1. Go to “Procurement” on the Main Menu tool bar, then hover over “Bids” and then select “Bid Sheet Maintenance”.

1. On the View Bid Sheets page, select a Vendor Bid Sheet to setup for Auto Bid Emailing.

2. From the Send @-Quotes dropdown menu, select the Schedule @-Quotes option.

1. The Schedule Definition popup window will appear, allowing the user the ability to schedule the task daily, weekly or monthly. 

• The user will need to create a schedule for each bid sheet.
• If a schedule for the sheet does not exist, the user will see a partially initialized dialog.

2. If a schedule for the sheet already exists, the form will be pre-filled with information from the supporting database tables.

1. Reply To: The “Reply To” field is consistent across all schedule types. The email address of the selected user will appear in the email sent to the supplier. Clicking the search icon next to the “Reply To” text box opens the standard user lookup control, allowing you to select only one user.

There are two methods for scheduling a “Daily Frequency” schedule: the task can be set to execute once a day at a specific time or be configured to run multiple times throughout the day.

Once a Day

1. Use the time of day field to select the desired time for scheduling the task. Available time options are in 15-minute intervals, ranging from 12:00 a.m. to 11:45 p.m.

Multiple Times a Day

1.  Select the Start Time and End Time, and specify the intervals between them. The intervals can be set in minutes or hours.
   • The max value for the interval numeric field is 60.
   • When the form is submitted to the database, validation is performed to check the numeric value against the selection in the combo box.
   • If the selected unit of time is hourly the interval value must be between 1 and 23.
   • Both the “Start Time” and “End Time” combo boxes display times at 15-minute intervals between 12:00 a.m. and 11:45 p.m. 
   • You must select both a Start Time and an End Time.

Weekly schedules run at a specific time of day, on selected days, every X number of weeks. 

1. Time of Day: displays a list of times at 15 minute intervals between 12:00am and 11:45pm.

2. Days of Week: one or more days of the week can be selected. 

3. Weekly Interval: Must be a numeric value of 1 to 4.

There are two methods of scheduling a “Monthly Frequency” schedule. With both methods the time of day & months must be selected. 

• Time of Day: displays a list of times at 15 minute intervals between 12:00am and 11:45pm.
• Select Months: one or more months can be selected. 

Day in Month

At a specific time for a selected month(s) on specific day of a specific week.

• Week Field: the first box allowing users to select the week of the month to run the schedule.
• Day Field: the second box contains the days of the weeks to select to run the schedule.

Selected Day(s)

At a specific time for a selected month(s) on a selected day(s) of the month.

• Choose Day(s): allows users the ability to select the day of the month. 
  • At least one day must be selected, but the user can choose multiple days or select all days.
  • If the user selects a day and month combination that does not exist, an error message will be displayed. For example: February 30th. 

There is a job scheduler running as a Windows service designed to execute a predefined set of tasks, including the automatic sending of bids. To accomplish this, you must define a schedule that periodically checks the system to determine if it's time to execute a task. For Auto Bids, an additional schedule must be reviewed to decide if it's time to send one or more bid sheets.

1. Go to Administration →Utilities→Scheduled Jobs

1. On the Scheduled Job Details, double-click into the AutoBid.

2. Set the interval appropriate for the Auto Bid schedule being tested. 

• For example, if you’re testing a daily schedule, set the interval to run every X minutes, with a Start Time before the Auto Bid schedule time and an End Time after it. Setting the Start Time to exactly match the Auto Bid run time might result in the job not firing due to potential lag.

The Windows Service is named SAMMS Auto Service and must run under the Local System account. An alternate URL pointing to the testing site needs to be configured. Once the test site is set up, the Red Rock Support team can assist in getting the service running.

The values for NextScheduleRunTime and LastScheduleRunTime for the Auto Bid Schedule are stored in the database. In some testing scenarios, these fields may need to be reset between executions. 

Use the following query to accomplish this: Update ScheduleTask set NextscheduleRunTime = null, LastScheduleRunTime = null