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User manual

Procurement & Tenders

Every purchase starts with a documented request, is compared against written quotes, and passes approval by someone with authority, so the manager knows why they bought from this supplier at this price.

Every purchase with a request, an approval, compared quotes and a written trail, and every tender with a timetable and documented evaluation.

21 tasks

What the system does

  • Purchase request
  • Approvals by amount
  • Budget per department
  • Request for quotes
  • Sealed bids
  • Comparison and award
  • Supplier rating
  • Reports

Works with

This system needs the following and switches them on with it:

Tasks

How do I create a new internal purchase requisition?

  1. Go to the Purchase requisitions list.
  2. Click the Create purchase requisition button.
  3. Select the requesting department, requested date of need, and add item or service lines with quantities, technical specifications, and estimated cost.
  4. Attach justifications and supporting documents, then click Save Draft.
Screen
Procurement & tenders › Purchase Requisitions · Create
Permission needed
Procurement - Requisitions / Add

How do I submit the purchase requisition for administrative approval?

  1. Open the requisition review page in Purchase requisitions.
  2. Review line items and estimated cost, then click the Submit for Approval button.
  3. The requisition routes to the designated approval workflow hierarchy based on the delegation of authority matrix.
Screen
Procurement & tenders › Purchase Requisitions · View
Permission needed
Procurement - Requisitions / Submit request for approval

How does an employee or manager view all purchase requisitions across the organization?

  • Viewing all purchase requisitions for all departments (rather than the user's department alone) requires the view all requisitions permission, reserved for procurement teams and finance executives.
Screen
Procurement & tenders › Purchase Requisitions
Permission needed
Procurement - Requisitions / View everyone's requests

How does an authorized manager approve a purchase requisition under the financial authority matrix?

  1. On the requisition page in Purchase requisitions.
  2. The Approved button appears for the manager possessing spending authority according to the monetary threshold.
  3. Click Approved, and enter any notes to escalate to the next tier or finalize approval for procurement sourcing.
Screen
Procurement & tenders › Purchase Requisitions · View
Permission needed
Procurement - Approvals / Approve, reject or return request

How do I cancel a purchase requisition after submitting it?

  1. In the Purchase requisitions table, select the target requisition prior to committing actual procurement sourcing.
  2. Click the actions button and choose Cancel request.
  3. Record the cancellation justification and click Confirm.
Screen
Procurement & tenders › Purchase Requisitions
Permission needed
Procurement - Requisitions / Cancel

How do I edit details of a draft purchase requisition?

  1. From the Purchase requisitions table, locate the requisition with "Draft" status.
  2. Click the Edit button to open the editing page.
  3. Adjust line items, quantities, or technical specifications, then click Save Changes.
Screen
Procurement & tenders › Purchase Requisitions · Edit
Permission needed
Procurement - Requisitions / Edit

How do I create a Request for Quotation (RFQ) for suppliers?

  1. Enter the Requests for quotation list.
  2. Click the Create RFQ button.
  3. Link the request to the approved purchase requisition, designate invited suppliers, and define the bid submission deadline.
  4. Click Save.
Screen
Procurement & tenders › Requests For Quotation · Create
Permission needed
Procurement - Requests for quotation / Add

How do I send the RFQ to selected suppliers?

  1. On the RFQ details page under Requests for quotation.
  2. Click the Send to Suppliers button.
  3. The system transmits electronic bidding invitations and submission portal links to supplier contacts via email.
Screen
Procurement & tenders › Requests For Quotation · View
Permission needed
Procurement - Requests for quotation / Send request to suppliers

How do I award the RFQ to the winning supplier?

  1. On the Requests for quotation page, review the technical and financial comparative bid matrix.
  2. Click the Awarded option next to the best-evaluated compliant bid.
  3. The award is approved and items are converted automatically into an approved purchase order.
Screen
Procurement & tenders › Requests For Quotation · View
Permission needed
Procurement - Requests for quotation / Award and issue purchase order

How do I cancel an RFQ?

  1. In the Requests for quotation table, click the actions button and choose Cancelled.
  2. Document the cancellation reason to notify participating vendors that the sourcing round has been cancelled.
Screen
Procurement & tenders › Requests For Quotation
Permission needed
Procurement - Requests for quotation / Cancel

How do I launch a new public or limited tender?

