BIS Administration - Undeliverable/Bounced Email
Because of the volume of email that is sent out from the BIS system, there occasionally will be bounced/undeliverable email. This could be caused by many things;
- Mis-typing the email address
- Having the incorrect information
- The contact person is no longer with the company.
When you receive the undeliverable email, try to resolve it and forward the information to the correct address as soon as possible. Attempt to call the contact or anyone else on the list of contacts with that particular vendor. 90% of the time you will be able to solve the address conflict with a simple phone call. There are other times when you cannot solve the issue. There may be problems with the vendor receiving listserv type email, the vendor may have difficulties with their ISP, or the mail servers simply are not configured properly.
At this current time in the system, contacts cannot be deleted, so if there is a contact that has left the company, uncheck the categories in the Vendor Record - Assign/Update Contacts section. This avoids having lots of bounced email.
Keep the email(s) for future vendor disputes or audits in an electronic file.
For Bids and Proposals, if there are any e-mails that bounce, it means the vendor(s) never received the bid document. It is important that all vendors receive the bid as close to the same time as possible. Purchasing Assistants should research the e-mail problem and attempt to get the vendor the electronic copy as soon as possible. If electronic copies are not working, fax the copy. Do not choose to mail the documents until the buyer is made aware of the situation. They may want to courier the documents, or extend the due date, if necessary.
Last Revised: December 12, 2001
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