Tender desk

A tender submission sits beneath the purchase request it answers. Its tender number, offer amount, submission date, evaluation score, decision date and revision let the team compare an offer with the underlying need. Submitted tenders form the evaluation queue. Approved and rejected states record the outcome of that assessment before any award action.

• Offer. Buyer links each tender to the request and records its tender number, amount and submission date.
• Evaluation. The score, decision date and revision explain the assessment of a submitted offer.
• Outcome. The tender status separates draft, submitted, approved, rejected and completed work.

A request can have several tender submissions, so the parent link matters more than a tender number alone. Compare offers under the same request before changing a tender to Approved. An approval is the input to the award action; Completed means the award operation has persisted its receipt. Keep the offer revision in view while comparing the decision with the amount and score.

Agree how tender numbers are issued, what the evaluation score means and who records the offer. Decide how revised offers are distinguished from the submitted revision.

Choose one buying organization for the first cycle. Identify the person who can correct the record when the case fails a check. Write down the expected decision and evidence for the pilot before people begin using the queue. This makes it possible to distinguish a record awaiting action from a record that is ready to close.

Create a pilot tender under an approved request. Enter the offer amount, submission date and score; then check the parent request. Move the tender to Submitted, inspect the evaluation queue and record the decision. Check the resulting status and revision.

Ask the next person to open the same parent request and explain the next action from the record itself. They should point to the responsible owner, current status and supporting decision or receipt. If those disagree, return the case to the person who owns the correction and record the reason. Rehearse the failure route as well as the successful one.

• Tender Evaluation Queue — Compare submitted offers and scores under their parent requests.
• Tender Status Board — Follow each tender from draft through decision and completion.

Follow demand and review, tender evaluation and award, then receipt and evidence.