  1. Navigate to the Tenders list.
  2. Click the Launch New Tender button.
  3. Enter tender title, reference number, specifications book (RFP), required preliminary bid bond value, book purchase deadline, and envelope submission/opening dates.
  4. Click Save.
Screen
Procurement & tenders › Tenders · Create
Permission needed
Procurement - Tenders / Add

How do I publish the tender to suppliers and contractors?

  1. On the tender viewing page in Tenders.
  2. After reviewing tender conditions, click the Publish tender button.
  3. The tender is published on the public vendor portal for bidding, buying tender books, and submitting bids.
Screen
Procurement & tenders › Tenders · View
Permission needed
Procurement - Tenders / Publish tender

How do I conduct the technical and financial bid opening session electronically?

  1. On the tender page in Tenders once the submission deadline lapses.
  2. The bid opening committee clicks the Open bids button.
  3. Sealed bids are decrypted, recording committee member attendance, proposals received, and preliminary bank guarantee numbers.
Screen
Procurement & tenders › Tenders · View
Permission needed
Procurement - Tenders / Open sealed bids (committee)

How does the evaluation committee log technical and financial evaluation scores for bids?

  1. On the tender page in Tenders.
  2. Click the Evaluate Bids and Score action.
  3. Enter scores for each bid based on RFP criteria (experience, technical specs, quality, commercial price), allowing the system to compute the final competitive ranking.
Screen
Procurement & tenders › Tenders · View
Permission needed
Procurement - Tenders / Score bids (committee)

How do I approve the final tender award decision?

  1. On the Tenders page, review technical and commercial adjudication committee recommendations.
  2. Click the Approve Award button in favor of the first-ranked vendor.
  3. The winning vendor is notified to submit final performance bond and execute the contract, and non-winning bidders are notified.
Screen
Procurement & tenders › Tenders · View
Permission needed
Procurement - Tenders / Award and issue purchase order

How do I cancel an issued tender?

  1. In the Tenders table, click the actions button for the targeted tender.
  2. Choose Cancel Tender.
  3. Enter the regulatory reason for cancelling the tender (no compliant bids, exceeding authorized budget) to generate cancellation minutes automatically.
Screen
Procurement & tenders › Tenders
Permission needed
Procurement - Tenders / Cancel

How do I record a supplier performance evaluation after delivery?

  1. Go to the Supplier Evaluations list.
  2. Click the Add Supplier Evaluation button to open the evaluation modal.
  3. Select the supplier and linked supply contract, and evaluate performance across: on-time delivery compliance, product quality and RFP matching, responsiveness, and after-sales service.
  4. Click Save Evaluation.
Screen
Procurement & tenders › Supplier Evaluation
Permission needed
Procurement - Supplier evaluation / Add

How do I set estimated procurement budgets for each department?

  1. Navigate to the Procurement Budgets list.
  2. Click the Add Budget button to open allocation setup.
  3. Select department and fiscal year, designate the authorized budget ceiling and dedicated general ledger account, then click Save.
Screen
Procurement & tenders › Budgets
Permission needed
Procurement - Departments & budgets / Add

How do I view procurement, spend analysis, and tender reports?

  1. Open the Procurement reports page.
  2. Review diverse reports: spend analysis by vendor, requisition cycle turnaround time, and tender performance and cost savings.
  3. Click the Generate Report button.
Screen
Procurement & tenders › Procurement reports
Permission needed
Procurement - Reports / View

How do I export procurement and tender reports to external files?

  1. On the Procurement reports page, select the desired report.
  2. Click the Export button to download data in Excel or PDF format for executive review.
Screen
Procurement & tenders › Procurement reports
Permission needed
Procurement - Reports / Export

How do I configure procurement settings, authority tiers, and award thresholds?

  1. Go to the Procurement settings page.
  2. Configure general RFQ rules, bid bond percentages, and automated notice policies.
  3. Click Save Settings.
Screen
Procurement & tenders › Procurement settings
Permission needed
Procurement - Settings & approval levels / Edit

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