tender_management:introduction

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tender_management:introduction [2023/03/06 23:54] – [Creating a new tender] Mark Glovertender_management:introduction [2023/05/09 14:22] (current) – [New tender (manually entered)] Gary Willetts
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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) ====
  
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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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       * 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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 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.
  • Last modified: 2023/03/06 23:54
  • by Mark Glover