When projects/tenders are published and suppliers register interest, the Supplier Bidding records will be added automatically. If you need to add or invite suppliers manually for non-advertised procedures, please see that section below.
Each supplier bidding on the project will have a supplier bidding page which will contain information such as contact details, submission details and dialogues.
- The banner provides a quick-reference status of the supplier bidding on the project
- The Evaluation and Moderation tabs provide access to evaluation and moderation scoring.
- Dialogues (messages) with the supplier bidding can be viewed here. To send a message, click New Supplier Dialogue.
- The Late Submission box can be used to permit a supplier bidding to submit their tender after the deadline, provided that the evaluation has not started
- Buttons for downloading the supplier's submitted documents and for generating success / reject letters can be accessed here.
Schedule Automatic Email Reminders to Suppliers
To notify suppliers by automated email of an approaching deadline you can use tasks within an eSourcing milestone of supplier email reminder.
Emails are sent automatically on the due date of the task to all suppliers bidding on the project that have not been eliminated and have not declined.
To set up an automated reminder, from the Task tab click New and populate the fields accordingly.
Email Suppliers
To send a general email to the bidding suppliers use one of the following methods:
- From the eSourcing Console, click Message Suppliers from the Messages menu
- From the eSourcing Console, click Message Centre from the Messages menu and click New
- Locate a task of type Email and click Do Now
Manually Add & Invite Suppliers to a Project
There are two key steps to set up a supplier manually to bid on a project:
- Add the Supplier to Suppliers Bidding (using Suggest Suppliers and/or Add Suppliers)
- Invite the Supplier to give them access to selected approved Requirement Sections
Using Suggest Suppliers
To get the system to suggest suitable suppliers to add, ensure that the Category field on the Project page is populated. The system will search for supplier records in your system with this set as their Default Category.
Locate (or create) a Task of type Suggest Suppliers and click Do Now.
Select one or more suppliers using the checkboxes OR let the system pick a number of suppliers at random by entering the number of suppliers and clicking Select.
Click Done to add the suppliers to your Supplier Bidding list. They will not be invited or notified at this stage. The portal account details will be automatically set for those suppliers that have been linked to a Portal Account.
Manually Add Suppliers
Known suppliers can be added manually if the user would like them to bid for a specific opportunities using Add Suppliers. Their Supplier Bidding record must be linked to their Portal Account to be able to respond through the Supplier Portal.
You can search for suppliers using their Portal Account Name, Company Reg Number or DUNS Number.
If the supplier does not have a Portal Account, the user must request the supplier to register. It is possible for the user to set up the supplier from the Buyer side but it is generally advised that these registration steps are performed by the supplier account to ensure their account is set up correctly.
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