Procurement

The FreeBalance Purchasing module provides most purchasing functionality necessary by a government organization. However, it does not cover the issuance and evaluation of requests for proposal nor does it support stores where items that are needed by users are located in inventory.

Procurement is a superset of purchasing that includes the acquisition of complex products and services such as turnkey solutions. These acquisitions require a more complex proposal and assessment functionality during the buying stages and more complex acceptance and payment functionality than Purchasing.

Support Entities

Procurement Support Entities are a series of standard base components that are reused for government functions within Procurement Module. These entities are inherited, configured and adapted to support system extensibility.

The characteristics of Support Entities include:

Government-specific functions.
Enabling of rapid implementation, configuration and change.
An extensible base for new applications to extend customer investment.

This feature allows you to configure your organization’s catalogues that best reflect your organization policies (e.g. Process & Document Types, Bid Evaluation Methods, etc.). Additionally it provides functionality to allow users to determine system behavior and validations (e.g. Vendor Validations, Amendable attributes).

Process Type

Overview

The Process Type contains the catalogue with all the procurement processes types such as Single or Two Stages, Sole Source, etc. Process Types are used to categorize created processes. For example, creating a process of improvement and maintenance works, water, sewer, paving, electrical, lumber and building materials, plumbing, and painting are all categorized under the “Construction” category. These process types are useful as they allow the easy categorization of individual processes for quick selection, trend analysis, etc. They essentially make the creation of processes more structured.

Navigation

Procurement ► Support Entities ► Process Type

Process Type screen Fields

Field	Definition
Id	Unique auto-generated numeric code of Process Type which is the identity of the Process Type record.
Active	If checked, indicates that the Process Type is active. If false, the Process Type cannot be used anymore and it can be there for reference purposes.
Justification Required?	If true, when using the Process Type, the system requires the attribute Procurement Process Type Justification as mandatory.
Language	Country specific language used to describe Process Type to be selected from dropdown box.
Abbreviation	Short description of Process Type
Description	Short description of Process Type
Remarks	Special notes or legislation related to the procurement process type are specified in this field.

Document Types

Overview

Document Type contains the catalogue with all the procurement document types such as Request for Proposal – RFP, Request for Quotation – RFQ, Expression of Interest – EOI, etc.Each Document Type can have one or more Sections defined. Also users can configure the behavior that Document Type must have on each Stage.

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Procurement ► Support Entities ► Document Type

Document Types screen Fields and Tab

Field	Definition
Id	Unique auto-generated numeric code of Document Type.
Custom Domain Type	Users can use Custom Domain Type (CDT) to add information in addition to the entities included with the base Procurement Document Information. This CDT is inherited to the Procurement Document and users can add more if it is needed, or clone existing CDT to add more to the Procurement Document.
Language	Country specific language used to describe Document Type.
Name	Name of the Document Type.
Description	Brief explanation of document type.
Purchasing Vehicle Required?	If true, the system will require a Purchasing Vehicle when creating a Procurement Document.
Expiration Date Required?	If true, an expiration date is required when the vendor is uploading the proposal information.
Intend to Award Period	It must be expressed in calendar days and applies only if the Procurement Document Type Stage 'Intend to Award' has been set mandatory or optional.
Type of Result Expected	Users must select the final result expected for the evaluation of the procurement document.
Purchasing Vehicle	Users select one Purchasing Vehicle. When there is a value in this attribute it is copied to the Procurement Document once the Procurement Document Type has been selected.
Is Ownership validation required ?	Indicate when Ownership Validation is required to be executed by users for the procurement Documents of this Procurement Document Type.
Sections Tab	Each procurement document type can have a collection of 1 or many sections related and the order of such sections.

Section

Overview

The Sections Tab is used to attach document sections from the Section Catalogue to the Document Type.Each procurement document type can have a collection of 1 or many sections related and the order of such sections.

Section screen Fields

Field	Description
Sections	Reference to the section catalogue.
Order	Unique number defined (for every section and procurement document type related) by users. Defines the order on how such section can be printed.

Response Types

Overview

Some procurement documents can be answered with a simple response or proposal, other procurement documents may require two or more types of proposals, one that contains the financial proposal and the other with the technical proposal.

Navigation

Procurement ► Support Entities ► Response Type

Document Response Types screen Fields

Field	Definition
ID	Unique auto-generated numeric code of Document Response Type.
Active	When this field is checked, it indicates that Document Response Type is available for use. If not checked, the Response Type cannot be used anymore and it can be there for reference purposes.
Amount Required	If checked, when entering the procurement document proposal or answer from the vendor, the amount of money related to the proposal which is required, is mentioned in this field.
Language	Country specific language used for description in the record
Name	Name of the Response Type
Description	A detailed description of the Response type.

Price Condition

Overview

Price Condition contains a catalogue of the INCOTERMS (International Commercial Terms) price conditions. Users must select the price condition to be used in the procurement document; vendors must bid according to this price condition. Only one price condition is allowed per procurement document

Navigation

Procurement ► Support Entities ► Price Condition

Price Condition screen Fields

Field	Definition
Id	Unique auto-generated numeric code of Price Condition record
Active	If checked indicates that the Price Condition is active. If not checked, the Price Condition cannot be used anymore and it can be there for reference purposes.
Abbreviation	Short description of Price Condition.
Description	A detailed description for the Price Condition.
Language	Country specific language used to describe the record to be selected from dropdown box.

Validation Rules

Overview

The Validation Rule screen contains the catalogue of validation rules that vendors must comply to be able to participate in procurement eventsThe vendor validation rules related to the Purchasing Vehicle of the Procurement Document must be automatically populated in the Procurement Document Vendor Validation Rules entity, where users can customize it for a particular Procurement Document. According to these rules, users can change the default values of: ‘comparison operator’ and the ‘Vendor Rule Value’; and users can add more vendor validation rules as needed.

Navigation

Procurement ► Support Entities ► Vendor Validation Rule

Validations Rules Screen Fields

Report Field	Description
ID	Unique auto-generated numeric code of the Validation Rule
Attribute	It contains the reference to the Vendor attribute, subject to be validated.
Operator	It only can have: '<', '>', '=' for numeric and date data types; 'true', 'false' for boolean data types; and '=' for string data types
Value	It contains the value to be validated against the value of the Vendor attribute
Active	If false, the Validation Rule cannot be used anymore and it would only be there for reference purposes.If checked, the validation rule is available for use.
Language	Country specific language used to describe the validation rule for vendor
Abbreviation	Short form of the Validation Rule
Description	Detail description of the Validation Rule

Communication Methods

Overview

The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.

Users can add communication methods as needed and users must relate it to the communication type (Phone, Fax, E-mail, Address, Internal Notes, SMS, News Paper, others), by doing so automatic functions can be performed, like sending emails or sending notes through the internal system, etc.

Navigation

Procurement ► Support Entities ► Communication Methods

Communication Methods screen Fields

Report Field	Description
ID	Unique auto-generated numeric code of the Communication Method
Type	Selectable list which defines the type of communication method; ‘Phone’, ‘E-Mail’, ‘Fax’, ‘Regular Mail’, ‘Internal Notes’, ‘SMS’, ‘News Paper’, ‘Other’ are some of the types of Communication method. Value to be selected from dropdown box.
Language	Country specific language used to describe Communication Method.
Abbreviation	Short form of the Communication Method.
Description	Short description of the Communication Method.

Notification Formats

Overview

The Notification Format screen contains different document formats or templates that can be used for notification purposes. For example: Soliciting Format, Response, Announce, Cancel, etc.

Navigation

Procurement ► Support entities ► Notification Format

Notification Format screen Fields

Report Field	Description
ID	Unique auto-generated numeric code of the Notification Format
Language	Country specific Language used.
Name	Name of the Notification Format
Description	Description of document, it can contain examples of the process where the document format could be used.
Text	Standard text to be used within the document format. It can be more than one page.

Notifications

Overview

The Notification screen contains the necessary information to register notifications to Vendors, Users, and Other Stakeholders.

Navigation

Procurement ► Support entities ► Notifications

Notification screen Fields

Report Field	Description
ID	Unique auto-generated numeric code of the Notification Format.
Language	Country specific Language used
Description	Description of document, it can contain examples of the process where the document format could be used.
Subject	Short description of the subject of the Notification
Effective Date	The date in which the Notification becomes active
Document	Reference to the Procurement Document related with the Notification
Attachments TAB	Zero or many attachment documents to be included in the notification.
Vendors TAB	This entity contains the vendor or vendors selected to be notified. Users must select the vendors needed from the list of vendors which was populated according to the process populating the Vendor List. It is a collection of zero or more Vendors to be notified.
Users Tab	This entity contains the internal user or users selected to be notified. Users must select the internal users needed from the list of internal users which was populated according to the process populating the Internal Users List.
Other Stakeholders Tab	This entity contains the other stakeholder or stakeholders selected to be notified. Users must select the stakeholders needed from the list of other stakeholders which was populated according to the process populating the Other Stakeholders List.
Communication Methods Tab	Each Notification can have more than one communication method related; Users must configure those communication methods individually. Users can add more Communication Methods from the Communication Method Catalogue.

Attachments

The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Selected	If checked indicates that the attachment will be selected.
Language	Country Specific Language used to enter the description information.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document, this attribute will have the physical file document within the database.
Date Time	The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned.
User	The user uploading the attachment.
Language	Country Specific Language used to enter the description information.

Communication Methods

The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.

Communication Methods screen Fields

Field	Description
Communication Method	Users must select from: ‘Phone’, ‘email’, ‘Fax’, ‘Regular Mail’, ‘System Prompt Notes’, ‘SMS’, ‘News Paper’, ‘Other’
Text	Text of the notification, which is populated from the Notification Format Text. It can be modified by users
Scheduled Date	Future Date when Notification is automatically sent
Sent Date	For manual communication methods (type: phone, fax, regular mail, newspaper, other): User defined, Date and Time when a Notification out of the system takes place. For automatic communication methods (type: 'e-mail', 'SMS', 'Internal Notes', 'Website'): Automatically assigned, Date and Time when the notification has been sent.
Include Attachments	If true, attachments are included in the Notification. If false, the attachments will not be included in the Notification
Use Notification Format	If true, Communication Method Notification Text is populated with the Notification Format Text according to the attribute Notification Format ID selected from on the main Notification screen

Other Stakeholders

Contains the list of people who are not internal or external users, but are related with processes within the system. For instance, people who are working in donor institutions (United Nations, World Bank) or even people who work inside the Government Institution but are not users of the system and they can be related to procurement process for instance.

This entity has the names and contact information of other stakeholders.

For further details visit the link

Other Stakeholders

User

Application user and institution are related to the User Role from this tab.

