Award a Winning Tender and Convert it into a Purchase Order

Objective

To select a winning tender and convert it into a new purchase order.

Background

When you select a winning tender, you have the option to convert it to a purchase order as shown below. After the conversion, you can also send the purchase order by email to the vendor who was awarded the scope of work.

Alternatively, you can also convert a winning tender to a subcontract. For details, see Award a Winning Tender and Convert it into a Subcontract.

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Tendering tool
    AND
  • 'Admin' level permissions on the project's Commitments tool.
• For companies using the  ERP Integrations tool: Show/Hide  
  • The Convert to Purchase Order button is supported.
  • Important! To sync data with your integrated ERP system, you must set the cost code cost type (see Which integrated ERP systems support the 'Cost Type' concept?) on the purchase orders as follows: 
    • Integration by Procore. Use the default cost code cost type set up for Viewpoint® Spectrum® during the implementation process.
    • Integration by Ryvit. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for Viewpoint® Vista™
    • QuickBooks® Desktop . The cost type for purchase orders should always be set to Other 'O'.
    • Sage 100 Contractor®. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the purchase order
    • Sage 300 CRE®. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the purchase order.
    • Xero™. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the contract.

Prerequisites

• Add the Commitments tool to the project. See Add and Remove Project Tools.
• To award a purchase order to the winning tenderer, the following must be true:
  • The Tender Sheet must be past its Due Date/Time.
  • At least one (1) tender must be submitted from an invited tenderer. 

Steps

1. Navigate to the project's Tendering tool.
2. Locate your tender package.
3. Click View.
4. In the Tenderers tab, locate the company with the winning tender. 
5. Click View.
   
6. In the right sidebar, click Convert to Purchase Order.
   
   
   
   Notes:
   • The company with the winning tender is automatically added to the Project Directory in your company's Procore account. Individual users associated with the company are NOT automatically added to the Project Directory.
   • If the conversion was successful, a yellow banner appears to confirm it.
     
     Procore launches the project's Commitments tool and opens the new contract's General tab. The appropriate information from the winning tender is automatically completed in the new contract. 
7. In the General tab of the contract, click the Bill of Quantities tab. To learn more, see Bill of Quantities.
8. If you want to notify the company about the winning tender, click Email Contract.
   This opens the Emails tab on the contract. 
   
   
    
9. In the Emails tab, do the following:
   • To. Select the names of the desired recipients.
   • CC. Select the names of the people who should be carbon-copied on the email.
   • Private. Mark the checkbox if you only want the recipients and users with 'Admin' level permission to the Commitments tool to see the email. This is the default setting. 
   • Attachments. Add one or more files to the email message. If appropriate to your situation, it is recommended that you always add your company's official contract form as an attachment.
   • Message. Type the body of your email message. It is recommended that you always provide clear instructions to your recipients (for example, subcontractors/vendors) with regards to how contracts and documents must be signed. Your message should also include a reminder to return the signed contract, which can conveniently be added as an attachment in their email response.
     Note: The email message will automatically include the contract details. 
10. Click Send.
    The system sends the contract to the designated recipients. 

See Also

• Award a Winning Tender and Convert it into a Subcontract