tender_management:introduction

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tender_management:introduction [2019/10/15 05:53] – [Editing tender items] loutender_management:introduction [2023/05/09 14:22] (current) – [New tender (manually entered)] Gary Willetts
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 <wrap info>Updated: Version 3.1</wrap> <wrap info>Updated: Version 3.1</wrap>
 {{indexmenu_n>10}} {{indexmenu_n>10}}
-====== 15.01. Introduction to tender management ====== +====== 18.01. Introduction to tender management ======
- +
- +
 =====  Introduction ===== =====  Introduction =====
- 
 In order to achieve the best value for available funds, it is common practice to seek out the best prices for the medicines that will be required, usually for the forthcoming year, by publishing a tender. Normally, the full tender process creates a lot of work which can be very time consuming and error prone. The mSupply tender module is designed to make the process as simple as possible, to minimise the work involved and to reduce the chance of errors. In order to achieve the best value for available funds, it is common practice to seek out the best prices for the medicines that will be required, usually for the forthcoming year, by publishing a tender. Normally, the full tender process creates a lot of work which can be very time consuming and error prone. The mSupply tender module is designed to make the process as simple as possible, to minimise the work involved and to reduce the chance of errors.
  
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 From your usage history, mSupply can prepare a list of items and anticipated quantities. This list is distributed to suppliers, who are invited to submit, after a reasonable period of time, their quotations, inclusive of all additional charges., e.g. freight. From your usage history, mSupply can prepare a list of items and anticipated quantities. This list is distributed to suppliers, who are invited to submit, after a reasonable period of time, their quotations, inclusive of all additional charges., e.g. freight.
  
-The list may be uploaded to the web, and interested suppliers invited to submit their quotations online; conventional methods of submitting quotations are also available. We recommend the online method, as it reduces paper consumption, and is less labour intensive.+The list may be uploaded to the web, and interested suppliers invited to submit their quotations online.  Conventional methods of submitting quotations are also available. We recommend the online method, as it reduces paper consumption, and is less labour intensive and less error-prone.
  
 Once all the quotations have been received, mSupply will assist in processing them, comparing quotations, performing necessary currency conversions where appropriate, applying freight charges etc. mSupply will mark the lowest item price blue.  If two lines are the same price and are the lowest price both will be coloured blue. Once all the quotations have been received, mSupply will assist in processing them, comparing quotations, performing necessary currency conversions where appropriate, applying freight charges etc. mSupply will mark the lowest item price blue.  If two lines are the same price and are the lowest price both will be coloured blue.
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 Two options are available : Two options are available :
  
-  * //New Generated Tender// Once you have been running mSupply for a year, and providing that year is fairly typical of your overall usage, the // New Generated Tender// is recommended; this option will suggest quantities based on actual usage, having regard to seasonal fluctuations, thus eliminating any guesswork. Note, however, that quantities are suggested only, and may be amended as required.+  * //New Generated Tender// Once you have been running mSupply for a year, and providing that year is fairly typical of your overall usage, the // New Generated Tender// is recommended; this option will suggest quantities based on actual usage, having regard to seasonal fluctuations, thus eliminating any guesswork. Quantities are suggested only, and may be amended as required.
   * //New Tender// - allows you to create the tender manually and is a more labour intensive process.   * //New Tender// - allows you to create the tender manually and is a more labour intensive process.
  
 {{ tender_management:tend_buttons.png }} {{ tender_management:tend_buttons.png }}
  
-Note that the creation (or deletion!) of a new tender will be [[admin:the_log|logged]] by mSupply.+<WRAP center round important 60%> 
 +  * The creation (or deletion!) of a new tender will be [[admin:the_log|logged]] by mSupply. 
 +  * All tenders belong to the store they are created in and will not be accessible in other stores (but [[other_stuff:misc_topics#supervisor_mode_-_all_stores|supervisor mode]] users can view tenders in all stores). This also means that you can only access items visible in the store the tender is created in, whether you manually create or auto-generate your tender. 
 +</WRAP>
  
-Also note that all tenders belong to the store they are created in and will not be accessible in other stores (but [[other_stuff:misc_topics#supervisor_mode_-_all_stores|supervisor mode]] users can view tenders in all stores). This also means that you can only access items visible in the store the tender is created in, whether you manually create or auto-generate your tender. +==== New generated tender (auto-generation) ====
-==== New Generated Tender (Auto-generation) ====+
  