For details regarding User Role Application Users, refer to the link below:

Application User

Vendor

Vendor’s information is a common used group of information among different modules of the FreeBalance Accountability Platform such as Procurement, Purchasing, Assets, Treasury, Expenditures, etc. This allows centralized management of Vendor’s information in one place and useful way and avoids duplicated and ambiguous informatio.FreeBalance Accountability Platform allows managing a full range of information about each Vendor such as Code, Name, Addresses, Performance Rating, Business Type, General Ledger Account (Coding Block), Contact Information, Annual Sales, Number of Employees, Default Currency, Preferred Language, and more.Vendor’s information allows managing secondary groups of information such as List of Addresses, List of Contact Information, and List of Business Types. All of this information associated to each Vendo

For more details visit the link

Vendor

Bid Evaluation Criteria

Overview

The Bid Evaluation Criteria screen contains the catalogue of Bid Evaluation Criteria for both types: Preliminary and Technical and that will be used for Proposal Evaluation.

Navigation

Procurement ► Support entities ►Bid Evaluation Criteria

Bid Evaluation Criteria screen Fields

Field	Description
ID	Unique auto-generated numeric code for the Bid Evaluation Criteria.
Active	If Checked indicates that the Bid Evaluation Criteria is active. If false, the Bid Evaluation Criteria cannot be used anymore and it would only be there for reference purposes.
Type	Defines the type of Bid Evaluation Criteria that is used. Choices include Preliminary or Technical.
Language	Country Specific Language used to register the description.
Abbreviation	Short form of the Bid Evaluation Criteria.
Description	Detailed description of the Bid Evaluation Criteria.

Bid Evaluation Method

Overview

Bid Evaluation Method screen contains a catalogue of Bid Evaluation Methods, with some predefined, more can be added as required. Users can configure different behaviors of evaluation methods through this entity.

Bid Evaluation Method entity contains the catalogue of Bid Evaluation Methods such as Value for Money, Quality-Cost Based Selection (QCBS), Quality Based Selection (QBS), Least-Cost Selection (LCS), Fixed Budget Selection (FBS), Administrative Evaluation, etc.

Navigation

Procurement ► Support entities ► Bid Evaluation Method

Bid Evaluation Method screen Fields

Field	Description
ID	Unique auto-generated numeric code.
Maximum Technical Weight	The system will validate that Technical Weight Values don’t exceed this value when using the Evaluation Method.
Active	If false, the Bid Evaluation Method cannot be used anymore and it would be there for reference purposes.
Apply Minimum Technical Score	If true, the system will require the Minimum Technical Score in Procurement Document Item Lots.
Apply Overall Technical Weight	If true, the system will require the Overall Technical Weight in Procurement Document Item Lots.
Apply Overall Financial Weight	If true, the system will require the Overall Financial Weight in Procurement Document Item Lots.
Requires Reference Price	If true, the system will validate that the Procurement Requisition Items have the price associated, and will compare such reference price with what the vendors have proposed.
Requires Preliminary Evaluation	If false, the system won’t require the Preliminary Evaluation.
If Financial Evaluation By Lowest Price	If true, the system will suggest an Original Ranked Vendors by lowest price.
Is Administrative Evaluation	Indicates that the Bid Evaluation Method will only be used for Administrative Evaluation.
Is Allows Award To Item Level	Indicates that the Bid Evaluation Method is used for Allow Award to Item Level.
Language	Country Specific Language used to register the description.
Abbreviation	Short Description of the Bid Evaluation Method.
Description	Detailed description of the Bid Evaluation Method.

Claim Reason Type

Overview

The Claim Reason Type entity contains all the valid reasons that can be part of a claim. For example: The non-compliance with the terms and conditions declared in the pre-qualification or tender documents.

Navigation

Catalouges ► Claim Reason Type

Claim Reason Type screen Fields

Fields	Definitions
ID	Field represents the unique Claim Reason Type code.
Active	If checked indicates that the Claim Reason Type is active. If not checked, the Claim Reason Type cannot be used anymore and it can be there for reference purposes.
Language	Country specific language as chosen to register abbreviation and description.
Abbreviation	Claim Reason Type short description.
Description	Additional information explaining the reason of use of the claim type.

Claim Resolution Type

Overview

The Claim Resolution Type entity contains all the possible results of a Claim Resolution such as Tender cancellation, Intend to award to second best bidder, the Claim has no relevancy.

Navigation

Catalouge ► Claim Resolution Type

Claim Resolution Type screen Fields

Field	Description
ID	Field represents the unique Claim Resolution Type code.
Active	If checked indicates that the Claim If not checked, the Claim Resolution Type cannot be used anymore and it would be there for reference purposes.
Claim Resolution Type Result	Selectable list with the possible values are Acceptance and Rejection.
Language	Country Specific language as chosen to register abbreviation and description.
Abbreviation	Short Description of the Claim Resolution Type.
Procedure Description	Detailed description explaining the reason of use of the claim resolution type.

Amendable Attribute

Overview

The Amendable Attribute contains all the Procurement Document attributes that are allowed to have an amendment.

Navigation

Procurement ► Support Entities ► Amendable Attribute

Amendable Attribute screen Fields

Field	Description
Type	This field represents the Document Type.
Attribute	Dropdown menu list shows available amendable attribute.
Rule Tab	Collection of one or more attribute rule associated with the Amendable Attribute.

Rules

Overview

The set of rules to be applied to the attribute when entered the new value. All these rules are connected by an and logical operator.

Rule Tab screen Fields

Field	Description
Attribute Rule	Dropdown menu list shows available Attribute.
Operator	Dropdown menu list of operator. Available options are Equal, Greater, and Greater or Equal, Less, Less or Equal, Not Equal and Not Null.
Attribute Rule Value	Dropdown menu list shows available Attribute Rule Value.
Rule Value	Rule value of the Amendable Attribute
Language	Country specific language used to create the Amendable Attribute.
Exception Text	Short message for Exception Date.

Resolution Intervenient

Overview

The Resolution Intervenient screen contains employees that are authorized to participate in a Claim Resolution Committee or in a Bid Evaluation Committee.

Navigation

Procurement ► Support Entities ► Resolution Intervenient

Claim Resolution Type screen Fields and Tab

Field	Description
ID	Field contains unique identification code of the Resolution Intervenient.
User	This field represents the active User.
Type	Field shows Type of resolution intervenient, value is either Bid Evaluation or Claim Resolution.
Name	Name of the Resolution Intervenient.
Contact Tab	Tab shows information of contact details. This tab is hidden if users insert value in the User field, user’s contact details is treated as contact details of Bid Evolution Committee or Claim Resolution Committee.
Is national	Signifies whether the said person is citizen or not.
National ID/Passport Number	Text field to input the national id or the passport number.

Contacts

Overview

Contact details of the user who is responsible of the Bid Evolution Committee or Claim Resolution Committee.

Contact Tab screen Fields

Field	Description
Is Main	Whether the contact added, is the main address, gets mentioned in this field.
Contact Type	The kind of contact is selected from the dropdown box in this field. For example, it can be phone, mobile, or e-mail, etc.
Contact Location Type	Whether the contact mentioned home address, work address, gets mentioned.
Contact Value	The contact is defined in this field.
Language	Country specific language used to define the contact’s description.
Description	Description regarding the contact is mentioned in this field.

Amendment Type

Overview

This function contains all the Amendment Types such as 'Goal Phase Change' (Results Portal), etc.

Also this function defines the source of the amendment such as Results Portal, E-Procurement Portal, Transparency Portal, etc. because amendments can be done from any FreeBalance Portal.

Navigation

Procurement ► Support Entities ► Amendment Type

Amendment Type screen Fields

Field	Description
Id	Unique identification code for the Amendment Type.
Active	If true, Amendment Type can be used in new transactions. If false, Amendment Type cannot be used anymore and it can be there for reference purposes.
Source Type	Contains the possible values of FreeBalance modules where the amendments are done, such as Contract Management or Procurement.
Language	Country specific language used to register the abbreviation and description.
Abbreviation	A brief description of amendment type.
Description	A full description of amendment type.

Document Response Type

Overview

The Response Type entity contains the catalogue with all the procurement document response types such as Single Proposal, Financial Proposal, Technical Proposal, Single Proposal with Financial Information, etc.Some procurement documents can be answered with a simple response or proposal, other procurement documents may require two or more types of proposals, one that contains the financial proposal and the other with the technical proposal.

Navigation

Procurement ► Support Entities ► Response Types

Document Response Type

Field	Description
Id	Unique auto-generated numeric code of Document Response Type
Active	When this field is checked, it indicates that Document Response Type is available for use. If not checked, the Response Type cannot be used anymore and it can be there for reference purposes.
Amount Required	If checked, when entering the procurement document proposal or answer from the vendor, the amount of money related to the proposal which is required, is mentioned in this field.
Language	Country specific language used for description in the record
Name	Name of the Response Type.
Description	A detailed description of the Response type

Generic Notification

Overview

The objective of this document is to define how to create a Generic Notification. Understanding how to create a Generic Notification is also leads to the learning of how to edit, delete, and modify the Generic Notification, and how to attach a Generic Notification to other entities. Within this document, the main functions and relevant information surrounding Generic Notifications is defined with respect to related procedures and information.

This function contains the necessary information to send or register Notifications.

Navigation

Procurement ► Support Entities ► Generic Notifications

Generic Notification screen Fields and Tabs

Field	Description
Id	Unique identification code for the Generic Notification automatically generated.
Format	The format for the Generic Notification that can be selected and used as a template.
Subject	Short description of the notification message. If the notification is to be sent by e-mail, this information is the subject of the message.
Language	Country specific language used to register the description.
Description	A detailed description for the Generic Notification.
Effective Date	The date the Generic Notification is created, automatically generated.
Reference Domain Type	The Reference Domain Type for the Generic Notification, such as ‘Managed Contract’ or ‘Procurement Document’.
Attachments Tab	Zero or many attachment documents to be included in the notification.
Vendors Tab	A collection of zero or more Vendors to be notified.
Application Users Tab	A collection of zero or more Application Users for the Generic Notification.
Other Stakeholders Tab	A collection of zero or more Other Stakeholders for the Generic Notification.
Communication Methods Tab	It is a collection of 1 or more communication method assigned to the notification, for example; Email, Telephone, etc.

Attachments

Overview

Additional information for Generic Notification are added from this tab.

Attachments screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country specific language used to register the description.
Title	Title of response attachment uploaded.
Description	Any description of the response attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document.
Date Time	The date and time the attachment was uploaded. Automatically generated.
User	The name of user uploading the response attachment. Automatically generated.
Language	Country specific language used to register the description.

Communication Methods

Overview

Information regarding methods of communications are added from this tab.

Communication Methods screen Fields

Field	Description
Communication Method	Users must select from ‘Phone’, ‘email’, ‘Fax’, ‘Regular Mail’, ‘System Prompt Notes’, ‘SMS’, ‘News Paper’, ‘Other’
Text	Text of the notification, which is populated from the Notification Format Text. It can be modified by users.
Scheduled Date	Future Date when the Notification can be sent automatically.
Sent Date	For manual communication methods (type- phone, fax, regular mail, newspaper, other), Users defined, Date and Time when a Notification out of the system takes place. For automatic communication methods (type- 'e-mail', 'SMS', 'Internal Notes', 'Website'), Automatically assigned, Date and Time when the notification has been sent.
Include Attachments	If true, attachments are included in the Notification. If false, the attachments does not included in the Notification.
Use Notification Format	If true, Communication Method Notification Text is populated with the Notification Format Text according to the attribute Notification Format ID selected from on the main Notification screen.

