tender_management:introduction

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tender_management:introduction [2023/05/09 14:05] – [Adding items to a tender] Gary Willettstender_management:introduction [2025/03/28 17:01] (current) – [Adding items to a tender] Gary Willetts
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 ===== Creating a new tender ===== ===== Creating a new tender =====
-Two options are available :+{{ tender_management:tend_buttons.png?500 }}
  
-  * //New Generated Tender// Once you have been running mSupply for a year, and providing that year is fairly typical of your overall usage, the // New Generated Tender// is recommended; this option will suggest quantities based on actual usage, having regard to seasonal fluctuations, thus eliminating any guesswork. Quantities are suggested only, and may be amended as required. +Three options are available :
-  * //New Tender// - allows you to create the tender manually and is a more labour intensive process.+
  
-{{ tender_management:tend_buttons.png }}+  * **New Generated Tender** Once you have been running mSupply for a year, and providing that year is fairly typical of your overall usage, the //New Generated Tender// is recommended; this option will suggest quantities based on actual usage, having regard to seasonal fluctuations, thus eliminating any guesswork. Quantities are suggested only, and may be amended as required. 
 +  * **New Tender** - allows you to create the tender manually and is a more labour intensive process. 
 +  * **Duplicate** - select a single tender in the list and click on this button to create a tender that is a duplicate of the one you selected with the same items but no invited suppliers. The duplicate will have the same name but with " - COPYX" after it, where X is the duplicate number. The duplicate will also have a status of "sg" (suggested), regardless of the status of the tender it was copied from.
  
 <WRAP center round important 60%> <WRAP center round important 60%>
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 To have mSupply automatically create a suggested tender based upon your projected demand, click on the New Generated Tender button, and confirm your intention by clicking // Yes// on the // Confirm// window. To have mSupply automatically create a suggested tender based upon your projected demand, click on the New Generated Tender button, and confirm your intention by clicking // Yes// on the // Confirm// window.
  
-This window will appear. You may recognise it from the Item usage report, suggested order report and the [[purchasing:managing_purchase_orders#to_create_a_purchase_order|Managing Purchase Orders, creating a Purchase Order]] - it uses much of the same functionality:+This window will appear. You may recognise it from the Item usage report, [[reports:purchasing#suggested_order_quantities|the Suggested order report]], and [[purchasing:ordering_from_suppliers]] - it uses the same functionality (please see those pages for a detailed description of how to decide what to enter for the various options):
  
 {{ tender_management:auto_generated_tender.png?600 |}} {{ tender_management:auto_generated_tender.png?600 |}}
  
-You can tailor your search by item in the usual way. Clicking the refresh button (double arrows near the centre) shows an estimate of how many items will be processed. Further refinements can be added.  It is recommended to use the //Calculate// button to refine the //Months of stock required// figure by entering //Lead time//, //Ordering Cycle// and //Buffer stock// values directly.+You can tailor your search by item in the usual way. Clicking the refresh button (double arrows near the centre) shows an estimate of how many items will be processed. Further refinements can be added.  It is recommended to use the //Calculate// button to refine the //Months of stock required// figure by entering //Lead time//, //Ordering Cycle// and //Buffer stock// values directly. To find out what all the options do and how the calculation works, please see the [[reports:purchasing#suggested_order_quantities|13.04. Purchasing reports]] page for details.
  
