tender_management:supplier_responding_to_tender_via_excel

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tender_management:supplier_responding_to_tender_via_excel [2022/03/15 04:04] – [Supplier Tender Response file format] Emily Porrellotender_management:supplier_responding_to_tender_via_excel [2022/03/15 04:35] (current) – [18.10. Supplier instructions for submitting tenders via Excel] Emily Porrello
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-====== 18.10. Supplier instructions for submitting tenders via Excel ======+====== 18.10. Supplier instructions for submitting tender responses via Excel ======
  
-As a supplier, you may be invited to participate in a tender managed using mSupply. The client may send you a tender template Excel document in xlsx format, which you are expected to complete and submit for evaluation. +===== Introduction to the tender response template ===== 
 + 
 +As a supplier, you may be invited to participate in a tender managed using mSupply. The client may send you a tender response template Excel document in xlsx format, which you are expected to complete and submit for evaluation. This allows the client to import bid responses from multiple suppliers, and easily compare them within the mSupply Tender Module.
  
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-You must use Microsoft Excel to view and edit the tender template.  Microsoft Excel 2016 or newer has been tested to work with the tender template xlsx file. Theoretically Microsoft Excel 2007 should be fine, but this has not been tested. +You must use Microsoft Excel 2016 or newer to view and edit the tender template. 
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-The tender template will look something like this. You can also download a reference template from here: {{ :tender_management:supplier_tender_reference_template.xlsx |}}+The tender template will look like this. You can also download a reference template from here: {{ :tender_management:supplier_tender_reference_template.xlsx |}}
  
 The **yellow** section contains the item that you may bid for. **Do not modify any contents of the yellow section.** The **yellow** section contains the item that you may bid for. **Do not modify any contents of the yellow section.**
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 {{:tender_management:screen_shot_2022-02-25_at_15.04.41.png?750|}} {{:tender_management:screen_shot_2022-02-25_at_15.04.41.png?750|}}
  
 +The Excel template contains three worksheets. **Do not modify the name of the worksheets.** 
 +  * **TenderItems:** Main worksheet containing the tender items, as shown above. 
 +  * **ManufacturerList:** Contains the manufacturers that populate the [[tender_management:supplier_responding_to_tender_via_excel#manufacturer |manufacturer dropdown list]] in the main worksheet. If a new manufacturer is required, add it directly in the TenderItems worksheet. 
 +  * **CurrencyList:** Contains the available currencies that populate the [[tender_management:supplier_responding_to_tender_via_excel#currency|currency dropdown list]] in the main worksheet. If a new currency is required, add it directly in the TenderItems worksheet.
  
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-The currency and the manufacturer column should appear as a dropdown list.  +The currency and the manufacturer column should appear as a 
-[[tender_management:supplier_responding_to_tender_via_excel#currency|View currency pop down list]] +[[tender_management:supplier_responding_to_tender_via_excel#currency|dropdown list]]. 
-If this doesn't work, please make sure you are using Microsoft Excel and that the version supports xlsx file format. +If this doesn't work, please make sure you are using Microsoft Excel and that the version supports xlsx file format. 
-Contact the client if you suspect that the xlsx file is wrong. +
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- 
-===== The three worksheets ===== 
- 
-The Excel template contains three worksheets. **Do not modify the name of the worksheets.** 
-  * **TenderItems:** Main worksheet containing the tender items. 
-  * **ManufacturerList:** Contains the manufacturers that populate the [[tender_management:supplier_responding_to_tender_via_excel#manufacturer |manufacturer dropdown list]] in the main worksheet. Do not add to the list of manufacturers manually as this list needs to come from your client. 
-  * **CurrencyList:** Contains the available currencies that populate the [[tender_management:supplier_responding_to_tender_via_excel#currency|currency dropdown list]] in the main worksheet. Do not add to the list of currencies manually as this list needs to come from your client. 
  
  
 +===== Completing the tender response template =====
  
-==== Supplier Tender Response file format ====+==== Fields ====
  
-A more detailed information regarding the tender template columns and cells is described below. +More detailed information regarding the tender template fields is described below. 
  
 ^ Serial number  ^ Column  ^ Field                                ^ Description                                                                                                                                                                                                                                                ^ ^ Serial number  ^ Column  ^ Field                                ^ Description                                                                                                                                                                                                                                                ^
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 | 10             | 10(E)              | Requested Number of Packs                         | **Pre-filled**. Cannot be changed. 30 alphanumeric characters. | | 10             | 10(E)              | Requested Number of Packs                         | **Pre-filled**. Cannot be changed. 30 alphanumeric characters. |
 | 11             | 10(F)              | Requested Pack size                           | **Pre-filled**. Cannot be changed. | | 11             | 10(F)              | Requested Pack size                           | **Pre-filled**. Cannot be changed. |
-| 12              | 10(G)              | Requested Total Qty                     | **Pre-filled** Cannot be changed. |+| 12              | 10(G)              | Requested Total Qty                     | **Pre-filled**. Cannot be changed. |
 | 13             | 10(H)              | Units                         | **Pre-filled**. The unit the quantity is measured in e.g. tablet, mL, g, bottle, vial, ampoule | | 13             | 10(H)              | Units                         | **Pre-filled**. The unit the quantity is measured in e.g. tablet, mL, g, bottle, vial, ampoule |
 | 14             | 10(I)              | Offered Pack Size                           | **Mandatory**. Number greater than zero (default = 1).\\ The pack size (number of units in one pack) you are offering. | | 14             | 10(I)              | Offered Pack Size                           | **Mandatory**. Number greater than zero (default = 1).\\ The pack size (number of units in one pack) you are offering. |
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 | 20             | 10(O)              | Manufacture Name            | **Optional**. Choose the required manufacturer from the dropdown list.\\  If the currency does not exist, enter the new manufacturer here manually. | | 20             | 10(O)              | Manufacture Name            | **Optional**. Choose the required manufacturer from the dropdown list.\\  If the currency does not exist, enter the new manufacturer here manually. |
 | 21             | 10(P)              | Comments            | **Optional**. Enter any comments that should be considered in the evaluation process (e.g. brand provided, quote only applicable if all needle sizes are awarded etc.).| | | 21             | 10(P)              | Comments            | **Optional**. Enter any comments that should be considered in the evaluation process (e.g. brand provided, quote only applicable if all needle sizes are awarded etc.).| |
 +
 +
 +
 ==== Currency ==== ==== Currency ====
-This sets the default currency for your quote. Use the available currencies from the dropdown list.  +This specifies the currency for your quote, which is set for each item. Select an available currency from the dropdown list. 
-<WRAP center round info 60%> +
-If the currency drop down list shows, the it is a good sign that your Microsoft Excel is OK. +
-</WRAP> +
  
