Our Most Suggested Products
Tender Management - Purchase Order
The Tender Management - Purchase Order module streamlines the entire tender process, from initial request for quotations (RFQs) to final purchase order creation. It enables businesses to manage multiple tender stages - Draft, Confirm, Bid Selection, Close, and Cancel - efficiently while consolidating multiple RFQs into single purchase orders for the same vendor. Automated PDF tender reports can be sent directly to partners, ensuring clear communication and efficient collaboration.
Features
Screenshots
Support
Service
Features
Dedicated Tender Manager Role
Assign a specific user to oversee all tender activities, ensuring a structured and organized workflow. This centralizes responsibility, reduces confusion, and helps keep all stakeholders informed about the status of each tender.
Efficient Tender Management
Easily configure and manage various tender types to match your business requirements. This feature simplifies organization and tracking, allowing teams to handle multiple tenders simultaneously without losing oversight.
Multiple RFQ Creation
Generate multiple requests for quotations (RFQs) from a single tender, enabling businesses to compare offers from different vendors effectively. This capability promotes competitive bidding and informed decision-making while saving time.
Consolidated Purchase Orders
Merge multiple RFQs from the same vendor into a single purchase order, reducing paperwork and minimizing the risk of errors. This consolidation simplifies order management, improves vendor communication, and ensures all procurement information is tracked in one place.
Email Reporting
Automatically send tender reports to partners via email, keeping all stakeholders updated with timely information. This feature reduces manual reporting tasks, improves transparency, and provides a clear audit trail for compliance purposes.
Screenshot
1.) User Form View
Navigate to User Settings and assign the 'Purchase Tender Manager' or 'User' group.
Navigation : Settings → Users & Companies → Users
2.) Purchase Tender Type Form View
Define various tender types to categorise tenders.
Navigation : Purchase → Configuration → Purchase Tender Type
3.) Purchase Tender Form View
Create a purchase tender and click 'Confirm.' Choose vendors to view the tender, or leave it open for all if no vendors are selected.
Navigation : Purchase → Orders → Purchase Tender
4.) Confirm Tender and Create Quotation
After confirming a tender, generate a new quotation and track all RFQs/POs using the 'Received Quotation' button.
5.) Purchase Order Form View
Automatically set the purchase tender in the RFQ upon creating a new quotation.
6.) Validate Purchase Tender
Track the number of RFQs/Purchase Orders and click 'Validate' to confirm the tender.
7.) Bid Selection State
After validation, the purchase tender enters the 'Bid Selection' state, revealing the 'Analyze RFQ' button.
8.) Tender Line Tree View
Displays the 'Tender Lines' tree view with options to update order quantity, confirm, or cancel RFQs.
9.) Tender Line Tree View
After clicking 'Analyze RFQ,' the 'Tender Lines' view appears. You will see three buttons for each line:
1. Cart Icon: Update the order quantity in the RFQ.
2. Check Mark: Confirm the RFQ, turning the line green.
3. Cross Mark: Cancel the RFQ, turning the line red.
10) Change Line Quantity Wizard
Modify product quantities in the tender using the cart icon in the tree
11.) Update RFQ Product Quantity
Reflect updated product quantities in the tender line tree view.
12.) Generate Purchase Order
Select confirmed RFQs and generate a purchase order.
13.) Generate Purchase Order Wizard View
Choose RFQs/Purchase Orders to be included, and cancel the old ones if needed.
14.) Grouped Purchase Order View
Grouped purchase orders by customer with two smart buttons: 'Received Quotation' and 'Selected Order'.
15.) View Selected Order
Click 'Selected Order' to view grouped RFQs.
16.) Individual Vendor RFQ Order
Each vendor's RFQ generates a separate purchase order.
17.) Purchase Tender Form View:
After finalising the purchase order, the product line will turn green. To close the tender, click ‘Close.’
18.) Cancel Purchase Tender
Click 'Cancel' to cancel the purchase tender if necessary.
19.) Group RFQ by Tender
Group RFQs based on tender criteria.
20.) Group RFQ by Selected Orders
Group RFQs by selected orders for better management.
User Guide
