The Bidding Duration field can only be increased, never decreased.

You can also change an open auction's schedule from the Schedule page. Editing the schedule from the Schedule page requires you to first suspend bidding activity. For details, see Changing the schedule of an open auction from the Schedule page.

Note Note

To close an auction immediately, see Closing an auction manually.

End of the note.

To manage the auction schedule with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Manage Schedule.

  2. In the Suspend Bidding dialog box, optionally enter comments and then choose Next.

  3. In the Adjust Schedule dialog box, fill in the fields with the new time information and choose Next.

  4. In the Resume Bidding dialog box, optionally enter comments and then choose Finish. You see a message indicating that the auction schedule has been changed and bidding has resumed.

    All requalified bidders are notified of this change through a Workbench alert and an email message.

Reopening all Line Items with the Manage Auction Button

You can use the Manage Auction button to reopen all line items after they have closed. You can only reopen line items that are in the Close Pending state.

For example, you might want to reopen line items if you receive notification that a supplier has not had time to submit a best and final bid. This might occur due to user error, network connectivity issues, or other technical problems. Reopening line items gives suppliers a final opportunity to submit a bid, which can result in further cost savings for you.

The Close Pending phase immediately follows the bidding close time. You specify the duration of this phase on the Auction Schedule page. You can reopen the auction as many times as you like during the Close Pending phase until the Final Close time is reached.

You can reopen an auction in the Close Pending state using the Actions button. For details, see Reopening an auction in the Close Pending phase.

Note Note

The auction type determines whether an auction moves to the Close Pending phase after bidding close.

End of the note.

To reopen all line items with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Reopen All Line Items.

  2. In the Re-open Auction dialog box, enter the amount of time you wish to add to the bidding time. You can reopen the auction for any length of time.

  3. Choose Next.

  4. In the Confirm Re-open Auction dialog box, choose Finish. You see a message indicating that all line items in the Close Pending phase have been reopened.

    The line items are reopened for the specified length of time. After this length of time, the auction returns to the Close Pending phase for the full Pending Duration.

    All requalified bidders are notified of this change through a Workbench alert and an email message.

Closing a Line Item with the Manage Auction Button

You can use the Manage Auction button to close a line item in an open auction. You can only close a line item if it is in the Close Pending state.

You might choose close a line item, for example, before reopening an auction in the Close Pending phase.

Closing a line item has no effect on the closing times or statuses of any other line items. If you reopen the auction after closing one or more line items, auction bidders will only be able to bid on the line items that remain open.

Note Note

The auction type determines whether an auction will move to the Close Pending phase after bidding close.

End of the note.

You can also close a line item using the Actions toolbar button. For details, see Closing an auction line item in the Close Pending phase.

To close a line item with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Close Line Item.

  2. In the Close Line Items dialog box, select the line item to close.

  3. Choose Next.

  4. In the Confirm Closing Line Items dialog box, choose Finish. You see a message indicating that the line items have been closed.

    All requalified bidders are notified of this change through a Workbench alert and an email message.

Suspending a Bidder with the Manage Auction Button

You can use the Manage Auction button to suspend a bidder during an open auction. A suspended bidder can no longer place bids, but the bidder's previous bids remain in the auction.

You can also suspend a bidder from the Bidders page. For details, see Suspending one or more auction bidders on the Bidders page.

To suspend a bidder with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Suspend Bidder.

  2. In the Select Bidders dialog box, select one or more bidders to suspend and choose Next.

  3. In the Confirm Suspend Bidder dialog box, optionally enter comments to be emailed to these bidders and choose Next.

  4. Choose Finish. You see a message indicating that the bidders have been suspended.

Unsuspending a Bidder with the Manage Auction Button

You can use the Manage Auction button to unsuspend a bidder during an open auction. The unsuspend bidder can then resume placing bids.

You can also unsuspend bidders from the Bidders page. For details, see Unsuspending one or more auction bidders on the Bidders page.

To unsuspend a bidder with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Unsuspend Bidder.

  2. In the Select Bidders dialog box, select one or more bidders to unsuspend and choose Next.

  3. In the Confirm Unsuspend Bidders dialog box, optionally enter comments to be e-mailed to the bidders and choose Next.

  4. Choose Finish. You see a message indicating that the bidders have been unsuspended.

Disqualifying a Bidder with the Manage Auction Button

You can use the Manage Auction button to disqualify a bidder during an open auction. When you disqualify a bidder, the bids made by the bidder are removed and the auction proceeds with the remaining bidders and bids.

You can also disqualify bidders from the Bidders page. For details, see Disqualifying an auction bidder.

To disqualify a bidder with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Disqualify Bidder.

  2. In the Select Bidders dialog box, select one or more bidders to disqualify and choose Next.

  3. In the Confirm Disqualify Bidders dialog box, optionally enter comments to be e-mailed to the bidders and choose Next.

  4. Choose Finish. You see a message indicating that the bidders have been disqualified.

Requalifying a Bidder with the Manage Auction Button

You can use the Manage Auction button to requalify a bidder during an open auction. A requalified bidder can resume placing bids, but the bidder's previous bids are not restored. If there are multiple bidders for a supplier, requalifying any of them requalifies them all.

You can also requalify bidders from the Bidders page. For details, see Requalifying an auction bidder.

To requalify a bidder with the Manage Auction button:

  1. Choose the Manage Auction button in the toolbar and select Requalify Bidder.

  2. In the Select Bidders dialog box, select one or more bidders to requalify and choose Next.

  3. In the Confirm Requalify Bidders dialog box, optionally enter comments to be emailed to the bidders and choose Next.

  4. Choose Finish. You see a message indicating that the bidders have been requalified.