Tender Bid
Overview
Tender Bid – Business Overview
The Tender Bid document is used to formally record and manage a company’s response to a tender or request for quotation issued by a client, government body, or organization. It captures the commercial intent to participate in a tender and serves as the official bid submission record within Dafater.
From a business perspective, Tender Bid helps ensure that all bids are documented, reviewed, and tracked consistently, reducing the risk of missed deadlines, pricing errors, or unapproved commitments.
Purpose in Business Operations
The Tender Bid document is used to: - Record the company’s offer for a specific tender - Maintain visibility over active, submitted, and awarded bids - Support internal review and approval before bid submission - Create a reliable reference for future negotiations, audits, or contract awards
It acts as the bridge between identifying a tender opportunity and converting it into a confirmed contract or project.
Prerequisites and Setup Requirements
Before using Tender Bid, the following should be in place: - Tender opportunities must be defined and available for bidding - Commercial terms, pricing guidelines, and approval authority should be clearly established - Responsible teams (sales, procurement, finance, or management) should understand their roles in the bidding process - Internal policies for bid submission, deadlines, and approvals should be agreed upon
Having these elements prepared ensures that bids are accurate, compliant, and competitive.
Typical Workflow and Business Process Fit
Tender Identification
A new tender opportunity is identified and evaluated for suitability.Bid Preparation
Commercial terms, pricing, and conditions are prepared internally.Tender Bid Creation
A Tender Bid is created to formally document the proposed offer.Internal Review and Approval
The bid is reviewed by relevant stakeholders to ensure accuracy, profitability, and compliance.Submission to Client
Once approved, the bid is submitted to the tendering authority.Outcome Tracking
The bid status is monitored until it is accepted, rejected, or requires revision.
This workflow ensures accountability and transparency throughout the bidding lifecycle.
Key Business Scenarios Where Tender Bid Is Essential
- Participating in government or large corporate tenders
- Managing multiple bids across different projects or clients
- Ensuring controlled approval of high-value or high-risk offers
- Tracking win/loss performance for strategic analysis
- Supporting compliance and audit requirements
In competitive environments, Tender Bid becomes a critical tool for maintaining consistency and professionalism.
Important Considerations for Users
- Ensure all bid details are accurate and aligned with approved pricing and terms
- Pay close attention to submission deadlines and tender requirements
- Use the document as a single source of truth for all bid-related decisions
- Avoid submitting bids without proper internal approval
- Keep records updated to support future reviews and reporting
When used correctly, Tender Bid strengthens bidding discipline, improves success rates, and supports confident decision-making in tender-based business operations.
Basic Information
- Module: Dafater Tenders
- Document Type: Other
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| amended_from | Amended From | Link | Tender Bid | Reference to original bid amended in Dafater. | |
| tender | Tender | Link | Tender | Tender against which this vendor submits a bid. | |
| vendor | Vendor | Link | User | Vendor submitting the bid through Dafater. | |
| status | Status | Select | Submitted, Under Review, Accepted, Rejected | Current evaluation status of the tender bid. | |
| total_amount | Total Amount | Float | - | Total quoted amount for all bid items. | |
| bid_items | items | Table | Tender Bid Item | Line items and pricing details included in the bid. |
Child Tables
items (Tender Bid Item)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| item | Item | Link | Item | Selected Dafater item included in tender bid | |
| qty | Quantity | Float | - | Required quantity of the item for tender | |
| uom | UOM | Link | UOM | Unit of measurement as defined in Dafater | |
| rate | Rate | Currency | - | Quoted unit rate for the item | |
| total | Total | Float | - | Calculated total amount for item line |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Purchase Manager | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Vendor | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Tender | Linked from | Dafater Tenders |
| Tender | Links to | Dafater Tenders |
| Tender Bid | Links to | Dafater Tenders |
| User | Links to | Core |