Purchasers configure bid validation rules in Keelvar Sourcing Optimizer (SO) so that submissions failing the rules are rejected with a specific error message. Common errors include Cannot withdraw bid, Missing Value, Partial bids are not permitted, Cannot place a zero or negative bid, Cannot increase bid on lot, value out of allowed range, non-numeric value in numeric fields, custom Validation Error, and unrecognised bid sheet (offline upload). This article documents each error, what triggers it, and how the bidder corrects the bid.
In Keelvar Sourcing Optimizer, Purchasers can set up rules to validate bids in their sourcing events. These rules are established parameters that ensure supplier bids meet specific standards. They help maintain consistency and align with the Purchaser's expectations. Bids that don't comply are automatically rejected, and the system sends an error message to inform the bidder of the issues.
Bid validation rules are based on event settings, custom validation rules or column configuration. For bidders to submit their bids, there are two available options:
- Correct the bid values by following the instructions in the error message.
- Contact the purchaser for additional information
Understand bid submission errors
If your bid doesn't meet one or more bidding rules, Keelvar will display an error message detailing which lots are affected and how to resolve the issue. Figure 1. shows an example of a validation error where the purchaser has set minimum and maximum limits for cell values in a column.
- Error message: Description of the bidding rule.
- Column: Columns containing the error
- Lot: Rows containing the error
Solve bid submission errors
If you receive a bid submission error, you must review and update the necessary cells and ensure that the values entered are consistent with the bidding rule. The table below includes the list of bid validation errors, description and how to correct the values in order to successfully submit your bids.
A common reason to receive an error for missing mandatory values is dragging values across lots when working in the offline bid sheet. If a lot contains values in one or more columns, Keelvar will interpret that you want to bid on this lot and may reject the submission if other fields are incomplete. When choosing not to bid on a lot make sure all cells in the corresponding row are blank. If the bid sheet was downloaded before the event organizer changed its design, download a fresh bid sheet, paste the bid values into the new file as plain values, and leave the structure, column headers and protected cells unchanged.
| Error Message | Description | Solution |
| Cannot withdraw bid | The event is configured to prevent the withdrawal of bids submitted in previous rounds. | Make sure to bid on all lots with current bids |
| Missing Value | One or more bids are missing values in one or more mandatory columns. | Complete all mandatory values for all bids. If you opt not to bid on a lane, make sure the entire row remains blank. |
| Partial bids are not permitted | A row holds some values but is missing a value in one or more mandatory columns. Mandatory columns are marked with an asterisk (*). | For each lot that is bid on, complete every mandatory column. For each lot that is not bid on, leave every cell in the row blank. In the offline bid sheet, the Complete Bid column shows a red No on each incomplete row. |
| You cannot place a zero or negative bid | The value of one or more bids totals zero. | Review any pricing fields and make sure they contain values above zero. |
| Cannot increase bid on lot | The event organizer has turned off bid increases for this event. A bid cannot be less competitive than the bid submitted on the same lot in the previous round. If the event also blocks in-round bid increases, a bid cannot be less competitive than a bid already submitted in the current round. | Enter a value that matches or improves on the last submitted bid for the lot. If a bid was submitted by mistake and cannot be corrected, contact the event organizer through the Messages tab. |
| Values for "X" must be greater than or equal to "X" | The number entered in one or more fields is less than the minimum required value | Correct the values making sure they are higher than the minimum required value. |
| Non-Numeric Value | A non-numeric value has been entered in a numeric field. | Review the bid sheet and make sure not to include text values in numerical fields. |
| Validation Error | One or more bids do not meet one or more of the custom validation rules set by the event organizer. | Validation rules are customized by the event organizer, follow the information in the error message and contact the purchaser in case of questions. |
| Change from previous bid above allowed limit | The value of one or more bids have been changed above the allowable change margin. | Refer to the previously submitted bids and ensure the change in value is not above the max change limit. |
| The system cannot recognize the bid sheet | The bid sheet uploaded is not the latest version of the bid sheet or it has been manually modified, rendering it unreadable for Keelvar. | Download a new version of the bid sheet. |
| Invalid numeric expression | There is an error in one or more event formulas. The event design needs to be reviewed and corrected by the purchaser. | Contact the purchaser organization via the Messages tab or via email. |
Who sets the bidding rules
The event organizer configures the mandatory columns, dropdown options, validation rules, price limits and formulas for each event. Keelvar Support cannot change or lift a bidding rule. A different user account does not bypass validation, because the rules check the data in the bid sheet.
- If a mandatory column does not apply to a bid, or a rule blocks a valid bid, contact the event organizer through the Messages tab
- If the error is Invalid numeric expression, an event formula needs correcting, and only the event organizer can correct the event design
Validation rules are listed in the Overview page of the event, both on the online and offline version. Make sure to read and understand any validation rules prior to submitting your bids. In case of questions contact event organizer for more information.
Quick Tutorial - Troubleshooting bid sheet issues
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