If you are At Market with an external tool

Peter Campbell Updated by Peter Campbell

This is the phase in a Sourcing activity's lifecycle where the opportunity is live and supplier responses are being submitted/gathered.

Using an External Market Engagement Tool means that the activity is being advertised and the responses are being gathered separately to the Source to Contract system. Therefore, to manage this activity in the system, the responses need to be manually entered before the activity progresses to Evaluation and Outcome.

To log the responses that have been received from suppliers, you must first navigate to the Suppliers tab of the activity.

From here you can add the suppliers that have responded to your offering.

To do this, select the + Supplier button on this tab to trigger the following pop-up:

This allows you to record all suppliers involved in the sourcing activity, along with the relevant contact details for their bid.

After adding the suppliers, select each supplier in turn and enter the details of their response.

There are two tabs inside a response – Response and Compliance

The Response tab has details surrounding the supplier's bid, presented in different sections that are available to be populated when an External Market Engagement Tool is in use:

  • General Response - this section includes fields for the response Status (along with check boxes to indicate whether the Supplier has Withdrawn or is Non-compliant), the Submission date, the designated Supplier Contact and the Rationale/Justification for including/inviting the supplier in the activity should be provided
  • Submission Response - which includes the value fields for the bid
  • Principal Response Documents - which includes document uploads for the requested principal response documents
  • Supporting documents - which includes document uploads for the requested supporting documents
  • Evaluation - this section includes indicators for success status (showing whether the supplier was successful or unsuccessful) and an outcome summary box. This information is populated automatically once the supplier's evaluation has been completed later in the process and cannot be entered manually at this stage.

The Compliance tab has sections for each of the requirements from the sourcing activity's creation (Insurances, Certifications and Documents).

The purpose of this tab is not to add these artefacts - It serves as an indicator as to whether they are already held against the supplier record for the bidding supplier.

If compliance information is provided in the response to this sourcing activity, this must be added against the record in the Suppliers module, it cannot be uploaded within the sourcing activity.

The system will then automatically update the supplier's compliance tab for their bid.

For all suppliers that were involved in the activity, their response should be logged in the Suppliers tab of the record.

If the response status has not been updated within the supplier response (In the General Response section), users can add this information in the list view in the Suppliers tab of the sourcing activity record:

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