Ineligibility Clauses

Overview

The Ineligibility Clause screen contains a catalogue of user defined clauses that makes a Vendor ineligible. These clauses prevent a Vendor from participating in purchasing processes.

Navigation

Procurement ► Support Entities ► Ineligibility Clause

Ineligibility Clause screen Fields

Field	Description
ID	Unique identification code of the Ineligibility Clause
Active	Default value is true. If this value is changed to False, such Ineligibility Clause can't be selected again and it remains for references purposes only.
Ineligibility Type	Defines the type of ineligibility clause. It is a selectable list with the possible values of Fixed, Indeterminate, and Permanent.
Duration	It represents the number of days of ineligibility.
Language	Country specific language used to register the abbreviation and description.
Abbreviation	Short description of the ineligibility clause.
Description	A detailed description of the ineligibility clause.

Ineligibility Premature Reasons

Overview

The Ineligibility Premature Reasons screen contains a catalogue of Reasons for Premature Vendor Ineligibility End. This catalogue can be referenced from Vendor Ineligibility process.

Navigation

Procurement ► Support Entities ► Ineligibility Premature Reasons

Ineligibility Premature End Reason screen Fields

Field	Description
ID	Unique identification code of the Ineligibility Premature End Reason
Active	Default value is true. If this value is changed to False, such Ineligibility Premature End Reason can't be selected again and it remains for references purposes only.
Language	Country specific Language used to create the Ineligibility Premature End Reason
Abbreviation	Short form of the Ineligibility Premature End Reason.
Description	Short description of the Ineligibility Premature End Reason.

Performance Evaluation

Overview

The Performance Evaluation screen represents a log of all Vendor’s past performance in procurement events. The log is just for information purposes since bad past performance doesn’t automatically disqualify a potential vendor, if the vendor’s performance merits ineligibility then the vendor must be register in the Vendor Ineligibility.

Navigation

Procurement ► Performance Evaluation ► Performance Evaluation

Performance Evaluation screen Fields

Field	Description
ID	Unique identification code of the Performance Evaluation.
Vendor	Field represents the reference of Vendor.
Rating	Field represents reference to the Performance Rating
Date	Date of the Performance Evaluation
Reference Document Type	Field represents reference document type
Language	Country specific language used to register all the field descriptions
Comments	Generic comments related to the Performance Evaluation.

Vendor Ineligibility

Overview

The Vendor Ineligibility screen contains the reasons why a Vendor is Ineligible. An Ineligibility Clause must be selected for each Vendor Ineligibility.

Navigation

Procurement ► Support Entities ► Vendor Ineligibility

Vendor Ineligibility screen Fields

Field	Description
ID	Unique identification code of Vendor Ineligibility.
Vendor	Field represents the reference of Vendor.
Ineligibility Clause	Field represents the Reference to the Ineligibility Clause.
Start Date	Date when the ineligible transaction takes place.
Language	Country specific language used to register the comments.
Comments	Generic comments related to the Vendor Ineligibility data.

Vendor Catalogue Item

Overview

The Vendor Catalogue Item screen is a collection of Vendor Catalogue Items which can be used for Direct Purchase within the organization. It contains Vendor’s products defined information such as Price, Picture, SKU, Bar Code, etc.

Navigation

Procurement ► Support Entities ► Vendor Catalogue Item

Vendor Catalogue Item screen Fields and Tabs

Field	Description
Code	Unique auto-generated numeric code of the Vendor Catalogue Item.
Active	If false, the Vendor Catalogue Item cannot be used anymore and it would be there for reference purposes. If set to true, the Item is active and available for use.
Catalogue Item	Reference to the Catalogue Item.
Vendor	Reference to the Vendor related with the catalogue item.
Currency	It indicates the currency that applies for the Vendor Catalogue Item Price.
Posting Date	Date when the Catalogue Item was posted.
Start Date	It is the first day that the Vendor Catalogue Item can be used in procurement transactions with the specifications completed by the Vendor.
End Date	It is the last day that the Vendor Catalogue Item can be used in procurement transactions with the specifications completed by the Vendor.
Site Link	It represents a website link for the Vendor Catalogue Item.
Reference ID	Item reference used internally by the Vendor.
Language	Country specific language used to register the description.
Description	Description of all the characteristics of the Vendor Catalogue Item.
Specification	Detailed specification description for the Vendor Catalogue Item.
Price Condition	Description with details on what is included in the price as Shipping and other additional costs.
Pictures Tab	Collection of zero or more pictures. The first picture is displayed and files of type (BMP, GIF and JPG) are allowed.
Item Prices Tab	This Entity contains a collection of Vendor Catalogue Item Order Quantity / Price / UOM and Converted Quantity / Converted Price.

Item Prices

Overview

Details of price of items gets added from this tab for Vendor Catalogue Items.

Items Prices screen Fields

Field	Description
Order Quantity	The monetary value of the amount of items ordered in the purchase order.
Price	The monetary value of the item which was purchased.
Unit of Measure	Units of Measure are used to denote size, quantity, volume, weight, time, and other measure types for some entities such as goods, services, etc. through the douche.
Converted Order Quantity	The Order Quantity displayed in a converted value as distinguished by the chosen Unit of Measure.
Converted Unit Price	The Unit Price displayed in a converted value as distinguished by the chosen Unit of Measure.

Picture Tab

Overview

Information with picture is added from this tab for Vendor Catalogue Item.

Picture Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country specific language used to register the description.
Title	Title of the attached picture uploaded.
Description	Any description of the picture attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded picture.
Date Time	The date and time the picture was uploaded. Automatically generated.
User	The name of user uploading the picture. Automatically generated.
Language	Country specific language used to register the description.

Upload Vendor Catalogue Item

Overview

Upload Vendor Catalogue Item should allow uploading many Catalogue Items in a single offline process from external files (CSV format).

Navigation

Procurement ► Support Entities ► Upload Vendor Catalogue Items

Upload Vendor Catalogue Item screen Fields

Field	Description
Vendor	The Vendor related to the Catalogue Items to be uploaded.
Upload Vendor Catalogue Item	This field is for select the file to be uploaded into the system.

Offline Upload Process

Overview

The Offline Upload Process screen contains the result of every offline upload process to the Vendor Catalogue from external files (CSV format).

Navigation

Procurement ► Support Entities ► Offline Upload Process

Offline Upload Process screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system and visible to the user
Process Date Time	System date and time when the upload process is done
Result	Possible values can be Success or Error
File Name	Name of the CSV file with the Catalogue Items

Processes

Overview

The preparation of tender documents and the selection of the appropriate tender processes and methods are critical tasks in government procurement.

A Procurement Process reflects government policies and laws with regards to the procedures to follow. It pertains to a Procurement Process Type (e.g.: one stage, two stages) and it can have more than one Procurement Document related to it (e.g.: Expression of Interest, Request for Proposal).

Procurement Process remains open until all related Procurement Documents have been closed or cancelledThe preparation of tender documents and the selection of the appropriate tender processes and methods are critical tasks in government procurement.

Procurement Process remains open until all related Procurement Documents have been closed or cancelled

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Procurement ► Process

Process screen Fields

Field	Description
Code	This field is a Unique Identifier for the Procurement Process. This code is system generated
Process Date	Date of the Procurement Process gets automatically entered in this field
Reference Number	Reference number of the Procurement Process is to be mentioned and this field is mandatory.
Type	Type of Procurement Process is to be mentioned on this field and possible values include ‘One Stage’, ‘Two Stage’ or ‘Sole Sourced’. This field is also mandatory.
Status	Status of the Procurement Process is shown on this field and the possible values include ‘In Progress’, ‘Completed’ and ‘Cancelled’. This field is also mandatory.
Institution	Institution of the Procurement Process is to be mentioned on this field and this is mandatory.
Bid Manager	Employee in charge of providing information related to the procurement process is to be selected and this is also mandatory.
Pre qualified Vendors Procurement Document	This field is followed by the lookup button which gives the detaild of the Vendors Procurement Document
Language	Country specific Language used to enter Procurement Process information is to be selected
Vendor Business Types Tab	Collection of 1 or more Vendor Type of Business Values is to be selected from this option that is used to filter Vendor(s)
Regions	Users must select the region or regions (1 or many) where the goods and/or services are needed
Other Stakeholders	Collection of 0 or many stakeholders related to the procurement process is to be selected
Shortlisted Vendors	Collection of 0 or many vendors, which were shortlisted are to be selected with this option
Sourced Vendors	Collection of 0 or many vendors, which were short listed are to be mentioned with the help of this option.
User Recipients	Collection of 0 or many user’s recipients is to be mentioned in this option

Other Stakeholders

The system must have a list of people related with processes but people who are not internal or external users. For instance, people who are working in donor institutions (United Nations, World Bank) or even people who work inside the Government Institution but are not users of the system and they can be related to procurement process for instance.

This entity will have the names and contact information of other stakeholders in case there is a need of sending notifications, etc.

Other Stakeholders screen Fields

Field	Description
Id	This is a unique auto-generated numeric code for every Other Stakeholders created
Name	Name of the Other Shareholder is to be mentioned on this field
Institution Name	This field’s information relates to the Name of the Institution where the stakeholder is working on
Country	Country where the stakeholder is located is mentioned on this field form the dropdown box.
Preferred Language	Stakeholders preferred language for correspondence is to be selected.
Language	Country specific Language used to register reference is mentioned on this field.
Reference	Brief reference of the stakeholder should be written over here
Active	If checked, indicates that the Other Stakeholder is active. If not checked the Stakeholder can’t be selected again and it remains for reference purposes only.
Addresses Tab	Collection of 1 or more addresses for the Other Stakeholder is mentioned on this field.
Contacts Tab	Collection of 1 or more contact information (email, phone, fax, etc.) for the Other Stakeholder is entered on this field.

Documents

Overview

Bidding documents provide all information necessary for prospective bidders to prepare proposals for goods and services. The detail and complexity of these documents varies and may include the following sections: instructions to bidders, form of bid, form of contract, conditions of contract, etc. The basis for bid evaluation and selection of the bid are typically outlined in the instructions to bidders and/or specifications.