 To have mSupply automatically create a suggested tender based upon your projected demand, click on the New Generated Tender button, and confirm your intention by clicking // Yes// on the // Confirm// window. To have mSupply automatically create a suggested tender based upon your projected demand, click on the New Generated Tender button, and confirm your intention by clicking // Yes// on the // Confirm// window.
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 {{ tender_management:edit_new_tend.png?800 }} {{ tender_management:edit_new_tend.png?800 }}
  
-Points to note here: +<WRAP center round important 60%>
   * Several default values have been entered for the **Description** (made up of the tender number, date and time of creation and number of months stock required), **Issue** (the current date) and **Response by** (one month from the current date) dates and **Our ref** (//AUTO// followed by the tender's number) fields at the top that you're going to want to change.   * Several default values have been entered for the **Description** (made up of the tender number, date and time of creation and number of months stock required), **Issue** (the current date) and **Response by** (one month from the current date) dates and **Our ref** (//AUTO// followed by the tender's number) fields at the top that you're going to want to change.
-  * There are no units chosen for any of the tender items.+  * The pack size will be determined by the [[items:item_basics:tab_storage#preferred_pack_size|preferred pack size]].  If no preferred pack size has been set, then a pack size of 1 is used. 
 +  * If the item has no defined [[items:item_basics:tab_general#units|units]], this it leaves units blank, and enters a `Check units!' warning into the comments. 
 +  * Tender auto-generation will therefore be most useful if values are set for preferred pack size and units for the items. 
 +</WRAP>
  
-A pack size of 1 is usually assumed because mSupply looks for the default pack size and default unit for each item as it creates the tender (these values are set when editing Items - see [[items:item_basics|Item Basics]] ). If it does not find a default unit, it leaves units blank, but enters a `Check units!' warning into the comments. The same goes for pack size - although if you don't tell it otherwise, mSupply assumes a default pack size of 1. Tender auto-generation will therefore be most useful if these default values are set for items. (A default pack size of 1000 shows here as this was loaded at the time of item creation). +==== New tender (manually entered====
-==== New Tender [manually entered====+
  
 To create a new tender manually, having opened the // Tenders// window by clicking on // Show tenders// on the menu, click the // New Tender // button. To create a new tender manually, having opened the // Tenders// window by clicking on // Show tenders// on the menu, click the // New Tender // button.
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   * //Creation date:// The date the tender was created. This defaults to today's date.   * //Creation date:// The date the tender was created. This defaults to today's date.
   * //Issue date:// The date the tender is/was sent to suppliers. This also defaults to today's date, but can be changed.   * //Issue date:// The date the tender is/was sent to suppliers. This also defaults to today's date, but can be changed.
-  * //Response by date:// The date by which suppliers must respond to the tender. The default is set to one month from the creation date, but can be changed.+  * //Response by date:// The date by which suppliers must respond to the tender. It is left empty by default: if you leave it empty you will be prompted to enter it. When entering this date it must be after the current date (it cannot be today or in the past).
   * //Status:// Tenders can have a status of sg/cn/fn (suggested, confirmed or finalised), which signifies its passage through the overall tender process. To change the status of the tender, simply select the new status from the drop down list and click on the **OK** button to save all changes. You will be asked to confirm a change because it has a significant impact on the editability of the tender. These are what the statuses mean:   * //Status:// Tenders can have a status of sg/cn/fn (suggested, confirmed or finalised), which signifies its passage through the overall tender process. To change the status of the tender, simply select the new status from the drop down list and click on the **OK** button to save all changes. You will be asked to confirm a change because it has a significant impact on the editability of the tender. These are what the statuses mean:
     * Suggested status - tender is still being built. Everything is editable.     * Suggested status - tender is still being built. Everything is editable.
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   * //Comment:// The comment field is for your internal use. It is not printed on any tender documents.   * //Comment:// The comment field is for your internal use. It is not printed on any tender documents.
  
