Bid sheet upload errors and how to fix them

When a bid sheet upload in Keelvar Sourcing Optimizer fails, error messages such as "Missing Value," "Invalid numeric expression," or "You cannot place a zero or negative bid" may appear. Common causes include outdated Excel templates, incomplete rows, rule violations, closed rounds, or network interruptions. Use this guide to identify each error cause and apply the required fix for a successful bid sheet upload.

This guide helps offline bidders diagnose and resolve Excel upload errors on the Bid Sheet tab.

Find the fix by symptom

Match the symptom or error message displayed in Keelvar Sourcing Optimizer to the corresponding resolution section in Table 1.

Table 1. Bid sheet upload symptoms, likely causes, and resolution sections
Symptom or error message Likely cause Resolution section
The system cannot recognize the bid sheet, or the file is reported as out of date or altered The event organizer updated the event design after download, or the workbook structure was modified Out-of-date or altered bid sheet
"Missing Value," or a red No in the Complete Bid column A lot row contains partial entries or stray characters in mandatory columns Incomplete rows
"You cannot place a zero or negative bid," "Non-Numeric Value," or "Invalid numeric expression" A cell value violates event validation constraints, decimal syntax, or an event formula Values that fail a bidding rule
Validation error on a restricted-choice column An unapproved value was pasted over a cell that requires a dropdown selection Dropdown menu options
No upload option appears, or the upload is refused before the file is read The round is closed, gating questions remain unconfirmed, or the wrong upload tab is active Upload blocked for another reason
Persistent error after all spreadsheet checks pass An underlying event configuration issue requires purchaser intervention Errors caused by event setup
"File Upload Failed," or the upload progress bar never completes Local browser cache, unsupported browser, VPN, or corporate firewall interference Browser and network checks

Bid sheet upload error with the affected column and lot

Figure 1. Bid sheet upload error with the affected column and lot

Out-of-date or altered bid sheet

A bid sheet upload fails when the Excel file no longer matches the event. The usual cause is that the event organizer changed the bid sheet design after the file was downloaded. The upload also fails when the structure of the file was changed after download.

Follow these steps to fix an out-of-date or altered bid sheet:

  1. Download a fresh bid sheet from the Bid Sheet tab of the event.
  2. Copy the bid values from the old file into the yellow bidder input cells of the new file. Paste values only, and leave the structure, column headers, and protected cells unchanged.
  3. Upload the new file on the Bid Sheet tab.

Follow these rules to keep the bid sheet file valid:

  • Upload the original file downloaded from the event in the Excel format provided by the platform
  • Do not copy the sheet into a new workbook and do not add sheets or tabs
  • Do not delete rows; leave the row blank for a lot that does not receive a bid
  • Enter values in the yellow bidder input cells only
  • Do not add or edit values in dark blue fields, as these system-generated fields allow the platform to process the file

Note: Bid sheets are protected to keep the structure consistent, which is why Excel asks for a password when a locked cell is selected. Keelvar does not provide a password to unprotect a bid sheet.

Online view of the bid sheet

Figure 2. Online view of the bid sheet

Excel view of the bid sheet for upload

Figure 3. Excel view of the bid sheet for upload

Incomplete rows

A row that holds partial values but lacks a mandatory value is rejected. Mandatory columns are marked with an asterisk (*). Keelvar reads any value in a row as an intention to bid on that lot, so a stray value in one cell makes the entire row incomplete.

  • Complete every mandatory column for each lot that receives a bid
  • Leave every yellow input cell empty for each lot that does not receive a bid
  • Check the Complete Bid column in the offline bid sheet: Yes indicates all mandatory cells in the row are filled, a red No indicates a partly filled row, and a blank cell indicates an untouched row
  • Unhide all rows, filter the Complete Bid column by No, and complete or clear those rows to resolve issues hidden by an Excel filter
  • Inspect adjacent rows carefully, as values dragged across lots in Excel frequently create partly filled rows

Complete Bid column with Yes

Figure 4. Complete Bid column with Yes for a complete row

Complete Bid column with No

Figure 5. Complete Bid column with a red No for an incomplete row

Values that fail a bidding rule

The event organizer sets the bidding rules for the event. A bid sheet upload is rejected when a value breaks one of those rules.

  • Zero or blank in a price field: When the bid totals zero, the upload is rejected with "You cannot place a zero or negative bid". Enter a value above zero in the price fields. If the submitted prices are confirmed to be above zero, contact the purchaser about a potential formula error
  • Text in a numeric column: Numeric columns accept numbers only (for example, 11 rather than 11 years). Remove text and comments from numeric columns
  • Decimal separator: Use the dot symbol (.) as the decimal separator rather than a comma
  • Formula error such as "Invalid numeric expression": The error originates in a formula in the event design, and only the event organizer can correct it. Contact the event organizer through the Messages tab

Validation message for a failed bidding rule

Figure 6. Validation message for a failed bidding rule

For the full list of validation messages, refer to Bidding rules.

When a column contains a dropdown menu, select an option from the list. Do not paste external values into dropdown cells, as pasted data can break cell validation and sheet structure.

Dropdown menu selection in Excel

Figure 7. Dropdown menu selection in Excel

Upload blocked for another reason

  • The round is closed: Nothing can be submitted until the event organizer reopens the round. Keelvar Support cannot extend a round or reopen an event. Contact the event organizer through the Messages tab
  • Gating questions are not confirmed: The bid sheet stays locked until the gating questions on the RFI tab are answered and Confirm gating responses is selected
  • The file was uploaded on the wrong tab: Upload the bid sheet on the Bid Sheet tab, and upload RFI files on the RFI tab

Errors caused by event setup

When an unexpected error remains after all checks above pass, the cause usually lies in the event configuration. Report the error to the event organizer through the Messages tab so the organizer can review the bid sheet configuration and event settings.

Browser and network checks

When the upload never completes, or fails for one user when the same file succeeds for a colleague, the cause is usually local to the browser or network.

  • Use Google Chrome or Mozilla Firefox
  • Retry in a private or incognito window, or clear the browser cache and cookies and log in again
  • Retry on a different network, or disconnect from the VPN, as a corporate firewall or VPN can block the transfer

For the full list of checks, refer to Troubleshooting file upload and download problems.

Contact Keelvar support

If the bid sheet upload still fails after these checks, email support@keelvar.com and include the following details:

  • The event name and the exact bid sheet file
  • The exact error message, or a screenshot of the full page where the upload fails
  • The browser in use, and confirmation of whether an upload attempt succeeded on a different network