Navigation

Procurement ► Documents

Document screen Fields

Field	Description
Code	This field refers to the unique identification code of the Document which is system generated
Document Date	This field is a Default document date which is automatically generated by system
Workflow Status	Status of the Document (e.g. Being Written, Draft, and Approved) is shown in this field. The default value is “Being Written”.
Reference Number	Reference Number inherited from the Procurement Process is to be mentioned in this field and is to be used to locate the Document
Process	Procurement Process related to the Document is to be selected from the Look up button
Type	This field Indicates the type of procurement process
Purchasing Vehicle	Purchasing Vehicle for the Procurement Document is to be selected from the Look up button
Bid Evaluation Method	Bid Evaluation Method used for the Procurement Document must be selected from the Look up button
Contract	This field Defines the contract attached to the document
Language	Country specific language used to enter the Procurement Document information is to be mentioned in this field
Abbreviation	Short form of the Document is to be mentioned in this field
Description	Short description of the Document is to be written in this field
Expected Response Date Reason	Short description of the reason for updating the attribute Reviewed Expected Response Date is to be mentioned in this field
Publishing Date	Date the document was published is mentioned in this document.
Expected Response Date	Date the vendors must deliver the proposal by is to be filled up in this field
Reviewed Expected Response Date	Reviewed Expected Response Date of the Procurement Document is to be mentioned in this document. The Period for Responses value is automatically added to the Publishing Date to populate this field
Document Opening Date	Date the vendor's proposals are opened is mentioned in this field
Last Date For Questions	The Last date that Vendors have to ask questions must be mentioned in this field.
Minimal Response Valid Days	Number of days that vendors must have valid for their proposals are mentioned in this field
Full Bid Required	If checked it indicates that a Full Bid is required for this Document. When there is more than one lot, the vendors must bid against all the lots. If there is only one lot, it applies to the items; therefore vendors must bid against all the items.
Bid Security Response Required?	If checked it indicates that Bid Security Response is required. If the Bid Security is required, when entering the Procurement Document Response, the attribute from Bid Manager Name is required.
Audience Type	Type of audience needed for the procurement document. Must be mentioned in this field. The value can be set to Public or Restricted
Price Condition	This field describes the Price conditions that the vendor must take into account when they present their financial proposal
Attachments Tab	This tab contains the final approved Procurement Document. It can be one or more documents
Rules Tab	This tab is for Vendor validation rules for the Procurement Document. This Tab is populated from the Purchasing Vehicle Vendor Validation Rules; users can change it and add more validation rules as needed
Required Responses Tab	Responses for the Procurement Document, defined by the Type of Response must be created in this tab
Sections Tab	Collection of procurement document sections is to be created in this document. These sections are inherited from the procurement document type. Users can modify, add, or discard procurement document sections.
Lots Tab	: A Procurement Document can have one or many item lots. Each lot can have one or many item details
Preliminary Evaluation Criteria Tab	A collection of ‘Preliminary Bid Evaluation Criteria’ is mentioned in this tab and is to be selected from the Look up button
Meeting Tab	Meetings regarding the Procurement Document is to be selected from this tab
Procurement Document Source Type	Signifies the source type from where the the procurement document can be had.
Original Procurement Document	A lookup field which gets active upon the selection of the Document source type value.
Posting Status	This field is a 'Display Only' field and will be updated by the system when the PD is either saved (then the attribute is updated to Saved) or temp saved (then the attribute is updated to Temp Saved)
Buyer	Buyer selected to be the responsible of the entire procurement document preparation, evaluation and awarding.
Currency	Allows the user, select the currency for the purchasing document.
Exchange Rate	Will show the latest active exchange rate for the selected currency which is linked to Expenditures.
Document Total Amount Dc	Total Lot Item Details' (which is the Lot Total Amount) for all of the lots related to the procurement document
Document Total Amount Fc	'Total Lot Item Details' (which is the Lot Total Amount) for all of the lots related to the procurement document
Procurement Document Type Of Status	Indicates the type of revision that applies to the procurement document.
Created By	Read only field. Auto assigned by the system when the document is CREATED.
Created On	Read only field. Auto assigned by the system when the document is CREATED.
Approved By	Read only field. Auto assigned by the system when the document reaches the WFP status "APPROVED".
Approved By	Read only field. Auto assigned by the system when the document reaches the WFP status "APPROVED".
Published by	Read only field. Auto assigned by the system when the document reaches the WFP status "PUBLISHED".
Published on	Read only field. Auto assigned by the system when the document reaches the WFP status "PUBLISHED".
Short listed / Sourced Vendors Tab	Depending on purchasing vehicle in attribute the list can be mandatory or not, when is true then the minimum number of vendors given in must be entered by the user.Collection of 0 to many.

Required Responses

This signifies the response type required to be inserted in the procurement document.

Required Responses screen Fields

Field	Description
Type	This field Refers to the procurement document response type. It defines the type of Required Response which includes Technical and Financial.
Number	Users must enter the number of proposals (envelopes) by type that is needed. For example, it might be a need to have two separate technical proposals, or two separate financial proposals, etc.

Sections

Each procurement document can have a collection of 1 or many sections related and the order of such sections. Such information will be inherited from the procurement document type selected, however the user can change the order, discard some section and add more sections from the catalogue.

Field	Description
Order	The order is inherited from the procurement document type. However, users can change it. No two sections within the same procurement document have the same
Finished	If checked, it indicates that the Document Section is finished
Finish Date	This field gets automatically populated with the date and time when the checkbox for Finished is checked
Language	Country specific Language used to enter the Section information is selected from the drop down box
Name	The name of the Section is mentioned in this field
Description	Short description of the Section is mentioned in this field
Attachments Tab	Any documents or files related to the Section are mentioned in this field

Lots

The procurement document can have 1 or more lots. Each lot can have 1 or more requisition items.

Field	Description
ID	This is a unique identification code of the Lot information
Sequence #	Sequence Number of each Lot gets automatically assigned
Allow Item Level Award	If field is checked it indicates that the Lot can be awarded per item purchased. It defines if the Procurement Document Lot allows vendors to be awarded per item that they purchase
Total Amount DC	Automatically populated with the total sum of the items is shown in this field.
Total Amount Fc	System auto populated with the sum of the item amounts for all items having foreign currency.
Total Estimated Amount Dc	System auto populated with the sum of the item amounts for all items having domestic currency.
Total Estimated Amount Fc	System auto populated with the sum of the item amounts for all items having foreign currency.
Total Tax Amount Dc	Read only field
Total Tax Amount Fc	Read only field
Minimum Technical Score	This represents the minimum technical evaluation score that a Proposal requires to be considered as compliant
Technical Overall Weight	This represents the overall weight assigned to the Technical Proposal.
Financial Overall Weight	This represents the overall weight assigned to the Financial Proposal.
Language	Country specific Language used to enter the Lot information is mentioned here.
Abbreviation	Short form of the Lot information is mentioned in this field
Description	Short description of the Lot information is mentioned in this field
Requisition Items Tab	It contains the different requisition items related to a particular lot of the Procurement Document
Technical Evaluation Weights	Bid Evaluation Criteria of Type ‘Technical’ and the corresponding Weight value are mentioned in this field

Requisition Items

This tab contains the different requisitions items related to a particular lot of the Procurement Document. The information to populate this entity must come from the Purchase Requisition entity. The user can enter (requisition not coming from FreeBalance Purchasing) more Procurement Requisition Item as needed.

Purchase Requisition Item Screen Fields and Tab

Field	Description
Requisition	It represents the ID of the Purchase Requisition.
Item	Requisition item id, comes from purchase requisition item.
Catalogue Item	Users must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated into the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Coding Block	Once the Item ID has been selected the information will be automatically populated to from catalogue item Coding Block.
Unit of Measure	Refers to the Unit of Measure of the item. This field will be defaulted if Catalogue ID is selected. Users can change it.
Price Dc	Domestic Price per unit of the Item. If users enter the Foreign Unit Price, this field will be Calculated/Updated Read Only Field, and will get updated by the system using the currency rate defined.
Price Fc	Foreign Price per unit of the Item.
Quantity	Refers to the quantity of the Requisition Item.
Item Estimated Price Dc	Total Domestic price (Domestic Unit Price x Quantity), system calculated value.
Item Estimated Price Fc	Total Foreign price (Foreign Unit Price x Quantity), system calculated value.
Total Estimated Taxes Dc	Auto-calculated by the system by adding all of the taxes values in from child Drops related to this item.
Total Estimated Taxes Fc	Auto-calculated by the system by adding all of the taxes values in from child Drops related to this item.
Description	Description of the item to be procured.
Last Drop Sequence Number	Drop down information about Procurement Document Requisition Item Drop.
Requisition	This is mandatory when the information is populated from the FB Purchasing. Not needed when the user is entering free Requisition Items.
Item	This is mandatory when the information is populated from the FB Purchasing. Not needed when the user is entering free Requisition Items.
Tolerance Per Amount	When it is an imported Requisition, the information is populated from the Purchasing. When it is a free Requisition Items, entered by the user.
Tolerance Per Amount As Percentage	When it is an imported Requisition, the information is populated from the Purchasing. When it is a free Requisition Items, entered by the user.
Tolerance Per Quantity As Percentage	When it is an imported Requisition, the information is populated from the Purchasing. When it is a free Requisition Items, entered by the user.

Technical Evaluation Weights

This entity contains a collection of one or more Bid Evaluation Criteria Type ‘Technical’ and its corresponding Weight value, level and roll up to, which could be reused among Procurement Documents. Before entering values for attributes in this Entity, Bid Evaluation Criteria Entity must have values with Bid Evaluation Criteria Type equal to ‘Technical’. The user should be able to import as look-up Bid Evaluation Technical Criteria from one lot to another within the same procurement document or from different procurement document.

Technical Evaluation Weights screen Fields

Field	Description
Id	A unique identification code is automatically generated in this field
Requires Vendor Compliance	It defines if the criteria must be met to be considered in further evaluation. If 'True' means that it is a Mandatory Criteria, if 'False' means it is a Desirable Criteria.
Weight	This field represents the weight points assigned to the ‘Bid Evaluation Criteria’ selected.
Bid Evaluation Criteria	Bid Evaluation Criteria for the Technical Evaluation Weight must be selected from the dropdown box
Language	Country specific language
Abbreviation	Entered by the user
Description	Entered by the user

Short listed / Sourced Vendors

This entity will contain the vendors related to a Process that could be a pre-qualification of the vendors or a simply list of vendor that institutions wanted to invite for bidding.

Procurement Process Short listed Vendors Screen Fields

Field	Description
Order	Auto assigned by the system starting at 1 and incremented by 1 for each new vendor and document ID.
Vendor	Vendor that it is listed/sourced to be invited in for bidding during the Procurement Document bid reception.
Language	Country specific language
Justification	Description by the user for justifying the vendor suggestion

Sourcing

Overview

As part of the FreeBalance Procurement Module, Vendor Sourcing functionality allows searching for Vendors that meet the required criteria set in a Procurement Document as well as their eligibility. This functionality provides a price analysis tool when a Direct Purchase process is being employed.

For example, users request the purchase of office equipment. It is likely that the organization has frequently purchased office equipment, using different vendors. It would be useful to determine the vendor who provided the best service and price and should be used for this particular requisition.

The information users receive from the Sourcing function is for reference purposes only. With information about each vendor and the services they have provided in the past, users can confidently select the best vendor to be commissioned to supply the goods or services.

Whenever users perform a Vendor Sourcing making reference to a procurement document, the system automatically updates the ‘Sourced Vendors’ information for the related Procurement Process. This information is available for Notification purposes.

