Bid Desk workflow
From living turnover and frozen bid packages to vendor returns, explicit awards, purchase orders and approved changes.
- Import and review the episode’s shots and assets, then freeze the selected scope in a bid package.
- Add vendors and review portal or spreadsheet returns. Historical returns do not require a send-out.
- Compare quotes and explicitly award the required shots and assets.
- In Financials, capture priced approved awards, then select the shots and assets for the vendor’s primary PO.
- Review selected changes as a proposal, explicitly approve them, and record their PO authorization.
Source and request scope stay separate
Turnover imports update the living shot list through review and diff/apply. They do not rewrite issued requests. New work needs reviewed package scope or a new package; imported vendor mappings are reference information, not awards.
Shots and assets are independent award decisions
Review asset names when ingesting returns. Unique exact normalized names may match shared package assets; ambiguous matches need review. Accepting an asset does not award it or imply which shots need it.
Award, baseline and PO are different steps
Capture approved awards freezes locked, priced decisions into financial baselines. Unpriced awards need a supported price first. Each primary PO includes only the explicitly selected approved shots and assets for that vendor within the package. Award 30 shots and record a PO for just 5; the other 25 stay open for later POs. Recording a PO is an accounting record, not execution of a legal contract.
Change orders have two entry points
A revised vendor quote can hand selected changes from Compare to a proposal. Production can also start New change order in Financials for selected baseline items, with revised amounts and a reason. New quotes and saved proposals are not approvals.
Approval and accounting authorization
Explicit change-order approval updates the commitment. Record a supplemental PO afterward; project policy may instead append an amendment or reduction with the original PO reference. Issued PO history and previous approvals are not overwritten.
Reconcile against evidence
Record costs and reporting FX explicitly. Historical catch-up should record only supported awards, prices and PO history—never fabricated send history or commitments. Office jurisdiction means the tax-credit region, such as Ontario; changing office defaults does not rewrite earlier quote currencies.