The Procurement module allows the purchase manager to manage all the documents’ exchanges related to the supply of resources, in particular of:
- suite of technical specification documents with IR;
- documents coming from suppliers;
- sending of RFOs;
- workflow of technical/commercial approval of supplier's offers.
Creation and sending od RFQ
The Procurement module allows the technical office to manage documents’ exchange relating to purchase specifications (RFQ). It is possible to create a generic purchase request and then clone it as many times as the number of supplier it has to be sent.
During the creation of the generic request, you can define some parameters, such as the baseline project, issue date, offer deadline, etc. In this way, the system will remember the user which RFQs are about to expire depending on the deadlines indicated.
Furthermore, you can define which project documents belong to RFQ and attach other documents supplied with the offer request.
The procurement module allows the technical office that prepares documents for RFQ, to interact with the purchase office who can then interact and send the individual purchase requests. The sending is achieved by the automatic creation of an email with the RFQ documentation attached.
The specifications can be updated at any time if they are revised by the technical office.
It is possible to upload extra documents and in particular:
- Files Attachments: you can upload extra files that does not come from engineering, for example a text of surety or a letter of credit, etc;
- Offer Attachments: you can upload the offer documentation received by suppliers;
- Notes: you can insert notes that will remain available to all the authorized users.
Suppliers Offering Management
The system allows the technical staff and the buyer to analyze the different offers, also in a disjunctive way, as they arrive, maintaining them pending until they are not all received.
The system can be consulted about individual requests and their state.
The system allows the classification of received offers, which can be defined as:
- Accepted: the offer is technically accepted and returns in the buyer's availability for the commercial/economic definition;
- Not Accepted: the offer is rejected and a new offer has to be received;
- Revision for technical comments: it is required a revision to the supplier
- New revision to change specifications: it is required a revision to supplier after editing technical conditions of supply.