4.2 Awarding Suppliers

An award records which supplier wins each item on an RFQ. Awards are Request for Quotation Award documents, created from the RFQ.

When You Can Award

The Award button group appears on a submitted RFQ when:

• bids have closed,
• for a sealed bid, the committee has opened the quotations, and
• at least one Supplier Quotation for the RFQ has been submitted.

The RFQ's Award Status then shows Pending Selection. The status is also refreshed every hour, so RFQs whose deadline passes appear on their own.

Making an Award

1. On the RFQ, click Award → Award Supplier.
2. Choose the Award Basis:

• Full Award: every open item goes to one supplier's quotation.
• Partial Award: choose the supplier item by item, and leave items open for a later award.

3. Use Compare Quotations to see each item's bids side by side, cheapest first. The lowest price is marked Lowest.
4. Pick the winning quotation for each item. Award All on a quotation picks it for every item it covers.
5. If a pick isn't the lowest price, enter a Justification. It is required.
6. Save and Submit the award.

The summary at the top shows Items awarded, Suppliers quoted, the Award value and how far the award is Above best prices.

What Submitting Does

• Marks each item on the RFQ as Awarded and updates the RFQ's Award Status.
• Sets each supplier's Award Outcome to Awarded or Not Selected, which suppliers see on the portal.
• Emails the suppliers with the result.
• If Create Purchase Orders on Award is on in Sourcing Settings, drafts one Purchase Order per winning quotation, with only the items it won.

When that setting is off, open the awarded Supplier Quotation and use Create → Purchase Order. The order includes only the awarded items, and the app refuses Purchase Order lines that weren't awarded to that supplier.

Closing Without an Award

To stop an RFQ without awarding everything, click Award → Close Without Award (or Close Remaining Items after a partial award), and give a reason. The remaining items are marked Not Awarded.

Cancelling an Award

Cancel any Purchase Orders created from the award first, then cancel the award. The items become open again, and suppliers are told the award was withdrawn.

Award Status Reference