-===== Tabs on the Tender Details window =====+===== Tabs on the tender details window =====
  
 Details of the tender are managed through the tabs on the Tender Details window: Details of the tender are managed through the tabs on the Tender Details window:
  
-{{ tender_management:tabs_on_tender_detail-drop-down.png |}}+{{ tender_management:tabs_on_tender_detail-drop-down.png?650 |}}
  
-==== Items and compare prices ====+==== Items and compare prices tab ====
  
   * This tab displays by default when you open a tender for editing. It displays the items currently included in the tender, and by selecting 'All', 'Filled' or 'Unfilled' from the drop-down list above and to the right of the list, you can select which items are displayed.   * This tab displays by default when you open a tender for editing. It displays the items currently included in the tender, and by selecting 'All', 'Filled' or 'Unfilled' from the drop-down list above and to the right of the list, you can select which items are displayed.
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       * Tender lines with predicted cost       * Tender lines with predicted cost
       * Tender lines where the lowest price was not chosen.       * Tender lines where the lowest price was not chosen.
-    * //Incoterm// drop down list: Allows you to select an [[https://en.wikipedia.org/wiki/Incoterms|incoterm]] to apply to the tender+    * //Incoterm// drop down list: Allows you to select an [[https://en.wikipedia.org/wiki/Incoterms|incoterm]] to apply to the tender. If you will be uploading the tender to the Health Supply Hub (see the [[tender_management:using_web_tenders]] page for details) then the incoterm must be selected before you can upload the tender.
     * //Search items// text box: as you type in this text box, only items whose names start with what has been typed will be displayed in the table. You can use the "@" character as a wildcard to represent anything. For example, typing "@ol" will display only items with names which end in "ol". This box is helpful for quickly finding a specific item. Overrides any selection made in the //Show// drop down list (see below).     * //Search items// text box: as you type in this text box, only items whose names start with what has been typed will be displayed in the table. You can use the "@" character as a wildcard to represent anything. For example, typing "@ol" will display only items with names which end in "ol". This box is helpful for quickly finding a specific item. Overrides any selection made in the //Show// drop down list (see below).
     * //Show// drop down list: is another way to change what items are displayed in the table. Selecting one of these options will override anything typed in the //Search items// text box:     * //Show// drop down list: is another way to change what items are displayed in the table. Selecting one of these options will override anything typed in the //Search items// text box:
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 Note that changes to tender lines will be [[admin:the_log|logged]] by mSupply. Note that changes to tender lines will be [[admin:the_log|logged]] by mSupply.
-==== Notes ====+==== Notes tab ====
   * This tab shows a field where you can add notes about your tender. This will not print on the documentation sent to suppliers.   * This tab shows a field where you can add notes about your tender. This will not print on the documentation sent to suppliers.
   * To start a new line (as with any text box), press Shift+Enter (although any long lines will wrap). See below for an example:   * To start a new line (as with any text box), press Shift+Enter (although any long lines will wrap). See below for an example:
  
-==== Choose suppliers and enter responses ==== +==== Choose suppliers and enter responses tab ==== 
-  * The use of this tab is used to manage sending of the tender to suppliers, and entering their responses - see   [[tender_management:receiving_quotations_from_suppliers|Receiving Quotations from suppliers]] +  * The use of this tab is used to manage sending of the tender to suppliers, and entering their responses. See the [[tender_management:choosing_and_inviting_suppliers|]] and [[tender_management:receiving_quotations_from_suppliers|]] pages. 
  
-==== Standard conditions ==== +==== Standard conditions tab ==== 
-  * The use of this tab is described here: [[tender_management:standard_conditions|Standard conditions]]+  * The use of this tab is described on the [[tender_management:standard_conditions|]] page.
  
-==== Purchase Order ==== +==== Purchase order tab ==== 
-  * The use of this tab is described here: [[tender_management:creating_purchase_orders|Creating Purchase Orders]]+  * The use of this tab is described on the [[tender_management:creating_purchase_orders|]] page.
  
-==== Reference Documents ==== +==== Reference documents tab ==== 
-  * The use of this tab is described here: [[tender_management:reference_documents|Reference Documents]]+  * The use of this tab is described on the [[tender_management:reference_documents|]] page.
  
-==== Tender PO Preferences ==== +==== Tender preferences tab ==== 
-  * The use of this tab is described here: [[tender_management:creating_purchase_orders#setting_up_purchase_order_po_preferences|Setting up purchase order preferences]].+  * The use of this tab is described on the [[tender_management:creating_purchase_orders#setting_up_purchase_order_po_preferences|18.07. Analysing supplier responses and creating purchase orders]] page.
  