Navigation

Procurement ► Sourcing

Sourcing screen Fields

Fields	Description
ID	This field has a Unique Code that identifies the Vendor Sourcing and is automatically generated.
Created On	Date and time when the Vendor Sourcing was saved gets recorded in this field. Date/Time is automatically generated
Sourced	If checked, it indicates that the sourcing process has been submitted by users, i.e. Sourced, this value is automatically adjusted
Only Opened BPO's	If true, the search results display only BPO open. If false, the search results display both open and close BPO
Only Active Items	If true, the search results display only Active Vendor Catalogue Items. If false, the search results display Active and Inactive Vendor Catalogue Items
Only Fully Supply Vendors	If true, the search results display only vendors who have a vendor catalogue item related to each of one procurement catalogue item in each lot defined in search criteria. If false, the search results display vendors that provide at least one procurement catalogue item of one lot from search criteria
PO's From	First date to be used as filter in the Purchase Orders is filled up in this field. The system must show only purchase orders issued on that date or after that date.
Document	Procurement Document ID for the Procurement Sourcing is selected from the drop down of this field
Language	Country specific Language used to enter the Abbreviation and Description information is selected from this field
Abbreviation	Short form information/name of the Sourcing is mentioned in this field
Description	Complete Description for the Vendor Sourcing is mentioned in this field.
Vendor Countries to Exclude Tab	Collection of 0 or more Countries, of which Vendors from those Countries are selected from this tab. Countries selected to be excluded cannot be considered in Vendor Sourcing
Search Values Tab	Collection of 0 or more Search Values is entered by users by using this tab.
Vendor Business Types Tab	Collection of 1 or more Vendor Type of Business Values that is used to filter Vendor(s) is selected by using this tab. Values are inherited from the procurement process, if applicable. Inherited type of business cannot be changed
Catalogue Items Tab	Collection of 0 or more Procurement Catalogue Items is selected from this tab.
Rules Tab	Vendor sourcing can have 0 or many vendor validation rules. The system populates the vendor validation rules from the procurement document and from the purchasing vehicle and users can add more vendor validation rules by clicking the new button
Results Tab	Collection of 0 or more Vendor Sourcing Search Results are displayed when submitting the Vendor Sourcing Search
Requisition Items Tab	Vendor sourcing can have 0 or many Vendor Sourcing requisition items, which can be automatically populated with the procurement requisitions items related to the Procurement Document. Users can define additional requisition items by clicking on new button

Search Values

This Entity provides criteria options that will be used as filters for the Vendor Sourcing.

Search Values screen Fields

Field	Description
Value	The Value of the Vendor Sourcing to be searched is inserted in this field

Questions

Overview

The communication between vendors and civil servants involved in a Procurement Process is essential for a successful bidding.

A typical Question and Answer process takes place when a Vendor sends a question by any communication method such as phone, email, fax, etc. regarding a procurement document (remember that a procurement process may have one or more procurement documents). The question is received by the bid manager and all the employees related with the procurement document. Employees prepare the answer which must be approved by the bid manager

Navigation

Procurement ► Procurement Question

Procurement Question screen Fields

Field	Description
ID	This is a unique automatically generated identification code for the Question
Number	Number of the Question within each Document is mentioned in this field for easier reference
Document	Procurement Document ID associated with the Question is mentioned in this field
Vendor	Vendor that submitted the Question is mentioned in this field.
Created On	Date the Question is Created On is mentioned in this field
Text	Detailed Text about the question is mentioned in this field. This field can be up to 1500 characters
Submitter Name	Vendor who submitted the Question is recorded in this field
Submitter Phone Number	User’s phone number who submitted the Question is mentioned in this field, if it’s a non-registered vendor
Submitter Email Address	User’s email address who submitted the Question is recorded in this field, if it’s a non-registered vendor
Status	Status of the Question is mentioned in this field from the drop down box and the possible values are: ‘Posted’, ‘Approved’, ‘Rejected’, ‘Published’
Communicationn Method Type	Communication method type (phone, fax, regular mail) that was used by the vendor to send the question is selected from the options available on the drop down box
Created By	User who created the Procurement Question gets recorded in this field and is automatically populated
Attachments Tab	Collection of zero or more Attachments for the Question is done using this tab
Answers Tab	Collection of zero or more Answers for the Question is mentioned using this tab

Answers

Overview

The text message of the answer entered by the internal user.

It is important to notice that text appears larger to around 1500 characters.

Answers screen Fields

Field	Description
Id	This is a unique automatically generated identification code of the Answer
Number	Number of the Answer within each Document is mentioned here for easier reference
Text	Detailed Text about the Answer is mentioned in this field and it can be up to 1500 characters
Created On	Date the Answer is Created On gets recorded in this field
Created By	Users who created the Procurement Answer get automatically populated in this field
Attachments Tab	Collection of zero or more Attachments for the Question is mentioned using this tab

Amendment

Overview

Once a Procurement Document has been registered, published and notified to a list of possible vendors, changes are not allowed to it, the FreeBalance Accountability Platform treats it as a hard copy. Every changes required on the bid already published must be managed as an Amendment to the original document. The original document remains the same as when the status of the Procurement Document was set to ‘Published’, any additional changes is not impact this document. An amendment is added as part of the Procurement Document.

In the case that modifications to the Procurement Document are required and are not part of the available amendments (such as change the Institution Department that owns the Procurement Process), the Procurement Document must be cancelled

Navigation

Procurement ► Amendment

Amendment screen Fields

Field	Description
ID	This is a unique identification code manually entered by users or automatically generated based on parameters
Number	Number of the Amendment is shown in this field which gets automatically generated
Document	Document that requires the amendment such as Goal Phase ID, etc. is selected from the available drop down box
Language	Country specific language used to register the abbreviation and description
Abbreviation	Brief description of the Amendment is mentioned in this field
Description	Detailed description of the Amendment is mentioned in this field
Reason	Brief explanation of the Amendment is recorded here
Paragraph Amendments Tab	This tab Involves changes in text of any document that is part of the Final Assembled Procurement Document
Attachment Amendments Tab	This tab Involves changes to a file attached as part of the Procurement Document, when this file has no relation with text changes, like a diagram or photo. New attachments can also be added through this attribute
Attribute Amendments Tab	This tab Involves changes in any of the attributes in the Procurement Document.
Approved Date	Signifies the approved date of the Ammendment.
Cancel reason	Reason for the cancel as updated on records.

Response Registration

Overview

Response Registration is used to enter the Procurement Responses received from Vendors into the system. Once the Response information is received, users enter it into the system, along with information such as the date the Response was received and its validity period.

Navigation

Procurement ► Response Registrations

The Register Response screen Fields

Field	Description
ID	This is a unique identification code manually entered by users or automatically generated based on parameters
Document	ID of the Procurement Document for the Response is recorded in this field which is selected from the available lookup box
Vendor	ID of the Vendor for the Response Registration is selected from the lookup button available for the field.
Response Date	Date the Response is sent or saved is automatically generated for this field.
Response Received Date	Date the Response is received, is entered in this field from the calendar date button
Deliverer	Name of the person who delivers the Procurement Document Response must be recorded in this field
Language	Country specific kanguage used.
Status	Status of the Response Registration is shown in this field
Validity Period (Days)	Number of Days the Response is Valid is shown in this field. It is automatically generated but may also be manually entered
Validity Date	Validity Date of the Response Registration gets automatically generated which is dependent on the validity period entered in the previous field
Bid Security Valid until Date	Date when the Bid Security Expires is mentioned in this field from the calendar date button available beside the field.
Bid Security Amount	Monetary value of the Bid Security is mentioned in this field.
Details Tab	This field contains the Name of the Response which is automatically populated from the Procurement Document
Cancel Reason	The updated reason for the cancellation

Details

Detail information contains the name of the response which is automatically populated from the Procurement Document.

Details screen Fields

Field	Description
Id	This is a Unique Identification code of the Response Detail which is automatically populated
Response Name	Name of the Response is mentioned in this field which gets automatically generated
Price	Price for the Procurement Response is mentioned in this field
Response Detail Received	Received Response Detail must be selected from the options available on the dropdown box. Possible values are: 'Received', 'Not Received' and 'Not selected'
Language	Country specific Language used to enter the Response Detail information is selected from the drop down box available
Comments	Additional information and comments regarding the Response Detail must be entered in this field
Attachments Tab	Collection of zero or more attachments for Response Detail Name is added from this tab

Bid Evaluation

Overview

The main purpose of Bid Evaluation is to provide a flexible analytical tool in order to identify responsive Proposals regarding procurement and compare predefined evaluation criteria and weightings against Vendor’s submitted responses. A clear definition of the technical requirements including the outcomes to be achieved, terms and conditions, mandatory requirements, and bid evaluation criteria, as applicable, as well as the vendor selection methodology permits the best award decision. The Bid Evaluation screen allows the configuration of these conditions

Navigation

Procurement ► Bid Evaluation

The Bid Evaluation screen Fields

Field	Description
Application ID	This is a unique code that identifies the Bid Evaluation. The code can be auto generated or manually entered into the system depending on parameter settings.
Evaluation Status	Status is automatically generated in system. Status is shown as Technical Evaluation, Financial Evaluation, Cancelled, Closed, Created, or Awarded. Award processes include: Approved, Created, Request for Approval, In Approval. Closed processes include: Awarded, Not Awarded, Not Enough Proposals, and No Proposals.
Document	One has to use the search function (lookup) to the Procurement Document ID field and users select only one value for this field.
Currency	Displays the currency of the Bid Evaluation. The value in this field must be inherit automatically from procurement document related to the evaluation.
Exchange Rate	Displays the exchange rate if selected currency is not a domestic currency. The value in this field must be inherit automatically from procurement document related to the evaluation.
Institution	Displays the institutionof the Bid Evaluation. The institution is populated based on procurement document.
Bid Evaluation Has Responses	This field is populated by the system. This field is disabled but visible to users... The value is True, if Procurement Document Responses exist related to the Procurement Document ID. The value is False, if no Procurement Responses exist related to the Procurement Document ID.
Allow Blank Vendor External Status	This will allow some vendor overpass the validation of the status from external systems when it is being checked on workflow validation rules.
Allow receiving lower quantities for all Items	This field will enable the registering lower quantities on all Bid Vendor Evalution Items when entering Financial information for each Item. This field is hidden by default. Enable this attribute only when Paramter "Allow registering Lower Item Quantities for all Bid Vendor Evaluations" is set to True.
Evaluation Date	The Bid evaluation date must be mentioned in this field.
Language	Country specific language used to register the remarks.
Remarks	Justification or general information related to the evaluation is added in this field.
Created By	Displays the name of username of the Bid Evaluation creator. Auto assigned by the system when the docment is CREATED.
Created On	Displays the Date and Time of the Bid Evaluation creation. Auto assigned by the system when the docment is CREATED.
Awarded By	Displays the name of username of the Bid Evaluation Award approver. Auto assigned by the system whe the Bid evaluation reaches the wfp status CLOSED AWARDED.
Awarded On	Displays the Date and Time of the Bid Evaluation Award approved. Auto assigned by the system whe the Bid evaluation reaches the wfp status CLOSED AWARDED.
Attachments Tab	Any additional file relating to the Bid Evaluation is added by using this tab.
Bid Vendor Evaluations Tab	A collection of zero to more Bid Vendor Evaluation for vendors with a Procurement Document Response related to the Procurement Document is selected by using this tab.
Bid Evaluation Committee Members Tab	All the employees that are part of the Bid Evaluation Committee or Bid Evaluation Board are added by using this tab.
Taxes of the Evaluation Tab	Allows to enter different taxes for Bid Evaluation.

