Award Request for Quotes

In this help document, you’ll learn how to award the items in the request for quotes to vendors once you’ve received bids from vendors that meet your business requirements.

Award Items

Once you’ve received bids from your vendors, you can compare them and award the items to vendors that best meet your requirements.

To award items to vendors:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Published.
Click View Details next to the request for quote for which you want to award items.
Go to the Vendor Responses tab and click Compare and Award. You’ll be redirected to the Compare Bids page, where you can compare the bids received from different vendors.
If you like a vendor’s bids for an item, you can shortlist their bid by hovering over the item and clicking the Shortlist icon. This makes it easier for other users to identify the preferred vendor.

Note: You can shortlist bids from different vendors for each item. It is not necessary to shortlist a bid from only one vendor.

You can add notes against a vendor’s bid for each requested item by clicking Add Internal Notes. You can include details such as the reasons why you shortlisted the vendor and why you prefer awarding items to them.
You can switch between Compact View and Expanded View in the top right corner.
- The Compact View provides a high-level summary of each vendor’s bid, showing total cost, item name, quantity, unit price, and delivery date in a condensed format.
- The Expanded View provides detailed bid information per item, such as the expected values, vendor notes, internal notes, and item-level totals, making it easier to analyze and compare.
Once you’ve compared the bids received, and you’ve decided on what item to award to which vendor, click Proceed To Award. You’ll be redirected to the Create Award page.
In the Award Quantity column, enter the quantity of each item you want to award to vendors. For each item, you can either award the entire quantity to one vendor or split the quantity to award different quantities to different vendors.
In the Notes field, enter explanations for awarding items to the selected vendors, along with any relevant details to share with other users involved in the request for quote.
Click Save as Draft once you’ve awarded the items to the preferred vendors.

The award will be saved, and you can view its details from the Award tab.

Edit an Award

You can edit an award before it is approved. Here’s how:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Awarded.
Click View Details next to the request for quote for which you’ve created the award.
Go to the Award tab.
Click the More icon in the Award section and click Edit.
Make the necessary changes and click Save as Draft.

Submit an Award for Approval

Once you’ve saved an award, you need to submit it for approval. Here’s how:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Awarded.
Click View Details next to the request for quote for which you’ve created the award.
Go to the Award tab.
Click Submit in the Award section.
Select the approver and click Submit again in the pop-up that appears.

Approve an Award

If an award has been submitted to you for approval, you can review and approve or reject it.

To approve an award:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Awarded.
Click View Details next to the request for quote for which you’ve created the award.
Go to the Award tab.
Click Approve in the Award section.
Click Approve again in the pop-up that appears to confirm your action.

Reject an Award

If an award has been submitted to your for approval, you can review and approve or reject it.

To reject an award:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Awarded.
Click View Details next to the request for quote for which you’ve created the award.
Go to the Award tab.
Click the More icon in the Award section and click Reject.
Enter the reason for rejecting the award and click Confirm in the pop-up that appears.

Delete an Award

To delete an award:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Awarded.
Click View Details next to the request for quote for which you’ve created the award.
Go to the Award tab.
Click the More icon in the Award section and click Delete.
Click Delete again in the pop-up that appears to confirm your action.

Publish an Award

Once your award has been approved, you can publish it to notify vendors the result of the bidding process for the request for quote.

To publish an award:

Go to Request for Quotes under Procurement.
Click the More icon at the top and select Awarded.
Click View Details next to the request for quote for which you’ve approved the award.
Go to the Award tab.
Click Publish in the Award section. The Notify Vendors pop-up will open.
Check Notify the awarded vendors if you want to inform the vendors who have been awarded items.
Check Notify the vendors who are not awarded if you want to inform the vendors who have not been awarded any items.
Cick Publish.

If you did not enable any vendor notification preference when publishing the award, you can do it later. Here’s how:

Go to the Award tab of the request for quote.
Click Notify Vendors in the Award section. The Notify Vendors pop-up will open.
Enable the required notification preferences and click Save.