Tender
Overview
Tender – Business Overview and Usage
The Tender document is used to manage and control formal procurement or service solicitation processes. It helps organizations invite suppliers or contractors to submit offers for supplying goods, executing projects, or delivering services under defined terms and conditions. In Dafater, the Tender acts as the central business record for competitive sourcing and transparent decision‑making.
Purpose in Business Operations
The Tender document allows a business to:
- Clearly define its requirements for goods, services, or projects
- Invite multiple vendors or contractors to participate
- Ensure fairness, transparency, and compliance in procurement
- Compare offers objectively before selecting the best option
It is especially valuable for organizations that follow structured purchasing policies, regulatory requirements, or competitive bidding practices.
Prerequisites and Setup Before Using Tender
Before creating a Tender, the following should typically be in place: - A clear internal requirement or approved need (e.g., materials, services, or a project) - A list of eligible suppliers or contractors - Defined evaluation criteria such as price, quality, delivery time, or compliance - Internal approval to initiate a tender process, based on company policies
Having these prepared ensures the tender process runs smoothly and avoids delays or rework.
Typical Workflow and Business Process Fit
Tender Creation
The business creates a Tender outlining the scope, requirements, timelines, and submission rules.Invitation to Vendors
Selected vendors or contractors are invited to submit their proposals or bids.Bid Submission Period
Vendors prepare and submit their offers within the defined timeframe.Evaluation and Review
Submitted bids are reviewed and compared based on predefined criteria.Selection and Award
The most suitable vendor is selected, and the process moves forward to contract or purchase arrangements.
The Tender fits early in the procurement lifecycle and serves as the foundation for fair vendor selection and cost control.
Key Business Scenarios Where Tender Is Essential
- Large or high‑value purchases requiring competitive pricing
- Construction, infrastructure, or long‑term service projects
- Public or regulated organizations needing documented transparency
- Situations where multiple suppliers can fulfill the same requirement
- Strategic sourcing initiatives aimed at cost optimization and quality improvement
Important Considerations for Users
- Ensure requirements are clearly defined to avoid misunderstandings or disputes
- Use consistent evaluation criteria to maintain fairness
- Communicate timelines and expectations clearly to all participants
- Maintain proper approvals and documentation for audit and compliance purposes
- Avoid changing requirements mid‑process unless absolutely necessary
Summary
The Tender document is a critical business tool for structured, transparent, and competitive procurement. When used correctly, it helps organizations secure the best value, manage risk, and maintain strong governance over purchasing and project sourcing activities within Dafater.
Basic Information
- Module: Dafater Tenders
- Document Type: Other
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| title | Title | Data | ✓ | - | Tender title for identification and reference. |
| tender_type | Type | Select | Open, Closed | Defines tender participation mode in Dafater. | |
| description | Description | Data | - | Brief overview of tender scope and requirements. | |
| deadline | Deadline | Date | - | Last date for bid submission. | |
| status | Status | Select | Draft, Open, Closed, Awarded | Current lifecycle status of the tender. | |
| awardedtenderbid | Awarded Tender Bid | Link | Tender Bid | Selected winning bid linked after award. | |
| items | Items | Table | Tender Item | List of items or services requested in tender. | |
| tc_name | Terms | Link | Terms and Conditions | Referenced terms and conditions template in Dafater. | |
| terms | Terms and Conditions Details | Text Editor | - | Detailed terms and conditions applicable to the tender. |
Child Tables
Items (Tender Item)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| item_name | Item | Link | Item | Selected product or service item referenced in Dafater tender | |
| description | Description | Data | - | Additional details describing the tender item requirements | |
| qty | Quantity | Float | - | Required quantity of the item for the tender | |
| uom | UOM | Link | UOM | Unit of measure for tender item quantity in Dafater |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Purchase Manager | ✓ | ✓ | ✓ | ✓ | ||
| Vendor | ✓ | ✓ | ||||
| System Manager | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Tender Bid | Linked from | Dafater Tenders |
| Tender Bid | Links to | Dafater Tenders |
| Terms and Conditions | Links to | Setup |