Bid Evaluation Committee Members

Overview

It is a collection of zero to more ‘Bid Evaluation Committee Members’ for vendors with a Procurement Document Response related to the Procurement Document.All the employees that are part of the Bid Evaluation Committee or Bid Evaluation Board are selected by using this tab.

Bid Evaluation Committee Members screen Fields

Fields	Description
Is President	This is the Bid Evaluation Committee President. Only one user President could be defined for a Committee. Usually Evaluation Committees have a President, if not checked it is possible for a Committee to be organized without a President
Resolution Intervenient	Look up functionality is required for this field. If the user entering the Bid Evaluation exists as a Resolution Intervenient, the system must suggest this as the first Resolution Intervenient

Bid Evaluation Taxes Definition

Overview

This entity will contain all of the taxes that the system will include for each of the items that will be evaluated financially during a Bid evaluation process and specifically the process of Financial evaluation.

Bid Evaluation Taxes Definition Tab screen Fields

Field	Description
Serial Number	Serial number of the Tax Items created. Auto generated by the system. Starting at 1 for each new Bid Evaluation.
Tax	Allow the user to select only taxes that are active.
Is Tax Included in the Price	If Yes, then the value of goods/services already include the tax amount, else Tax amount should be added / deducted.
Tax Percentage	“Read Only Field” to show the effective tax percentage of the selected tax defined in tax table.
Added / Deducted	To indicate if the tax amount is added to the goods price or deducted from it. Default value is: Added.
Tax Date	Date of the Tax added.

Bid Vendor Evaluation

Overview

Bid Vendor Evaluation contains the records of the vendor proposal responses in detail, their compliance to Bid Evaluation Criteria and support documents that lead to a Bid Award decision, thus promoting a transparent procurement process.

FreeBalance Procurement populates bidders’ information from previously Registered Responses related to the Procurement Document. Other information as Preliminary Bid Evaluation Criteria, Technical Bid Evaluation Criteria is populated as well from the Procurement Document.

For each Vendor, the system automatically verifies the eligibility based on the following conditions; The Vendor does not have an entry in Vendor Ineligibility screen and the Vendor complies with Procurement Document Rules and/or with Purchasing Vehicle Vendor Validation Rules, if applicable.

Based on the Procurement Document settings Bid Evaluation may result in the following; Short Listed Vendors, Contract Vendors Awarded per Lot, Contract Vendor Awarded per Item.

Bid Evaluation Vendor keeps record of the vendor proposal responses in detail, their compliance to Bid Evaluation Criteria and support documents that lead to a Bid Award decision, thus promoting a transparent procurement process.

FreeBalance Procurement populates bidders’ information from previously Registered Responses related to the Procurement Document. Other information as Preliminary Bid Evaluation Criteria, Technical Bid Evaluation Criteria are populated as well from the Procurement Document.

For each Vendor, the system automatically verify his eligibility and consider him eligible if he:

Does not have an entry in Vendor Ineligibility Entity (see Support Entities)
Complies with Procurement Document Rules and/or with Purchasing Vehicle Vendor Validation Rules, if applicable

A Validation is performed against Minimum Number of Bids Definition Parameter, whenever number of bids is not compliant with such parameter, the system displays a message with the option to close Bid Evaluation and Procurement Process, if applicable.

Navigation

Procurement ► Bid Vendor Evaluation

Bid Vendor Evaluation screen Fields and Tabs

Field	Description
Bid Evaluation	This is a unique code that identifies the Bid Evaluation in the system. This is auto generated in the system.
Document	The procurement document related need to be selected from the Look up icon.
Vendor	This Attribute is populated by the system. It represents the Vendor ID(s) (from Vendor GE) with a Procurement Document Response in ‘Active’ status related to the Procurement Document.
Bid Vendor Qualifies For Further Evaluation	This attributes are either ‘Yes’, ‘No’, ‘Not Applicable’. This attribute are automatically populated by the system.
Bid Vendor Eligible	Available values for this field are ‘True’ or ‘False’. Default value is true. If this value is False, the bid from the vendor cannot be evaluated.
Language	Country Specific language used to enter the Bid Vendor Evaluation information is selected from the drop down box available.
Remarks	Justification or general information related to the evaluation is entered in this field.
Bid Vendor Evaluation Attachments Tab	Any additional file relating to the Bid Vendor Evaluation is added using this tab.
Reasons for not being Eligible Tab	The system automatically assigns the reasons. It then has a collection of 0 to many ineligible reasons.
Lot Bid Vendor Evaluations Tab	This field contains a collection of one or more Vendor Evaluations that corresponds to each Lot.
Clarifications to Bidder Tab	Collection of zero or more clarifications to bidder regarding the Procurement Document Response submitted by the vendor is selected using this tab.
Preliminary Bid Evaluations Tab	Collection of zero or more Preliminary Bid Evaluation criteria are shown by clicking this tab. The Attribute is populated by the system.
Meeting Tab	Collection of zero or more meetings regarding the Bid Vendor Evaluation is selected from the Look up button available under it.
Institution	The Institution associated with the Bid Vendor

Attachments

Overview

Any additional file relating to the Bid Vendor Evaluation is added using this tab.

Attachments Tab screen Fields

Field	Description
ID	This is a unique identification code of the Attachment.
Language	Country specific language used to register title and description is selected from the available dropdown box.
Title	Name of the Attachment is mentioned in this field.
Description	Description of the Attachment is added in this field.
Attachment	File to be attached is selected by clicking on the browse button of this field.
Date Time	Date and time the file is attached gets recorded in this field.
User	Users attaching the file gets recorded in this field.
Language	Country specific Language used in the attached file is selected from the drop down box available.

Claims

Overview

Some countries procurement requirements are based on Procurement Laws that enforce an ‘Intend to Award’ stage for a Procurement Document depending on determined attributes (e.g. contract amount, document type, etc.) meaning that an intention of a contract award exists for a specific bidder unless a reasonable claim is placed by any of the tender participants.

During Intend to Award Period, FreeBalance Procurement allows submittal of claims by any of the bidders that may consider that such tender/prequalification was not managed and awarded under the same opportunities to all bidders.

Any vendor may submit a claim at any stage of a Procurement Document (after it has been Published/Notified), however usually claims will be submitted during the ‘Intend to Award’ stage.

Navigation

Procurement ► Claims

Claims screen Fields

Field	Description
ID	This is a unique identification code automatically generated or manually entered based on system parameters.
Document	Procurement document related to claim is selected in this field from the dropdown box.
Bid Evaluation	This is inactive field in the insert mode. When users select the document, bid evolution field is automatically filled by the system as per value selected in Document field.
Communication Method	The Communication Method used by the vendor to notify the claim is selected from the drop down box available for this field.
Date	Date the claim was submitted needs to be selected in this field from the calendar button available beside it.
Vendor	Vendor is chosen from vendor catalogue in this field from the available drop down box.
Workflow Status	The available workflow status for the Procurement Claims are Approval requested, Approved, cancelled, Created , Rejected.
Submitted by	This denotes the one who is responsible for the claim.
Contacts Tab	This tab allows users to enter contact information for the vendor.
Claim Reasons Tab	This tab allows users to enter comments and attachments concerning the reason for the claim.

Claim Reasons

Overview

This tab represents a claim submitted by a vendor submitted in any communication method.

Claim Reasons Fields and Tab

Field	Description
ID	This is a unique identification code automatically generated or manually entered based on system parameters.
Claim Reason Type	The vendor general reason for the claim is selected in this field. This is selected from the drop down list.
Language	Country specific Language in which the description fields are registered in is selected from the drop down box.
Description	Brief description of claim reason is mentioned in this field.
Attachment Tab	This allows users to add attachments regarding the claim reason.

Attachments

Overview

The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country Specific Language used to enter the description information.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document, this attribute will have the physical file document within the database.
Date Time	The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned.
User	The user uploading the attachment.
Language	Country Specific Language used to enter the description information.

Contact

Overview

This tab allows users to add contact details of the Vendor.

Contact Tab screen Fields

Field	Description
Is Main	If selected, this would be the primary contact information when contacting the vendor.
Contact Type	Form of contact communication is selected from the drop down box available for this field. Available option include ‘Email’, ‘Fax’, ‘Mobile Phone’, ‘Pager’, ‘Phone’, and ‘Web Site’.
Contact Location Type	Location of contact is selected from the drop down box available in this field. Available options include ‘Home’, ‘Work’, and ‘Unknown’.
Contact Value	Contact value of the vendor is entered in this field. Acceptable values are determined by ‘Contact Type’. (e.g. 613-111-111, fakeemailadress@fake.com)
Language	Country specific Language in which the description fields are intended to be entered in is selected from the drop down box of this field.
Description	Brief description of the vendor contact information is entered.

Procurement ► Claims Resolution

Claim Resolution screen Fields and Tabs

Field	Description
ID	This is a unique identification code manually entered by users or automatically generated based on parameters.
Status	Workflow Status of the Claim Resolution gets selected in this field.
Claim	ID of the Claim associated with the Claim Resolution is selected in this field by clicking on the look up button.
Resolution Type	Type of Claim Resolution made is selected from the look up button available for this field.
Language	Country specific Language used to enter the Claim Resolution information is selected from the drop down box available for this field.
Decision	Decision made by the Claim resolution committee regarding the Claim originally submitted is entered in this field.
Justification	Brief justification or support for the Decision is mentioned in this field.
Resolution Document	A hard copy of the Document Claim Resolution signed by all members of the Claim Resolution Committee is attached clicking on the new button available on this field.
Attachments Tab	Collection of 0 to more files relevant to support the Claim Resolution is added using this tab.
Additional Information Tab	Further information requested by the claim resolution committee to the vendor if part of the claim needs to be clarified or more specific is added from this tab.
Committee Members Tab	All the employees that are part of the claim resolution committee get mentioned by selecting this tab.

Additional Information

Overview

If the committee considers that some of the information provided by the vendor as part of the claim needs to be clarified or more specific, the Claim Responsible User may contact the Vendor in order to gather more information about the claim.

Additional Information Tab screen Fields and Tab

Field	Description
ID	This is a unique identification code automatically generated by the system.
Required Information Date	The date the information is required, is selected from the Calendar button in this field.
Vendor response Date	The date on which vendor responded is recorded in this field from the calendar button available for this field.
Status	The status of the response is selected from the options available in the drop down box. There are two options available- Response pending and Response submitted.
Request Communication Method	The method of communication of the request is selected from the drop down box available for this field.
Response Communication Method	The method of caommunication used for responding is selected from the drop down box available for this field.
Language	Country specific language used to respond is selected.
Vendor Response	The short description regarding the response of the vendor is mentioned in this field.
Required Information	The required information is entered in this field.
Attachments Tab	The response of the vendor is added using this tab.

