1

Bid Event Management

Create tender events with products, estimated prices, evaluation weights, and closing deadline. Full 8-state workflow with a manager approval gate before vendors are notified.

2

Token-Based Vendor Portal

Each invited vendor receives a unique private link by email. They fill in prices and delivery days, upload documents, and submit — no Odoo account or password required.

3

Weighted Auto-Scoring

Configure weights for Price, Delivery Time, and Quality (must total 100%). One click auto-computes all vendor scores — lowest price and fastest delivery each score 100 points.

4

Vendor Star Rating

Set a 1–5 star quality rating once on the vendor's contact record. The Quality Score pre-fills automatically in every new bid event — zero manual entry per tender.

5

One-Click PO Generation

The Award Wizard creates a confirmed Purchase Order in one click from the winning submission. All line items, quantities, and prices transfer automatically.

6

Full Email Automation

Invitation, confirmation, deadline reminder, award, and rejection emails fire at each stage. All emails queue in Technical → Emails for visibility and retry.

7

Document Attachments

Vendors upload ISO certificates, datasheets, or warranty documents alongside their bid on the portal. Attachments appear in the backend with a count badge on the smart button.

8

Share Link + Copy Button

Every vendor row shows their private portal URL with a one-click copy button. Share via LINE, WhatsApp, or Email — even when the auto-invitation email did not reach them.

9

Auto-Close + Deadline Reminder

An hourly cron auto-closes expired bid events. A separate cron emails vendors who have not submitted yet, X days before the closing deadline.

1. Draft

Create event, add items and invited vendors

2. Pending Approval

Submitted for manager review

3. Published

Invitations sent to all vendors

4. Closed

No more submissions accepted

5. Evaluating

Compare bids and compute scores

6. Awarded

Winner selected, PO created

7. Completed

Procurement fully closed

1

Bid Events — List View

All tender events at a glance with coloured status badges. Full search, filter, and group-by support.

2

Bid Event Form — Header and Configuration

Status bar, smart buttons, auto-generated reference (BID/2026/XXX), deadline, officer, and evaluation weights in one screen.

3

Items Tab — Products to Bid On

Add any purchasable product with quantity, unit of measure, and an internal estimated price. Vendors see the items but never the estimated price.

4

Invited Vendors Tab — Status Tracking and Share Links

Track each vendor from Invited through Viewed, Submitted, to Awarded or Rejected. Unique portal URL per vendor with one-click copy.

5

Submissions Tab — All Received Bids

All submitted bids in one table: reference, vendor, date, total amount, delivery days, computed score, and status.

6

Bid Comparison Tab — Side-by-Side Analysis

Compare all vendors on Total Amount, Delivery Days, Quality Score, and Auto Score. Click "Compute Scores" for instant weighted ranking.

7

Submission Detail — Line Items and Pricing

Full itemised breakdown of each vendor's unit prices, subtotals, delivery days per line, and overall total. Smart buttons for portal link, documents, and created PO.

8

Evaluation Tab — Quality Score and Auto Score

Quality Score pre-fills from the vendor's master star rating set once in Contacts. Auto Score shows the weighted result. Chatter shows full status history.

9

Invited Vendors — Copy and Share Portal Links

Procurement staff can copy any vendor's private link and share via messaging apps. Critical when an invitation email bounces or goes to spam.

10

Vendor Portal — Bid Submission Form (No Login Required)

Professional portal with event details, product table, price inputs, delivery days, terms, document upload, and submit button. Fully mobile-responsive.

11

Vendor Portal — Submission Summary and Award Notification

After submission vendors see a read-only bid summary. Awarded vendors see a congratulations banner. Rejected vendors see a polite thank-you message.

Configure Weights (must total 100%)

Price Weight

60%

Delivery Time Weight

30%

Quality (Vendor Rating) Weight

10%

Price Score = Lowest Price / Vendor Price x 100
Delivery Score = Fastest Days / Vendor Days x 100
Auto Score = (P x 60%) + (D x 30%) + (Q x 10%)

Example — 3 Vendors Compared

Jackson Group wins despite the highest price because of the fastest delivery (5 days = 100/100 delivery score). You control the weight balance.

INV

Vendor Invitation

Sent when the event is Published. Contains the vendor's unique private portal link.

On Publish

ACK

Bid Received

Confirmation sent to the vendor after they successfully submit via the portal.

On Submit

REM

Deadline Reminder

Auto-sent to vendors who have not submitted yet, X days before the closing date.

Hourly Cron

WIN

Award Notification

Congratulations email sent to the winning vendor immediately after award.

On Award

REJ

Rejection Notice

Polite thank-you email sent to all non-winning vendors upon event award.

On Award

5 Stars

Excellent

100 pts

ISO certified, always on time, zero issues

4 Stars

Good

80 pts

Reliable with only minor occasional issues

3 Stars

Average

60 pts

Acceptable performance, occasional delays

2 Stars

Below Average

40 pts

Frequent issues — use with care

1 Star

Poor

20 pts

Last resort only — high risk