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How do I set the accounting method for tenders?

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 Note
The content below describes functionality that is part of the new Tender Management Enhanced Experience. See About Tender Management Enhanced Experience.
 Important

If your project has NOT been updated to Tender Management Enhanced Experience and you are using the Legacy experience, you can choose an accounting method for tenders in the Configure Settings page for Tendering and when you create or edit a tender package. 

Note: This change does not affect tender packages that were created before this release. See Tendering: Flexible Response Types.

Background

Instead of being restricted to one accounting method for an entire tender package, you have the flexibility to choose an accounting method for each line item in the 'Field Response Type' column on tender forms.

Through this field, you can also control which tenders should have itemized amounts and which should be lump sum. See the How can a Lump Sum tender be submitted? section below for more information. 

Answer

For projects using Tender Management Enhanced Experience, users with 'Admin' level permission to the Tendering tool can set the accounting method for each line item in the 'Response Field Type' column on a tender form. See Create a Tender Form. This column allows you to choose a response type (such as 'Amount') for each line item, providing greater flexibility when soliciting tenders. 

The 'Response Field Type' column has the following options to select for each line item: 

  • Amount
  • Unit & Quantity
  • Include/Exclude

Considerations

  • The 'Include/Exclude' option is only available to select in the Base Tender section. The Alternates section uses 'Amount' and 'Unit & Quantity'. 
  • The 'Response Field Type' automatically populates as you add line items, but you can change it as needed.
    • The first line item you add to the Base Tender will have the 'Response Field Type' set to 'Amount' by default. 
    • When you add another line item, the 'Response Field Type' is automatically copied from the previous line item. For example, if you select 'Include/Exclude' for a line item, the next line item that you add will already have 'Include/Exclude' selected. 
  • If a tender has already been submitted, you can't edit the Response Field Type for items that were set to 'Amount' or 'Unit & Quantity'. 
  • If you edit line items on a tender form after tenders have been submitted, you'll have an option to send a correspondence about the change and resend tender invitations. 

How can a Lump Sum tender be submitted?

If you want a tender to be submitted as a lump sum instead of having itemized amounts, you can select 'Include/Exclude' for the line items. This ensures that tenderers specify what is or isn't included in their tender and allows an amount to be entered in the 'Total' field at the end of the tender. See Submit a Place a tender on Behalf of a Tenderer or Submit a Tender.

After the tenders have been submitted in Procore, you can use the tender levelling feature to easily identify what's included in the total cost of each tender. See Level Tenders for a Tender Form.