Purchase Tender Access Rights
Users can be assigned different access rights for the Purchase Tender module based on their responsibilities. The module provides two access levels:
- Purchase Tender: User – Allows users to perform basic purchase tender operations according to their assigned permissions.
- Purchase Tender: Manager – Provides additional permissions to manage and configure purchase tenders and perform manager-level actions.
Purchase Tender Configuration
Under Purchase > Configuration > Settings, enable the “Auto add vendors as followers?” option to automatically add the vendors selected on a purchase tender as followers. This allows the selected vendors to receive relevant updates and notifications related to the purchase tender.
Purchase Tender Type
Under Purchase > Configuration > Purchase Tender Type, users can create, configure, and view different types of purchase tenders. These tender types can be selected when creating a purchase tender to define the appropriate procurement process.
Purchase Tender Menu
Under Purchase > Orders > Purchase Tender, users can access and manage purchase tenders. This menu provides a centralized view of purchase tenders and allows users to create and manage tender requests as part of the procurement process.
Purchase Tender Filter by Order Date
Users can filter purchase tenders based on the Order Date. The filter allows users to quickly view tenders for a specific month, quarter, or year, making it easier to find and analyze purchase tenders within a particular period.
Purchase Tender Group by Purchase Representative
Users can group purchase tenders by Purchase Representative to organize tenders according to the responsible purchase user. This makes it easier to view and manage all tenders assigned to each purchase representative.
Purchase Tender Group by Purchase Tender Type
Users can group purchase tenders by Purchase Tender Type to organize and view tenders according to their configured tender types, such as Open Tender, Selective Tender, Partner Tender, Serial Tender, and Team Tender. This makes it easier to manage and analyze tenders based on their procurement type.
Purchase Tender Group by Vendor
Users can group purchase tenders by Vendor to organize tenders according to the associated vendor. This makes it easier to view and manage all purchase tenders related to a specific vendor.
Purchase Tender Group by Purchase Tender Deadline Date
Users can group purchase tenders by Purchase Tender Deadline Date to organize tenders according to their submission or response deadlines. This makes it easier to track upcoming deadlines and manage tenders that require timely action.
Purchase Tender Group by Purchase Tender Order Date
Users can group purchase tenders by Purchase Tender Order Date to organize and view tenders according to their order dates. This makes it easier to track and analyze purchase tenders based on when they were created or ordered.
Purchase Tender Group by Purchase Tender Delivery Date
Users can group purchase tenders by Purchase Tender Delivery Date to organize and view tenders according to their expected delivery dates. This makes it easier to track upcoming deliveries and manage procurement activities based on delivery schedules.
Purchase Tender Group by Status
Users can group purchase tenders by Status to organize and view tenders according to their current stage in the procurement process. This makes it easier to monitor tenders based on statuses such as Draft, Confirmed, Bid Selection, Closed, or Cancelled.
Purchase Tender Form View
In the Purchase Tender form view, users can select the Purchase Representative, Tender Type, and one or multiple Vendors. They can also add tender products with the required quantity and price for the purchase tender.
Confirm Purchase Tender
Users can confirm the purchase tender by clicking the CONFIRM button in the header, moving the tender to the next stage of the procurement process.
After confirmation, the purchase tender status changes to CONFIRMED, and the selected vendors are automatically added as followers of the tender.
Create Purchase Tender Quotation
Purchase Tender Managers can create a quotation for the tender by clicking the NEW PURCHASE QUOTATION button. This creates a quotation based on the selected purchase tender details.
Users can select the required Vendor and add the tender Products along with their Quantity and Price to create the purchase quotation.
Received Quotations
Users can view all quotations received for a purchase tender by clicking the Received Quotation button on the tender form.
Purchase Tender Send By Email
Users can send the Purchase Tender to the selected vendors by clicking the SEND EMAIL button.
Users can add Recipients, modify the Email Subject and Message, and review the attached Purchase Tender PDF report before sending the tender by email.
Email Recipients as Followers
After sending the purchase tender email, the selected email recipients are automatically added as followers of the purchase tender.
Purchase Tender Email
Users can view the purchase tender email sent to the selected recipients, including the tender details and attached Purchase Tender PDF report.
Validate Purchase Tender
Users can click the VALIDATE button to validate the purchase tender. After validation, the tender status changes to BID SELECTION, allowing users to proceed with selecting the winning quotation.
Inspect RFQ
Users can click INSPECT RFQ to review the RFQ lines for each vendor, including the Product, Price, and Quantity. They can use the Cart button to update quantities, Cancel to cancel a line, or Check to confirm a line.
Update Quantity
After clicking the Cart button, a wizard opens where users can enter the required Quantity. The updated quantity is then applied to the corresponding RFQ line.
Generate Purchase Order
Users can generate a Purchase Order from the inspected RFQ lines by selecting the required lines and clicking Generate Purchase Order under the Action menu.
Purchase Order Generation Options
Users can enable Group By to create purchase orders grouped by Vendor. They can also select Cancel Old RFQ's of Tender to cancel RFQs from the selected tender, or Cancel Old RFQ's of Selected Tender of Partner to cancel RFQs associated with the selected partner.
Users can view the Purchase Order created for the tender by clicking the Selected Order smart button on the purchase tender form.
Purchase Tender Selected Order
User can also see that old rfq of tender also cancelled.
Inspect Multiple Tender
Under Purchase > Orders > Inspect Multiple Tender, users can inspect RFQ lines from multiple purchase tenders in one place. They can review the tender details and generate Purchase Orders directly from the inspected RFQ lines.
Tender Line Pivot View
Users can also view Tender Lines in the Pivot view to analyze and summarize tender data based on different fields.
Purchase Tender Report
Users can print the Purchase Tender PDF report to review and share the tender details in a structured format.
Inspect Quotation Report
Users can print the Inspect Quotation PDF report to review the quotation details and compare the submitted vendor quotations.
Close Purchase Tender
Users can click the CLOSED button on the purchase tender to close the tender after completing the procurement process.
Set to Draft Purchase Tender
Users can click SET TO DRAFT to move the purchase tender back to the Draft state, allowing them to make further changes to the tender.
Purchase Tender on Purchase Order.
Purchase Tenders in the Portal
Vendors can view their assigned Purchase Tenders directly from the portal, allowing them to review tender details and participate in the procurement process.
Purchase Tenders in List View
Purchase Tenders in Form View
Users can view purchase tender details in form view through the portal and communicate with the tender participants using the Chatter.
Download Purchase Tenders in PDF and XLS Format
Users can download Purchase Tenders in PDF and XLS formats for offline access, reporting, and further analysis.
Purchase Tenders in PDF Format
Purchase Tenders in XLS Format
Users can download the Purchase Tender report in XLS format, including details for the selected multiple vendors.
Requests for Quotation in the Portal
Users can view Requests for Quotation (RFQs) in the portal and download them in PDF or XLS format for review and record-keeping.