 {{:tender_management:screen_shot_2022-02-25_at_15.21.30.png?300|}} {{:tender_management:screen_shot_2022-02-25_at_15.21.30.png?300|}}
  
-If the currency of your choice is missing, it means that the client has never handled this currency before. You may  +If the required currency is missing, it means the client has never handled this currency in mSupply before. You may enter the new currency in this column using the appropriate three letter abbreviation from this link:[[https://en.wikipedia.org/w/index.php?title=ISO_4217|Currency Abbreviation]].
-enter the new currency in this column using the appropriate three letter abbreviation from this link :[[https://en.wikipedia.org/w/index.php?title=ISO_4217|Currency Abbreviation]].+
  
 {{:tender_management:screen_shot_2022-02-25_at_15.32.58.png?400|}} {{:tender_management:screen_shot_2022-02-25_at_15.32.58.png?400|}}
  
-The image above shows that Canadian dollars  (CAD) is being used for the quote. The excel will present you with an alert and you may continue with the new currency.   +The example above shows Canadian Dollars (CAD) is being quoted for this item. Excel will alert you that this is a new currency. Click OK to continue with the new currency.   
  
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-Chances are on your next tender with the same client, you currency of choice will be present on the excel.+On your next tender with the same client, your currency of choice should already be present on the spreadsheet.
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- 
- 
 ==== Manufacturer ==== ==== Manufacturer ====
-The name of the manufacturer can be chosen from the drop-down list. Typing the first few characters of the manufacturer's name will show a list of matching manufacturers. Click to select one.  +This specifies the manufacturer for your quoted item. Select an available manufacturer from the dropdown list. Typing the first few letters will show a list of matching manufacturers.
- +
-<WRAP center round info 60%> +
-If the manufacturer drop down list shows, the it is a good sign that your Microsoft Excel is OK. +
-</WRAP> +
  
 {{:tender_management:screen_shot_2022-02-25_at_15.36.42.png?300|}} {{:tender_management:screen_shot_2022-02-25_at_15.36.42.png?300|}}
  
-If the manufacturer does not exist, this means that the client has never processed drugs from the manufacturer that you wish to bid with. Similar to the currency column enter the new manufacturer name and the excel will confirm if you want to continue.+If the required manufacturer is missing, it means the client has never recorded goods from this manufacturer in mSupply before. You may enter the new manufacturer in this column. Excel will alert you that this is a new manufacturer. Click OK to continue with the new manufacturer.
  
 {{:tender_management:screen_shot_2022-02-25_at_15.37.06.png?400|}} {{:tender_management:screen_shot_2022-02-25_at_15.37.06.png?400|}}
  
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-Chances are on your next tender with the same client, you manufacturer of choice will be present on the excel.+On your next tender with the same client, the newly added manufacturer should already be present on the spreadsheet.
 </WRAP> </WRAP>
  
  
-==== Entry rules ==== +==== Tender response rules ====
- +
-  * Leave the row empty / unfilled if you choose not to bid for the item.+
  
 +**If you choose not to bid for an item**: Leave the blue section for that row blank.
 + Do not delete lines.
 {{:tender_management:screen_shot_2022-02-25_at_15.50.39.png?1000|}} {{:tender_management:screen_shot_2022-02-25_at_15.50.39.png?1000|}}
  
-  * Multiple bids for the same item is allowed by copying and pasting the entire row. The "Internal Line ID" must be part of the copy as it is very important.+**If you wish to make multiple bids for the same item**: Copy and paste the entire row. Ensure all the fields in the yellow area remain unedited. Enter your bids in the blue section.
  
 {{:tender_management:screen_shot_2022-02-25_at_15.57.56.png?1000|}} {{:tender_management:screen_shot_2022-02-25_at_15.57.56.png?1000|}}
  
-  * Line number is not important and doesn't need to be in any order. +**If you wish to rearrange the items**: Rows do not need to be in any particular order. You can rearrange the spreadsheet as required. Ensure all the fields in the yellow area remain unedited. 
  
 {{:tender_management:screen_shot_2022-02-25_at_15.57.37.png?350|}} {{:tender_management:screen_shot_2022-02-25_at_15.57.37.png?350|}}
  
-==== Tender Submission ==== +===== Tender submission ===== 
-Enter your bid, save it and email the xlsx file to the client as guided. +After entering your bids, save the Excel spreadsheet (xlsx file) and email it to the client as guided.
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  • Last modified: 2022/03/15 04:04
  • by Emily Porrello