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. |
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. |
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. |
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. |