Introduction/Purpose: 

Proposals are formal documents used by procurement officers to get pricing information from vendors or suppliers. It kicks off the procurement process, assists in evaluating offerings, and allows for educated decision-making before finalizing a purchase.

Dependency:

• Proposal Requests: In response to their requirements, the procurement officer requested a proposal. After the proposal has been created, the user may respond to it.

• Payment Term: “Payment term” refers to the precise terms and schedule under which a buyer or organization is expected to make a payment in order to complete their financial commitments with a supplier or vendor. It allows users to decide whether the suggested terms are compatible with their financial demands and business practices.
  
  Apart from that if the organization is not provided any information about “Payment Term” and is requesting input from suppliers so they can publish their own payment term for specific RFP.

• Security Term: A procurement proposal for products would often include specific terms and clauses relating to security. A framework that guarantees the integrity of the transaction and reduces potential risks must be established, and that requires the security term. 

Process flow:

How To Navigate:

The following steps are included in the navigation to look into the Procurement Officer’s proposal requests: 

• Click on the Proposal: After selecting the proposal tab, the User will be offered a number of proposal requests.

Listing:

Proposal Request Listing is a feature in a vendor procurement system that displays a list of all requests received by that user. 

• Users can view the following information on the proposal request listing page.
  • Request and its version 
  • Initiation date and the closing date 
  • Security term information 
  • Subject and the request code
  • Proposal amount and proposal status.
  • Action (view/record)

Clickable Action:

Click on Add my response: 

This option allows the users to respond to proposal requests initiated by the Procurement officer’s proposal request. In the add my response page user needs to provide the following information in order to respond to the proposal sent by the procurement officer 

• Unit rate: The unit rate is the price for one item that is used to determine the total cost in procurement when multiplied by the quantity required.

• Tax calc: Tax calculation in procurement means determining whether taxes are included, excluded, or not applicable in the quotation. 

• Tax group: The tax group is chosen by the vendor when responding to a proposal, and it specifies the relevant tax rate for the goods. This selection offers various options, including different VAT percentages (e.g., 0%, 10%, 15%), which directly influence the total price of the goods stated in the proposal.

• Bank security: If the proposal from the procurement officer specifies bank security, users can include bank security. To ensure there are sufficient funds available in case any problems arise later, the bank sets aside a particular amount of money. 

• Payment terms: The payment term is an understanding between a buyer and a seller that specifies how and when payments for products or services will be made.

• Add items: Users can add more items to the existing proposal as needed. By performing this operation, a new row is created, allowing users to choose objects and enter the relevant information for each new entry.