Request for Proposal Details

Overview

Upon creation, the RFP enters a review and action workflow where managers can:

1. Clone items from Requested Items to Actual Items for final verification and editing.
2. Upload a Proposal Document provided by the vendor.
3. Cancel the RFP or proceed to PO creation after accepting the proposal.
4. Additionally, users with the RFP Vendor Manager permission can view only the Actual Items and Attachments tabs in the details.
5. Based on an RFP in Proposed status, a user with the Create PO permission can generate a PO.

Available Statuses

Before Sending the RFP to the Supplier

• Draft: Assigned when an incomplete RFP is saved. This status is visible only to the initiator.
  • Actions: Delete, Save or Send.

After Submission to Supplier and Before PO Creation

• Pending Proposal: Assigned when the RFP is submitted. The buyer cannot modify Requested Items of the RFP at this stage.
  • Actions: Cancel.
• Rejected: Assigned if the supplier rejects the proposal.
• Completed: Assigned when the supplier has completed the proposal, and it has passed approval.
• Canceled: Assigned if the buyer cancels the RFP before completion.
• Proposed: Assigned when the RFP reaches the complete status on supplier's side.
  • Actions: Cancel and Create PO.

After PO Creation

• Accepted: Assigned when the manager sends a PO based on the RFP.
  • Note: Only one PO can be generated per RFP in this status.
• Ordered: Assigned when the PO created from the RFP is completed and is displayed in the Archive tab on the dashboard.

General Request Information

• Beneficiary: Displays the beneficiary of the RFP.
• Vendor: Displays the selected public vendor.
• Organization Unit: Displays the unit associated with the RFP.
• Priority: Displays the RFP priority (Normal or High).
• Due Date: Sets the deadline for the RFP response.
• Request Valid Till: Controls the validity period for the RFP. If this date has passed, the Create PO action is disabled with a “Forbidden Action” notification.
• Purpose: Displays the purpose or justification for the RFP.

Document Rows

The RFP includes two main tabs for managing items and supporting documents:

• Requested Items: Displays the original items requested, imported from the initial RFP creation.
• Actual items: The Attachments tab allows users and managers to upload relevant files to support the request.

Requested Items


• Description: Displays requested item.
• Quantity: Displays set number of each item.
• UoM: Set unit of measure.
• Expense Type: Displays selected expense type from available types in Expense Types.
• Remarks: Item-related notes or comments.
• Clone button: Required for transferring items to the Actual Items tab. Managers must use this button to duplicate requested items before they can be processed.

Actual Items


• Displays cloned items from the Requested Items tab.
• Allows editing of actual quantities, prices, and other financial details to reflect the real cost.
• Allows adding a new item.

Attachments

• File Name: Name of the uploaded file.
• Comment: Additional notes or comments for the file.

Any document can be uploaded here to provide further context or requirements for the RFP.