tender_management:creating_purchase_orders

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tender_management:creating_purchase_orders [2020/03/16 10:30] – Gary Willettstender_management:creating_purchase_orders [2025/03/28 16:02] (current) – [Setting up purchase order (PO) preferences] Gary Willetts
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 {{indexmenu_n>70}} {{indexmenu_n>70}}
-====== 16.07. Analysing supplier responses and creating purchase orders ======+====== 18.07. Analysing supplier responses and creating purchase orders ======
 ===== Review ===== ===== Review =====
 At this stage you should already have performed the following: At this stage you should already have performed the following:
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 For more details on using benchmark price see [[tender_management:benchmark_prices|Using benchmark prices]]. For more details on using benchmark price see [[tender_management:benchmark_prices|Using benchmark prices]].
 +
  
 ==== Analysing the responses ==== ==== Analysing the responses ====
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 <WRAP info center round 80%> <WRAP info center round 80%>
-Note that mSupply will remember any changes you make to the widths of the columns on this tab. This can be very useful if you want to minimise columns you are not interested in to make room for other, more important columns over several sessions to select the winning bids.+Note that mSupply will remember any changes you make to the widths of the columns on this tab. This can be very useful if you want to minimise columns you are not interested in to make room for other, more important columns over several sessions to select the winning bids. This also applies to the //Compare supplier responses// tab shown below.
 </WRAP> </WRAP>
  
 Then double-click the first item in the list, which in our example is Acetazolamide 250mg tablets, to bring up the //Edit tender item window//, which opens at the //Compare supplier responses// tab: Then double-click the first item in the list, which in our example is Acetazolamide 250mg tablets, to bring up the //Edit tender item window//, which opens at the //Compare supplier responses// tab:
  
-{{ tender_management:item_quotations.png?700 }}+{{ tender_management:item_quotations.png?900 }}
  
 In our example, 5 suppliers have been invited to tender, and 4 have submitted tenders, one supplier having submitted prices for two different pack sizes. One supplier has not submitted a quotation, so all the entries for that supplier are zero. In our example, 5 suppliers have been invited to tender, and 4 have submitted tenders, one supplier having submitted prices for two different pack sizes. One supplier has not submitted a quotation, so all the entries for that supplier are zero.
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 The **Disqualified** column allows you to disqualify the quotation from a particular supplier if required by checking the box in the relevant row. The **Disqualified** column allows you to disqualify the quotation from a particular supplier if required by checking the box in the relevant row.
 +
 +**Note:** If you want to quickly add an Evaluator comment, click in the appropriate cell of the //Evaluator comment// column and type the comment directly into the cell. This saves you double-clicking on the line and entering it in the **Evaluator comment** field on the line detail window that opens.
  
 <WRAP center round tip 60%> <WRAP center round tip 60%>
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 Here is an example of a tender that has been partially processed, looking at the //Items and Compare prices// tab: Here is an example of a tender that has been partially processed, looking at the //Items and Compare prices// tab:
  
-{{ tender_management:tender_items_tab.png?750 }}+{{ :tender_management:pasted:20230406-113422.png?750 |}}
  
-Two of the lines have been changed to a green colour and the **Show** drop down list just above the list of items has been changed to "Not chosen" so that it displays all the items for which a preferred supplier needs ot be chosen - helpful for seeing what still has to be done!+Two of the lines have been changed to a green colour. The //Preferred supplier// column can contain the following values: 
 +  * **No bids:** no bids from any supplier have been entered for this item. 
 +  * **Not selected:** bids have been entered for the item but none has been selected as preferred yet. 
 +  * **A supplier name:** bids have been entered for the item an one, from the displayed supplier, has been selected as preferred.
  