 Processing all this data may take some minutes if you have a lot of stock items recorded in your system, so mSupply will ask you if you've got the time to do it. If you do, click `Yes'. A progress indicator will show you how much work is left to be done. When mSupply has finished processing everything, it will let you know: Processing all this data may take some minutes if you have a lot of stock items recorded in your system, so mSupply will ask you if you've got the time to do it. If you do, click `Yes'. A progress indicator will show you how much work is left to be done. When mSupply has finished processing everything, it will let you know:
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   * //Creation date:// The date the tender was created. This defaults to today's date.   * //Creation date:// The date the tender was created. This defaults to today's date.
   * //Issue date:// The date the tender is/was sent to suppliers. This also defaults to today's date, but can be changed.   * //Issue date:// The date the tender is/was sent to suppliers. This also defaults to today's date, but can be changed.
-  * //Response by date:// The date by which suppliers must respond to the tender. The default is set to one month from the creation date, but can be changed.+  * //Response by date:// The date by which suppliers must respond to the tender. It is left empty by default: if you leave it empty you will be prompted to enter it. When entering this date it must be after the current date (it cannot be today or in the past).
   * //Status:// Tenders can have a status of sg/cn/fn (suggested, confirmed or finalised), which signifies its passage through the overall tender process. To change the status of the tender, simply select the new status from the drop down list and click on the **OK** button to save all changes. You will be asked to confirm a change because it has a significant impact on the editability of the tender. These are what the statuses mean:   * //Status:// Tenders can have a status of sg/cn/fn (suggested, confirmed or finalised), which signifies its passage through the overall tender process. To change the status of the tender, simply select the new status from the drop down list and click on the **OK** button to save all changes. You will be asked to confirm a change because it has a significant impact on the editability of the tender. These are what the statuses mean:
     * Suggested status - tender is still being built. Everything is editable.     * Suggested status - tender is still being built. Everything is editable.
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 ==== Items and compare prices tab ==== ==== Items and compare prices tab ====
- 
   * This tab displays by default when you open a tender for editing. It displays the items currently included in the tender, and by selecting 'All', 'Filled' or 'Unfilled' from the drop-down list above and to the right of the list, you can select which items are displayed.   * This tab displays by default when you open a tender for editing. It displays the items currently included in the tender, and by selecting 'All', 'Filled' or 'Unfilled' from the drop-down list above and to the right of the list, you can select which items are displayed.
     * //New line// button: click this to add a new item line to the tender. The addition of the new line will be [[admin:the_log|logged]] by mSupply.     * //New line// button: click this to add a new item line to the tender. The addition of the new line will be [[admin:the_log|logged]] by mSupply.
     * //Delete line// button: select an item line from the list and click this button to remove it from the tender.     * //Delete line// button: select an item line from the list and click this button to remove it from the tender.
-    * //Print internal report// button: click this to select one of several reports to print out or export to a spreadsheet. There are several to choose from and will give you the information you need to help evaluate or analyse a tender:+    * //Print reports// button: click this to select one of several reports to print out or export to a spreadsheet. There are several to choose from and will give you the information you need to help evaluate or analyse a tender:
       * Preferred suppliers only       * Preferred suppliers only
       * Winning tender lines       * Winning tender lines
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       * Tender lines with predicted cost       * Tender lines with predicted cost
       * Tender lines where the lowest price was not chosen.       * Tender lines where the lowest price was not chosen.
-    * //Incoterm// drop down list: Allows you to select an [[https://en.wikipedia.org/wiki/Incoterms|incoterm]] to apply to the tender. If you will be uploading the tender to the Health Supply Hub (see the [[tender_management:using_web_tenders]] page for details) then the incoterm must be selected before you can upload the tender.+    * //Confirm// button: Click on this to confirm your tender. After confirmation you will not be able to add more items or suppliers. 
 +    * //View on HSH// button: If the tender has been uploaded ot the Health Supply Hub, you can click on this button to view it there. 
 +    * //Export/Import Tender lines// button: Only enabled if the tender is not confirmed or finalised status. When you click on this you are given an option to //Import// or //Export// the tender lines. If you click on the //Export// option then the existing tender lines will be exported to a spreadsheet which will be immediately opened for you if you have a spreadsheet application installed on your computer. The spreadsheet is in the correct format to allow importing into another tender. If you click on the //Import// option this window will open: {{ :tender_management:pasted:20241108-100657.png?300 }} Click on the //Replace all lines// option if you want the contents of the import file to replace all existing lines on the tender or the //Update existing lines// option if you want any lines with matching item codes to be updated with the details in the import file (all lines in the import file for items that are not already on the tender will be added to the tender). The click on the //Import// button and you will be shown a window for selecting the import file. The file must be in the format described on the [[import_and_export:importing_tenders|]] page. After selecting the import file, double-click it or click on it to select it then click on the //Open// button to carry out the import. The tender will be updated and you will see the lines now on the tender. 
 +    * //Incoterm// drop down list: Allows you to select an [[https://en.wikipedia.org/wiki/Incoterms|incoterm]] to apply to the tender. If you will be uploading the tender to the Health Supply Hub (see the [[tender_management:using_web_tenders]] page for details) then the incoterm must be selected before you can upload the tender. You must also select it before you can confirm the tender.
     * //Search items// text box: as you type in this text box, only items whose names start with what has been typed will be displayed in the table. You can use the "@" character as a wildcard to represent anything. For example, typing "@ol" will display only items with names which end in "ol". This box is helpful for quickly finding a specific item. Overrides any selection made in the //Show// drop down list (see below).     * //Search items// text box: as you type in this text box, only items whose names start with what has been typed will be displayed in the table. You can use the "@" character as a wildcard to represent anything. For example, typing "@ol" will display only items with names which end in "ol". This box is helpful for quickly finding a specific item. Overrides any selection made in the //Show// drop down list (see below).
     * //Show// drop down list: is another way to change what items are displayed in the table. Selecting one of these options will override anything typed in the //Search items// text box:     * //Show// drop down list: is another way to change what items are displayed in the table. Selecting one of these options will override anything typed in the //Search items// text box:
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 Note that changes to tender lines will be [[admin:the_log|logged]] by mSupply. Note that changes to tender lines will be [[admin:the_log|logged]] by mSupply.
 ==== Notes tab ==== ==== Notes tab ====
 +{{ :tender_management:pasted:20241106-171258.png?650 }}
 +
   * This tab shows a field where you can add notes about your tender. This will not print on the documentation sent to suppliers.   * This tab shows a field where you can add notes about your tender. This will not print on the documentation sent to suppliers.
   * To start a new line (as with any text box), press Shift+Enter (although any long lines will wrap). See below for an example:   * To start a new line (as with any text box), press Shift+Enter (although any long lines will wrap). See below for an example:
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 ==== Log tab ==== ==== Log tab ====
   * This tab shows recent events relating to this particular tender. It will show, for example, changes in prices or other significant events. You cannot edit the details on this tab. If an event fails to be logged for any reason while the tender is being processed, you will be given an appropriate warning message.   * This tab shows recent events relating to this particular tender. It will show, for example, changes in prices or other significant events. You cannot edit the details on this tab. If an event fails to be logged for any reason while the tender is being processed, you will be given an appropriate warning message.
 +
 +==== Currencies tab ====
 +  * This tab shows the currencies available in mSupply and the rates that were used in the tender. It is also the place to change the rates that are used to convert prices between the datafile's home currency and any other currency. See the [[tender_management:currencies]] page for details.
  
