How to Submit a New Bid Entry Management Request in Xvantage for Associates

Overview:

This article will provide steps how to submit a new bid in the Bid Entry Management Dashboard (BEM) in GDE in Xvantage for Associates (X4A).

Process:

Go to My Apps and open Okta.
In Okta, search for X4A and open it.
Within X4A, hover over the left navigation menu Revenue and click GDE deals & discounts or Navigate to GDE by using the standalone link: gds.ingrammicro.com.
If using the standalone link, from the homepage, choose Bid Entry Management.
From the BEM dashboard, select the option to Create New Request.
A bid request form opens. The form is organized into five tabs:
1. Bid Header and Documents: This tab captures the overall bid details. Required fields may change
  depending on your role. Notable fields include:
  1. Master Vendor
    - Select the Master Vendor (Lenovo, Zebra, HP, etc…).
    - Vendors often support auto-suggest or auto-population when you begin typing.
  2. Vendor Program
    - Choose the Vendor Program associated with the selected vendor.
    - The available programs should filter based on the Master Vendor you selected.
    - Selecting a Vendor Program is mandatory for COG/VDD users when they submit a new Bid Request.
  3. Bid Number: BEM supports two approaches:
    - Manual entry: If the vendor provides an official bid number, you can enter it.
    - Auto-generated: You may generate a bid number automatically by clicking on the icon.
      Note: The bid number is treated consistently within the system; there isn’t a separate “Ingram bid number” vs “vendor bid number” behavior. Use the vendor-provided number when available; otherwise generate one.
  4. Dates and Priority
    - Enter Start Date and End Date
    - Select Priority (if available)
  5. Documents
    1. Upload or attach documents in this tab.
2. Bid Reseller: This tab captures which reseller the bid is associated with. Depending on selections made in the Bid Header and Documents tab around the reseller, some fields may become mandatory in other tabs or appear/disappear altogether. Fields marked in red with an asterisk* are mandatory.
  1. Add Reseller Details
    - Provide Reseller ID
    - Provide Reseller Name
      Note: Make sure the reseller details match the intended recipient of the bid pricing/discount structure.
3. Bid End User: This tab captures end-user information. End-user details may be mandatory when applying discounts tied to a
  reseller/end-user relationship.
4. Bid Lines: The Bid Lines tab is where you define the actual items covered by the bid and how discounts apply. Fields marked in red with an asterisk* are mandatory
  1. Add Line Items / SKUs
    - Enter the SKU / VPN (Vendor Part Number) or other identifier used in your system.
    - Multiple lines can be added to a single bid by clicking on Add Line Item +.
  2. Add Discount Details: Discount input methods may vary depending on the line item and vendor program rules.
    - Calc Value
    - Discount Type
    - Calc Basis
  3. Bulk Upload
    - BEM supports Bulk uploads of Bid Line Details via an Excel template, click on Download format to download the template, and reupload it by clicking on Bulk Upload.
    - Only one Excel file can be uploaded per bid request, uploading a second file will replace the existing bid lines with the most recent upload.
  4. Copy/Pasting
    - BEM supports copy pasting multiple entries into a single field for certain values, including SKU and VPN.
  5. Comments: type a comment/note.
After completing all required tabs, review your entries for accuracy (vendor/program, dates, reseller, end-user, line discounts).
Click on Submit and leave comments for the reviewer.
The bid request routes to COG/VDD team for review and action.
The bid request routes to COG/VDD team for review and action.

Note: If your Bid was approved, it will be accessible in GDE shortly. If you do not see the discount available in GDE after approval, it might be under the “Exceptions Queue” in GDE.