Attachments

Overview

The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Selected	If checked indicates that the attachment will be selected.
Language	Country Specific Language used to enter the description information.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document, this attribute will have the physical file document within the database.
Date Time	The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned.
User	The user uploading the attachment.
Language	Country Specific Language used to enter the description information.

Attachments

Overview

The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Selected	If checked indicates that the attachment will be selected.
Language	Country Specific Language used to enter the description information.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document, this attribute will have the physical file document within the database.
Date Time	The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned.
User	The user uploading the attachment.
Language	Country Specific Language used to enter the description information.

Purchase Order

Overview

This is the last stage for Procurement Documents which have been successfully awarded to one or more vendors.

After Bid Evaluation Approval and Intend to Award period (if applicable) the system automatically creates a Procurement Purchase Order which contains Procurement Requisition Drops and Vendor Response Items based on Procurement Requisition Items and Bid Evaluation results.

Note that a Bid Award can result in multiple Procurement Purchase Orders (depending on Procurement Document settings).

Navigation

Procurement ► Purchase Order

Procurement Purchase Order screen Fields

Field	Description
Code	Unique Identifier for the Procurement Purchase Order Document. Alphanumeric field that can be manually entered or system defined.
Workflow Status	Represents the status of a Procurement Purchase Orders workflows are 'New,' 'Submitted,' 'Rejected,' or 'Approved'. Default value is ‘New’.
Document	Field represents the reference to the Procurement Document to which this Procurement Purchase Order is associated. Can only be associated to a single Procurement Document.
Vendor	Field represents the reference to the winning vendor specified by the Bid Award process.
Creation Date	System Date when Procurement Purchase Order is created.
Delivery From Date	Day to start receiving the goods and/or services for the Procurement Purchase Order.
Delivery To Date	Day to finish receiving the goods and/or services for the Procurement Purchase Order.
Total Amount	This field represents total amount of the Purchase Order.
Language	Country specific language used to register the abbreviation and description.
Description	A full description of amendment type.
Procurement Purchase Order Items Tab	When purchase order is select, it will populate with the items within the purchase order.

Procurement Module

FreeBalance Performance Procurement provides adaptable workflow to conform to government budget and procurement cycle. Simple to use task oriented user interfaces deliver comprehensive end-to-end front and back office purchasing, proposal management, procurement and goods and services receipt capabilities. Seamless integration with budgets, appropriations and commitments ensure expenditures and planned expenditures meet budget regulations.

FreeBalance Performance Procurement leverages the configurable workflow, business rule processing, document assembly and open integration features of the FreeBalance Accountability Platform. This advances procurement performance management with superior accountability, true transparency, improved efficiency and increased business accessibility.

Figure - Procurement Process Flow

Purchase Requisition: Procurement Process generally starts with a Purchase Requisition that is approved. Budget, allocation and cash controls are in place prior to any purchase.

Document Preparation: Includes creation of Procurement Process and Procurement Document, where business rules are set as: public/restricted process, type of procurement document (Request for Proposal, National Tender, International Tender, etc.), purchasing vehicle to be used, etc.

Sourcing: Functionality available to search for Vendors that meet the required criteria specified in the Procurement Document and identifies Eligible Vendors.

Document Publication: Functionality to send notifications between civil servants, vendors and other stakeholders involved in Procurement Processes (at any stage of the Procurement Process).

Different document formats or templates can be set in the system for notification purposes. As an example: soliciting format, response, announces, cancel, Letter to successful tenders, Letter to unsuccessful tenders, etc.

Vendor Communications: Communication between vendors and civil servants involved in a Procurement Process is essential for a successful bidding.
FreeBalance Performance Procurement encourages such communication through: Questions and Answers and Bid Change Management.

Entering Proposals: Functionality to register Procurement Document Responses received from Vendors.

Bid Evaluation: FreeBalance Performance Procurement supports Bid Evaluation Methods accepted by international organizations such as Quality-Cost Based Selection (QCBS), Quality Based Selection (QBS), Consultants Qualifications Selection (CQS), Least-Cost Selection (LCS), Fixed Budget Selection (FBS).

FreeBalance also allows creating new Bid Evaluation Methods as required in order to reflect the government’s policies.

Configurable Bid Evaluation Stages are: Preliminary, Technical and Financial.

Bid Award: After Bid Evaluation results approval and if the procurement document do not require Dispute Management & Intend to Award stage, meaning no claims were submitted or all claims were resolved as rejections, or Intend to Award Period was not required, the system will automatically award the Procurement Document to the intended winner or winners based on Bid Evaluation results. Where, such winner or winners are suggested by the system in an Original Ranked Vendors and the corresponding procurement authority will have to confirm or modify (if applicable), thus finalizing the Final Ranked Vendors with its respective justification and attachment of the analysis performed.

Once the list of Final Ranked Vendors are approved, a notification should be sent to all bidders and a Procurement Purchase Order(s) will be issued based on the vendor’s awarded information (in Bid Evaluation stage).

Dispute Management: Any vendor (registered or not in the system) may submit a claim at any stage of a Procurement Document, however usually claims will be submitted during the ‘Dispute Management & Intend to Award’ stage.

Purchase Order: The system automatically creates a Procurement Purchase Order(s) with information from previous stages, and after its approval a Temp saved Purchase Order is created in FreeBalance Purchasing, based on Vendor’s Awarded Information (see Bid Evaluation, Dispute Management stages).

Procurement Reports

Procurement Process List Report

Overview

This report shows the List of Procurement Processes with information about each Procurement Process such as ID, Short Description, Type of Business, Status, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Process List Report

Definition Of Report Fields

Field	Description
Procurement Document	If checked, this indicates that Procurement Documents will be the filter criteria in the report
Institution	If selected, the report will include the selected Institution unit and all Institutions below the selected unit
Region	If selected, the report will include the selected Region unit and all Regions below the selected unit.
Type	The Type of Processes used to filter the report can be selected from the drop down box available for this field
Vendor Business Type	Vendor Business Type used to filter the report can be selected from the drop down box available for this field.
Status	Status of Processes to be displayed in the report can be selected from the available drop down box for this field
Fiscal Year	Fiscal Year the report is based on can be selected from the drop down box available for this field
Fiscal Period	Fiscal Period the report is based on can be used as a filter criterion from the available options in the drop down box for this field
Created Date From	Procurement Processes created after this date will be included in the report
Created Date To	Procurement Processes created up to this date will be included in the report
Sort By	Criteria determining how the report information will be sorted are selected from the field

Vendor List Report

Overview

This report shows the List of Vendors currently registered in the System and therefore in the Procurement Module. It contains information of each Vendor such as ID, Name, Telephones, E.mail, etc.

Navigation

Procurement ► Procurement Reports ► Vendor List Report

Definition Of Reports Fields

Field	Description
Vendor Proposals In Any Bid Process	Option to use Vendors with a Proposal in any Procurement Bid Process in the report results.
Vendor With PO In Any Bid Process	Option to use Vendors with a Purchase Order in any Procurement Bid Process in the report results
Type of Business	Filter criteria to view report by a specific Type of Business
Country	Filter criteria to view report by a specific country
Document	Filter criteria to view report by a specific Procurement Document
Sort By	Criteria determining how the report information will be sorted

Awarded Procurement Process List Report

Overview

This report shows the List of Awarded Procurement Processes. It contains information of each Procurement Process such as ID, Short Description, Type of Business, Status, etc. and information about the Award such as Total Amount and Date of Award.

Navigation

Procurement ► Procurement Reports ► Awarded Procurement Process List Report

Awarded Procurement Process List Report Filter screen Fields

Field	Description
Awarded From Date	Award starting date.
Awarded To Date	Award end date
Awarded Amount From	Award amount starting from value.
Awarded Amount To	Award amount upto from end value.
Type	Signifies the Type of the report.
Institution	The Institutionrelated to the award.
Region	Region associated with Awardee.

Procurement Purchase Order List Report

Overview

This report shows the List of Procurement Purchase Orders. It contains information of each Procurement Purchase Order such as ID, Status, Creation Date, Vendor, Procurement Document, Total Amount, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Purchase Order List Report

Procurement Purchase Order List Report Filter screen Fields

Field	Description
From Amount	Procurement Purchase Orders with an amount greater than this will be included in the report.
To Amount	Procurement Purchase Orders with an amount up to this will be included in the report.
Status	Filter criteria to view report with Procurement Purchase Orders that are in a specific workflow transition stage.
Creation from Date	Procurement Purchase Orders created after this date will be included in the report.
Creation to Date	Procurement Purchase Orders created up to this date will be included in the report.
Delivery from Date	Procurement Purchase Orders delivered after this date will be included in the report.
Delivery to Date	Procurement Purchase Orders delivered up to this date will be included in the report.
Institution	Filter criteria to view Procurement Purchase Orders linked to a specific Institution.
Document	Filter criteria to view Procurement Purchase Orders linked to a specific Procurement Document.
Process	Filter criteria to view Procurement Purchase Orders linked to a specific Procurement Process.
Vendor	Filter criteria to view Procurement Purchase Orders linked to a specific Vendor.
Sort By	Criteria determining how the report information will be sorted.

Procurement Document Response Detail Report

Overview

This report shows the detailed information about a Procurement Document Response such as Response ID, Vendor, Procurement Document ID, Response Received Date/Time, etc. List of Response Details contains information of each Response Detail such as ID, Response Type, Response Price, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Document Response Detail Report

Procurement Document Response Detail Report Screen Fields

Field	Description
Procurement Response	Filter criteria for the report to display information from a specific Procurement Response.
Start Date	Procurement Responses created after this date will be displayed in the report.
End Date	Procurement Responses created up to this date will be displayed in the report.

Procurement Process Detail Report

Overview

This report shows the List of Procurement Processes with information about each Procurement Process such as ID, Short Description, Type of Business, Status, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Process Detail Report

Procurement Process Detail Report Screen Fields

Field	Description
Process	Signifies the criteria to be choosen for the process to generate the report.
Created Date From	Procurement Processes created after this date will be included in the report
Created Date To	Procurement Processes created up to this date will be included in the report
Document Id	gives the sort by criteria to genetare the report.

Procurement Document Response List Report

Overview

This report shows the List of Procurement Document Responses submitted by Vendors. The list contains general information of each Procurement Document Response such as Response ID, Vendor, Procurement Document ID, Response Date/Time, Status, Response Type, Price, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Document Response List Report

Procurement Document Response List Report screen Fields

Field	Description
Vendor	Filter criteria to specify a Vendor.
Document	Filter criteria to specify a Procurement Document.
Type	Filter criteria for Type selected from a drop-down menu. Possible values are ‘Technical’, ‘Financial’ and ‘RFQ-Single’.
Status	Filter criteria option for report to display only results in a specific workflow transition. Possible values are ‘Active’, ‘Cancelled’ and ‘Replaced’.
Starting Reception Date	Responses received after this date will be included in the report.
Ending Reception Date	Responses received within this date will be included in the report.
Sort By	Filterin criteria for generating this report

Question and Answers of Procurement Document Report

Overview

This report shows a list of questions and their respective answers by Procurement Document. It is possible to include questions by one or much status’ (approved, published, posted, and rejected).