 ===== Adding items to a tender ===== ===== Adding items to a tender =====
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 It is perfectly possible to add the same item more than once to a tender. Each entry will be treated separately. This allows for the same item to be added, for example, in different pack sizes. It is perfectly possible to add the same item more than once to a tender. Each entry will be treated separately. This allows for the same item to be added, for example, in different pack sizes.
 +
 +Note that it is also possible to use decimal pack sizes and number of packs, but not advisable. mSupply will ask you to confirm if you do use decimal values for either of these. 
 </WRAP> </WRAP>
  
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 Here's how the // Edit tender// window looks when the item Ranitidine 25mg/mL injection has been selected; the automatically generated tender has calculated that 1023 ampoules are required; here you can edit the quantity to conform with, say a pack size of 10, so you would adjust the pack size to 10, and the quantity to 102 or 103. Here's how the // Edit tender// window looks when the item Ranitidine 25mg/mL injection has been selected; the automatically generated tender has calculated that 1023 ampoules are required; here you can edit the quantity to conform with, say a pack size of 10, so you would adjust the pack size to 10, and the quantity to 102 or 103.
  
-{{ tender_management:tend_edit_itm.png?700 }}+{{ tender_management:tend_edit_itm.png?900 }} 
 + 
 +You can use the //OK & Next// and //OK & Previous// buttons to go straight to the next or previous item in the list.
  
 Note that any changes to a tender line are [[admin:the_log|logged]] by mSupply. Note that any changes to a tender line are [[admin:the_log|logged]] by mSupply.
  • Last modified: 2023/05/09 14:05
  • by Gary Willetts