-==== Synchronise ==== +==== Synchronise tab ==== 
-  * This tab will only appear if you are using the remote tender module have set up your remote tender preferences. The process and use of this tab is described in [[tender_management:using_web_tenders|Uploading and Downloading Web Tenders]].+  * This tab will only appear if you are using the remote tender module have set up your remote tender preferences. The process and use of this tab is described on the [[tender_management:using_web_tenders|]] page.
  
-==== Log ====+==== Log tab ====
   * This tab shows recent events relating to this particular tender. It will show, for example, changes in prices or other significant events. You cannot edit the details on this tab. If an event fails to be logged for any reason while the tender is being processed, you will be given an appropriate warning message.   * This tab shows recent events relating to this particular tender. It will show, for example, changes in prices or other significant events. You cannot edit the details on this tab. If an event fails to be logged for any reason while the tender is being processed, you will be given an appropriate warning message.
  
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 To add an item to a tender, click the //New line// button on the //Items and Compare Prices// tab.You will be shown a window like this, which opens at the // Set tender item criteria // tab: To add an item to a tender, click the //New line// button on the //Items and Compare Prices// tab.You will be shown a window like this, which opens at the // Set tender item criteria // tab:
  
-{{ tender_management:tend_add_itm.png?700 }}+{{ tender_management:tend_add_itm.png?950 }}
  
   - Type as much of the item name or code as you know, then press the //Tab// key. If only one item matches your entry, it will be filled in. If multiple items match, you will be shown the standard item choice list to choose the item you want. Any details completed in the //Full description// under the //General// tab of the selected item are displayed (Description).Should you wish to identify a line (or lines) for any reason, clicking on the // Colour// button presents you with a selection of colours available for the type on that line.   - Type as much of the item name or code as you know, then press the //Tab// key. If only one item matches your entry, it will be filled in. If multiple items match, you will be shown the standard item choice list to choose the item you want. Any details completed in the //Full description// under the //General// tab of the selected item are displayed (Description).Should you wish to identify a line (or lines) for any reason, clicking on the // Colour// button presents you with a selection of colours available for the type on that line.
-  - Fill in the number of packs you wish to purchase, and the pack size. The total quantity of individual units will be calculated. The //Round quantities// button will round the number of packs to the nearest reasonable number of whole packs (most useful for auto generated tenders when the number of packs can sometimes be set to a decimal number).+  - Fill in the pack size and number of packs you wish to purchase, or the total quantity of individual units. mSupply will calculate the figure you don't enter for you. The //Round quantities// button will round the number of packs to the nearest reasonable number of whole packs (most useful for auto generated tenders when the number of packs can sometimes be set to a decimal number).
   - Choose the units you wish to use.   - Choose the units you wish to use.
   - You may optionally enter a price per pack figure in the //Estimated price// field.   - You may optionally enter a price per pack figure in the //Estimated price// field.
   - Entries in the //Comment// field are for your internal use, and won't be printed on the tender documents you present to suppliers.   - Entries in the //Comment// field are for your internal use, and won't be printed on the tender documents you present to suppliers.
   - In the //Conditions// field, enter any conditions which are //specific to this item// of the tender , but NOT applicable to the tender as a whole. These conditions will be printed on the tender letter with the item details.   - In the //Conditions// field, enter any conditions which are //specific to this item// of the tender , but NOT applicable to the tender as a whole. These conditions will be printed on the tender letter with the item details.
 +  - The //Product specifications// field is read only and automatically populated with anything entered in the item's //Product specification// field; see the [[items:item_basics:tab_general#product_specifications|4.01.01. Items - General tab]] page for details,
   - Click on //OK & next// to add the next item to the tender, and when you are finished, click on //OK//.   - Click on //OK & next// to add the next item to the tender, and when you are finished, click on //OK//.
   - The addition of a new line will be [[admin:the_log|logged]] by mSupply.   - The addition of a new line will be [[admin:the_log|logged]] by mSupply.
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 \\ \\
 \\ \\
-|  //  Previous:  **[[tender_management:|15. Tenders]]** | | Next: **[[tender_management:standard_conditions|15.02. Standard tender conditions]]** //  |+|  //  Previous:  **[[tender_management:]]** | | Next: **[[tender_management:standard_conditions]]** //  |
  
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  • Last modified: 2019/10/15 05:53
  • by lou