Navigation

Procurement ► Procurement Reports ► Questions and Answers of Procurement Document Report

Question and Answers of Procurement Document Report screen Fields

Field	Description
Document	Procurement Document used to filter the results of the report.
Status	Filter criteria to view results which are only in a specific workflow transition stage, or view all if none are selected.
Sort By	Criteria determining how the report information will be sorted.

Procurement Claim List Report

Overview

This report shows the List of Procurement Claims. It contains information of each Procurement Claim such as ID, Status, Date, Procurement Document ID, Vendor, Claim Reason Type, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Claim List Report

Procurement Claim List Report screen Filter screen

Field	Description
Institution	Filter criteria for the report to generate from a specific Institution.
Document	Filter criteria for the report to generate by a specific Procurement Document.
Procurement Process	Filter criteria to generate report by a specific Procurement Process.
Vendor	Filter criteria to generate report by a specific Vendor.
Claim Reason Type	Filter criteria to generate report with Claim Reasons that are in a specific workflow transition.
Status	Filter criteria to generate report by a specific status.
From Date	Procurement Claims created after this date will be included in the report.
To Date	Procurement Claims created up to this date will be included in the report.
Sort By	Criteria determining how the report information will be sorted.

Procurement Claim and Resolution Report

Overview

This report shows the information about a specific Procurement Claim and its Resolution (if it exists) such as Claim ID, Claim Status, Claim Reasons, Dates, Resolution Status, Resolution Committee Members, Resolution Status, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Claim and Resolution Report

Procurement Claim and Resolution Report Filter Screen Fields

Field	Description
Procurement Claim	Filter criteria to display results relating to a specific Procurement Claim.

Catalogue Item Report

Overview

This report shows the repository of goods and services commonly used in an organization. It contains information of each Catalogue Item such as ID, Description, Unit of Measure, etc. The report shows the complete hierarchy of Items such as Classification Levels, then Item Categories and finally Items. Due to the information include in this report, it is particularly oriented to Buyers and Public Servants.

Navigation

Procurement ► Procurement Reports ► Catalogue Item Report

Definition of Report Fields

Field	Description
Category	Filter criteria to display Catalogue items by a specific Category
Stock	Option for additional Stock information
Item Type	Filter Criteria to narrow results to a specific Item Type, selected from a drop-down menu
Sort By	Criteria determining how the report information will be sorted

Procurement Document Detail Report

Overview

This report shows the detailed information about a Procurement Document such as Item Lots Detail, Document Sections, File Attachments, etc. This report is oriented to Vendors, who could require the complete Procurement Document information in a single report.

Navigation

Procurement ► Procurement Reports ► Procurement Document Detail Report

Procurement Document Detail Report screen Fields

Field	Description
Detail / Summarize Item Lots	Option to view report as a Detail or Summary.
Include Document Sections	Report output will include sections of the Procurement Document selected.
Document	Procurement Document used in the report output.
Item Description	Criteria determining the decsription of the Item.

Bid Awarded Vendors of Procurement Document Report

Overview

This report shows a list of Awarded Vendors by a Bid Evaluation. It includes information of the Award such as ID, Awarded Date, Bid Evaluation, Procurement Document, Short Listed Vendors or List of Awarded Vendors (Lots or Items level), etc.

Navigation

Procurement ► Procurement Reports ► Bid Awarded Vendors of Procurement Document Report

Bid Awarded Vendors of Procurement Document Report Filter screen Fields

Field	Description
Process	Filter criteria to display results from a specific Procurement Process.
Document	Filter criteria to display results from a specific Procurement Document.
Sort By	Criteria determining how the report information will be sorted.

Vendor Catalogue Item Report

Overview

This report shows the Vendor’s products available for Procurement Transactions such as Direct Purchase. It contains information of the Vendor Catalogue Items such as Price, Picture, SKU, Bar Code, etc.

Navigation

Procurement ► Procurement Reports ► Vendor Catalogue Item Report

Definition of Report Fields

Field	Description
Category	Filter criteria to view Catalogue Items by a specific category in the report
Catalogue Item	Filter criteria to view report by a specific Catalogue Item
Vendor	Filter criteria to view Catalogue Items by a specific Vendor in the report
Active	Option to view only Catalogue Items which are Active in the report
Start Date	Catalogue Items which were created after this date will be included in the report.
End Date	Catalogue Items which were created up to this date will be included in the report.
Unit Of Measure	Signifies the unit of measures in several categories given in the dropdown.
Sort By	Criteria determining how the report information will be sorted

List Of Procurement Processes Report

Overview

This report shows the List of Awarded Procurement Processes with at least the following filters: Institution, Department, Process Type, Region, Type of Business and range of Dates 'From Date' and 'To Date'

It contains information of each Procurement Process such as ID, Short Description, Type of Business, Status, etc. and information about the Award such as Total Amount and Date of Award.

Navigation

Procurement ► Procurement Reports ► List Of Procurement Processes Report

List Of Procurement Processes Report screen fields

Field	Description
Procurement Document Status	Status of the Procurement Document.
Purchasing Vehicle	Selects the Purchasing Vehicle Category.
Institution	Filter criteria to view Procurement Purchase Orders linked to a specific Institution.
Created Date From	Procurement Purchase Orders created after this date will be included in the report.
Created Date To	Procurement Purchase Orders created up to this date will be included in the report.
Fiscal Year	The Fiscal Year associated in which the report will be generated.
Fiscal Period	The Fiscal Period associated in which the report will be generated.
Sort By	Criteria determining how the report information will be sorted.

Procurement Process Summary Report

Overview

This report shows the general status of the Procurement Processes of all the Institutions and Institution Departments of a Customer in a summary format. Due to the information included in this report, it is particularly oriented to Ministers, Directors and Managers.

Navigation

Procurement ► Procurement Reports ► Procurement Process Summary Report

Definition Of Report Fields

Field	Description
Includes Child Institutions	Report will include Institutions which are subsidiary to the Institution selected
Created Date From	Procurement Processes created after this date will be included in the report
Created Date To	Procurement Processes created up to this date will be included in the report
Institution Type	Institution Type to be used in the report
Institution	Specific institution to be used in the report
Comment	Additional comments for the report

Procurement Purchase Order Detail Report

Overview

This report shows the detailed information about a Procurement Purchase Order such as ID, Status, Creation Date, Procurement Document ID, Vendor, Total Amount, Item Details, etc. List of Item Details contains information of each Item such as ID, Catalogue ID, Item Quantity, Item Price, Item Unit of Measure, Item Amount, Item Description, etc.

Navigation

Procurement ► Procurement Reports ► Procurement Purchase Order Detail Report

Procurement Purchase Order Detail Report Screen Fields

Fields	Description
Purchase Order Id	Unique identification code for the Purchase Order.
From Date	Procurement Purchase Orders created after this date will be included in the report.
To Date	Procurement Purchase Order created up to this date will be included in the report.

Bid Evaluation Summary Report

Overview

This report shows information of a Bid Evaluation within a Procurement Document. It contains the Financial and Technical Scores per each Vendor within each Lot and Item (when applicable).
It is a comparative report that doesn’t show technical criteria scores, Vendors prices, nor financial score details.
Due to the information included in this report, it is particularly oriented to Directors and Managers.

Navigation

Procurement ► Procurement Reports ► Bid Evaluation Summary Report

Bid Evaluation Summary Report screen Fields

Field	Description
Include Item Detail	Option to include Item Details in the report or not.
Process	Filter criteria for the report to display Bid Evaluations from a specific Procurement Process.
Document	Filter criteria for the report to display Bid Evaluations from a specific Procurement Document.
Bid Evaluation	Filter criteria for the report to display Bid Evaluations from a specific Bid Evaluation.

Vendor Bid Evaluation Report

Overview

This report shows the Bid Evaluation information for one Vendor including detailed scores. It includes information such as Preliminary Evaluation, Technical Criteria Scores, Items Prices, Financial Scores per Item and Lot, etc. Due to the information include in this report, it is particularly oriented to Buyers and Public Servants.

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Procurement ► Procurement Reports ► Vendor Bid Evaluation Report

Vendor Bid Evaluation Report Filter screen Fields

Field	Description
Process	Filter criteria to generate report by a specific Procurement Process.
Document	Filter criteria to generate report by a specific Procurement Document.
Bid Evaluation	Filter criteria to generate the report by a specific Bid Evaluation.
Vendor	Filter criteria to generate report by a specific Vendor.

Procurement Process and Document Summary Report

Overview

This report shows the general status of all the Procurement Processes with all their Procurement Documents of one Institution or Institution Department in a summary format. The report shows the quantity of Procurement Documents per each Document Type, Purchasing Vehicle, Document Status, and Document Stage. Due to the information include in this report, it is particularly oriented to Ministers, Directors, and Managers.

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Procurement ► Procurement Reports ► Procurement Process and Document Summary Report

Procurement Process and Document Summary Report screen Fields

Field	Description
Created Date From	Procurement Process and Documents created after this date will be included in the report.
Created Date To	Procurement Process and Documents created up to this date will be included in the report.
Institution	Institution which will be used in the report.
Sort By	Criteria determining how the report will be sorted.

Vendor Clarification

Overview

During the Bid Evaluation Process, a Bid Evaluation Committee Member may request additional information for a Vendor in order to clarify a specific subject regarding the Procurement Document Response submitted.

This function contains communications from internal users to individual vendors about clarification on their proposal during the Evaluation process.

Navigation

Procurement ► Support Entities ► Vendor Clarification

Vendor Clarification screen Fields and Tabs

Field	Description
ID	Unique identification number generated by the system.
Clarification Solved?	Check the box to indicate is the clarification has been solved. A checked box corresponds with the response 'Yes'.
Bid Vendor Evalution	Unique Code that identifies the Bid Evaluation in the system. Auto generated by the system.
Status	Select current status of the clarification from the drop-down menu.
Clarification Response Date	Manually entered by users. Date of the received response from the Vendor.
Language	Select Language from the drop-down menu.
Description	Users enter a description for the clarification response.
Actions Taken	Users enter a description for actions taken on the clarification.
Response Analysis	Users enter a description for the analysis performed on the clarification response.
Response Description	Users enter a description for the clarification response.

Attachments

Overview

Additional information on Vendor Clarification are added from this tab.

Attachment screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country specific language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document.
Date Time	The date and time the attachment was uploaded. Automatically generated.
User	The name of user uploading the attachment. Automatically generated.
Language	Country specific language used to register the description.

Response Attachments

Overview

Additional information on reponse for Vendor Clarification are added from this tab.

Response Attachments screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country specific language used to register the description.
Title	Title of response attachment uploaded.
Description	Any description of the response attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document.
Date Time	The date and time the attachment was uploaded. Automatically generated.
User	The name of user uploading the response attachment. Automatically generated.
Language	Country specific language used to register the description.