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Tender Field Reference
A complete reference for every field on the Tender form. Required fields are marked. Fields are listed in the order they appear on screen.
Header Section
| Field | Required | Description |
|---|---|---|
| Tender Name | Yes | A descriptive title for the tender (e.g., "Office Renovation Phase 2 — Civil Works"). Used in search and reports. |
| Tender Number | Auto | System-generated unique identifier. Format is configured in your naming series settings. |
| Project | Recommended | Link to the project this tender is associated with. Enables project-level budget tracking and reporting. |
| Company | Yes | The company issuing the tender. |
| Department | Recommended | The requesting department. Drives workflow routing for tender approval. |
| Status | Auto | Current tender status: Draft, Open, Evaluation, Awarded, Closed, Cancelled. |
Timeline Section
| Field | Required | Description |
|---|---|---|
| Publication Date | Yes | The date the tender is published and shared with suppliers. |
| Submission Deadline | Yes | Last date and time for suppliers to submit their bids. After this deadline, no new responses are accepted. |
| Opening Date | Recommended | Date when sealed bids will be opened for evaluation. |
| Validity Period (Days) | Recommended | Number of days the tender remains valid after the submission deadline. |
BOQ (Bill of Quantities) Items
The BOQ table is the core of the tender — it defines exactly what suppliers must quote against.
| Field | Required | Description |
|---|---|---|
| Item Code | Yes | The item being procured. Must exist in the item master. |
| Item Name | Auto | Populated from the item master. |
| Description | Recommended | Detailed specification for suppliers to quote accurately. |
| UOM | Yes | Unit of measurement (e.g., Nos, Kg, Sqm, Running Metre). |
| Qty | Yes | Required quantity. Suppliers quote their unit rate against this quantity. |
| Estimated Rate | No | Your internal estimate. Not shared with suppliers. Used for bid comparison against budget. |
| Estimated Amount | Auto | Qty × Estimated Rate. Gives you a benchmark before bids arrive. |
Invited Suppliers
| Field | Required | Description |
|---|---|---|
| Supplier | Yes | Link to the supplier record. At least one supplier must be invited. |
| Supplier Name | Auto | Populated from the supplier master. |
| Contact Email | Auto | Email address used to send the tender invitation. |
| Response Status | Auto | Whether the supplier has responded: Not Responded, Responded, Declined. |
Terms and Conditions
| Field | Required | Description |
|---|---|---|
| Payment Terms | Recommended | Payment schedule (e.g., 30 days after invoice, milestone-based). |
| Delivery Terms | Recommended | Expected delivery location, timeline, and conditions. |
| Terms and Conditions | Recommended | Standard T&C template or custom terms for this tender. |
Evaluation Criteria
| Field | Required | Description |
|---|---|---|
| Evaluation Method | Recommended | How bids will be scored: Lowest Price (L1), Quality-cum-Cost, or Technical + Financial weightage. |
| Technical Weightage | Conditional | Percentage weight given to technical evaluation (if using Quality-cum-Cost method). |
| Financial Weightage | Conditional | Percentage weight for financial evaluation. Must total 100% with Technical Weightage. |
Additional Information
| Field | Required | Description |
|---|---|---|
| Work Breakdown Structure | Conditional | WBS code for budget tracking. Required if budget enforcement is active for the project. |
| Available Budget | Read Only | Displays the remaining budget for the selected WBS code. |
| Amended From | Auto | If this tender is an amendment, links back to the original. |
| Remarks | No | Internal notes — not shared with suppliers. |
Related Pages
- Create a Tender with BOQ — Step-by-step guide
- Evaluate Tender Responses — Scoring and comparison
- Tender FAQ — Common questions