Uploading and downloading web tenders

A web tender is one that is uploaded to our remote tender server and is made accessible to suppliers to enter their responses. This greatly reduces the load on you to input all the responses from all suppliers and means there will be far less data entry errors.

To use web tenders, there are several setup steps that only need to be done once:

1. Contact Sustainable Solutions to arrange a user account.
2. In your mSupply Preferences, select 'Tender' from the side bar, and complete the fields in the section 'User details for Tender module' (using the details you are sent from Sustainable Solutions).
3. Link each of your suppliers with the Supplier's master record on the tender web site. For further information see Adding and editing names.
   • You will need to tell us about any of your suppliers that are not in the web site list. We will then add them, and you will then be able to link your suppliers to those.

The following steps summarise the process:

1. In mSupply, create a new tender.
2. Set up tender name, reference number, opening and closing date.
3. Add items to the tender.
   • Add quantity and pack size for each item.
4. Add suppliers to the tender.
5. Upload the tender to the web site.
6. Inform suppliers by sending physical or electronic tender documents (both can come from mSupply).
7. After the tender has closed, download tender.
8. Compare prices, print appropriate reports for tender committee.
9. Award each item to a supplier.
10. Create purchase orders.

You simply go to the Synchronise tab when viewing a particular tender in mSupply, and click the appropriate button.

Note that:

• To Upload
  • Each supplier must be linked. You will be warned if they aren't.
  • Your internet connection must be working.
  • You must have entered the user name and password correctly in the mSupply preferences (see above).
• To Download:
  • Your internet connection must be working.
  • The tender closing date must have passed.

You will be given an error message if the upload or download is not successful. If you get stuck, contact Sustainable Solutions for further assistance.

• mSupply records when a tender has been uploaded, and no longer allows editing or deletion of tender lines.

Previous: Supplier instructions for using the tender submission web interface Next: Ordering Items From Suppliers