-If the **Show** drop down list is changed back to "All", all items will be displayed in the list, with the name of the Preferred supplier column for each line shown in the //Preferred Supplier// column.+The **Show** drop down list just above the list of items is currently showing all lines but it has these options: 
 +  * **All:** show all tender lines, no filtering. 
 +  * **Filled:** show only those lines that have had bids entered for them, whether a preferred one has been selected or not (helpful for showing what still needs to be processed). 
 +  * **No bids:** show only those lines that have had no bids entered for them. 
 +  * **Lowest cost not chosen:** show only those lines where a bid has been selected as preferred and it did not have the lowest cost. 
 +  * **0 number of packs:** show only those lines that have zero packs entered for them. This is not possible for manually created tenders but could, in certain circumstances, be possible with auto-generated tenders or tenders downloaded from the [[https://docs.msupply.foundation/health-supply-hub/introduction/|Health Supply Hub]].
  
 ===== Back to the Items and compare prices tab ===== ===== Back to the Items and compare prices tab =====
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 **Tender lines: lowest price not chosen**: Shows all tender lines which have been chosen as the winning bod when their price was not the lowest. Summary detail shows how much more you will pay than choosing the cheapest lines. **Tender lines: lowest price not chosen**: Shows all tender lines which have been chosen as the winning bod when their price was not the lowest. Summary detail shows how much more you will pay than choosing the cheapest lines.
 +
 +**Evaluation report**: Useful for showing all evaluation details or for using during a manual evaluation exercise. Shows all quotes for each item and the outcome of the evaluation (or space for you to enter the outcome). It looks like this:
 +{{ :tender_management:pasted:20230509-153541.png?950 |}}
 +Note that the //Number of suppliers invited// figure at the bottom of the report actually shows the number of suppliers who responded and submitted bids to the tender.
 ===== Setting up purchase order (PO) preferences ===== ===== Setting up purchase order (PO) preferences =====
 Once the choice of preferred supplier has been made for all the items you want to purchase in the tender, the next stage is to generate the Purchase Orders. Once the choice of preferred supplier has been made for all the items you want to purchase in the tender, the next stage is to generate the Purchase Orders.
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 Note that the creation of purchase orders from tenders will be [[admin:the_log|logged]] by mSupply. Note that the creation of purchase orders from tenders will be [[admin:the_log|logged]] by mSupply.
 +
 +<WRAP info center round 60%>
 +When creating purchase orders from a tender, mSupply will use the winning bid quantities and packsizes, rather than those requested in the tender. A supplier may have offered different pack sizes and quantities to what you set in the tender.
 +</WRAP>
  
 ==== Creating purchase orders with split deliveries ====  ==== Creating purchase orders with split deliveries ==== 
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 When you finalise a tender you will be warned if there are no Purchase orders associated with it because you won't be able to create them later! When you finalise a tender you will be warned if there are no Purchase orders associated with it because you won't be able to create them later!
 </WRAP> </WRAP>
 +
 +
 +===== Field Descriptions and Formulae =====
 +
 +^ Column name   ^ Description    ^ Formula ^
 +| **Price** | The price per pack offered by the supplier | |
 +| **Net Cost** | The cost in local currency (i.e. datafile default currency) of the offered pack size, multiplied by freight factor | Offered price * currency rate * freight factor |
 +| **Local Cost** | Alternative name for Net Cost |  |
 +| **Total Cost** | The Total cost of the offered number of packs in Local Cost | Net Cost * Offered Number of Packs |
 +| **Adjusted Cost** | The cost adjusted by currency, freight factor and item's default pack size for direct comparison between quotes | Net Cost * (Default packsize/Offered packsize)|
 +
 +
 +
 \\ \\
 \\ \\
-|  //  Previous:  **[[tender_management:benchmark_prices|16.06. Benchmark prices for tenders]]** | | Next: **[[tender_management:tender_web_module_for_suppliers|16.08. Supplier instructions for using tender submission web interface]]** //  |+|  //  Previous:  **[[tender_management:benchmark_prices]]** | | Next: **[[tender_management:currencies]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2020/03/16 10:30
  • by Gary Willetts