Quotations and Tendering processes module

Laura CARBO

12 October 2026 07:21

Info

Note: This documentation is provided in its previous/legacy format. A comprehensive restructuring and optimization effort is planned, and the content will be updated accordingly.

Goal

The tendering process can be used to send out quotations to different suppliers to find the supplier the that has the best offer to execute work. Tendering processes can be created from within the Corrective and LTMP work orders or can be created individual (without starting from another process).

Workflow used

This process uses workflow versions: FMB-WF-1904007-01 & FMB-WF-1905002-01

There are two workflows relevant here, one for the tender process and one for the individual quotations that are created within the tender process

Description

Tendering process types

General

Users with the group '5. Manage tendering process types' can create and manage the tendering process types via the navigation menu (under the header 'Quotations'). The tendering process type is used to determine several settings within the tendering process:

Does the tendering process/quotations need to be reviewed before sending the quotations to the suppliers?
Which Contact/Group should review the tendering process/quotations?
Which Contact/Group should accept/reject the quotations?
Determine the default value of the 'add as an attachment' setting of the linked documents. Documents added to the tendering process type, tendering process and quotations will automatically set the field according to the tendering process type.
Do you want to use the mail to label (tag) functionality? If a supplier replies to your quotation request, the attachment of the email, will be automatically uploaded in Axxerion and linked to the correct quotation.

Create as many tendering process types as needed. If only one tendering process type is created, this type will be automatically set within the tendering process and the user does not have to choose or even see the type.

Comparison criteria

When receiving quotations from several suppliers, the quotations can be compared. Comparing the quotations can be done by multiple criteria, but the quotation is often chosen by price.

When creating a new tendering process type, the comparison criteria 'Price' is automatically added. More comparison criteria (free text) can be added to the tendering process type. When selecting the tendering process type within a tendering process, the comparison criteria are automatically added to the tendering process.

Documents

Add default documents to the tendering process type. These documents will also be added to the tendering process after selecting the tendering process type. Per document the user can specify if the document needs to be added as an attachment to the quotation request email which is send to the suppliers.

Tendering process

Register and submit

Users with the group '1. Create tendering process' can create and manage a individual tendering process via the navigation menu (under the header 'Quotations'). Tendering processes can also be created from a workorder. More information about that can be found here: Corrective work orders module and LTMP work orders.

After creating a tendering process, the user can select the tendering process type (selecting a type is only possible if more then 1 tendering process type is available) The tendering process type will automatically result in:

Reviewer contact/group will become visible (only if review is necesarry, setting on tendering process type)
Accept/reject contact/group will become visible
The default comparison criteria from the tendering process type is added to the tendering process
The default documents from the tendering process type is added to the tendering process

Quotation items can be added via the include 'Quotations items'.

Via the include 'Comparison criteria', additional criteria can be added next to the already added (default) criteria from the tendering process type. The weighting factor of each criteria can be determined

Documents linked to the tendering process type are automatically added to the tendering process. Additional documents can be added. Determine per document if the document should be added as an attachment to the quotation request email.

Create Quotations

Via the tab 'Quotation requests', the suppliers can be selected and quotations can be created. The quotation items, comparison criteria and the documents from the tendering process will be automatically linked to the quotations. Determine if the quotation request is send to the supplier or a contactperson of the supplier.

Review tendering process and quotations

If the reviewing of the tendering process is enabled (setting on tendering process type) the specified users(s) will get the task to review. The tendering process can be accepted (quotations will be send automatically) or can be rejected with a mandatory reason for rejection.

Send quotations

After submitting the tendering process (without review) or after the review task (with review) the individual quotations are automatically send to the suppliers.

Receive quotations

As soon as the supplier has send the quotation back, the quotation needs to be marked as 'received' in Axxerion. PS: If the mail to label setting is enabled, the attachments of the email from the supplier will be automatically uploaded in Axxerion and linked to the correct quotation (if the supplier used Reply to all).

In this status it is possible to upload or select the quotation and enter the quotations items according to the received quotation. Scores for the additional comparison criteria can be entered. The criteria 'Price' does not need a manual score, because the price determines score (highest score for the lowest price) and will be automatically calculated. The quotation will eventually receive a total score based on all comparison criteria.

When all quotations have been received (or cancelled) the status of the tendering process will automatically go to 'Quotations received' and the score for each quotation is automatically calculated. If a new quotation is added to the tendering process, the status will go back to 'Quotations send'.

Accept/reject quotation

The user(s) which receive the task to accept/reject the quotations, determines which quotation will be accepted and which quotations receive an automatic rejection email or a manual rejection (email). The quotation score (based on the comparison criteria) can help to determine which quotation suits best.

If the quotation is accepted and the tendering process is created from a workorder, the accepted quotation will be forwarded to the workorder: the supplier will be set as contractor and the price of the items are updated, according to the quotation.

After accepting a quotation, the other quotations will be rejected/ready to reject:

If the field 'Automatic rejecten email' is set to Yes, the quotation is automatically rejected includeing an automatic email.
If the field 'Automatic rejecten email' is set to No, the quotation will go to the status 'To reject'. The fields reject manually are visible.
1. If the 'Send rejection' field is set to No, the supplier won't receive and email. The supplier can be called for example.
2. If the 'Send rejection' field is set to Yes, the supplier will recieve an email. If the reason rejection is empty, an default email text is send. If the reason rejection field is not empty, this text is send by email.

After all quotations are closed (accepted/rejected/cancelled) the tendering process will automatically go to status 'Closed'.

Authorizations

The following groups can be assigned to users:

Group	Reference	Comment
Create tendering process	FMB-G017	Create tendering processes.
Manage tendering process types	FMB-G088	This group is used to manage the tendering process types.

The following groups are automatically assigned to users:

Reviewer tendering process context tendering process type	FMB-G089	This group is automatically filled with the reviewer specified in the tendering process type.
Accept quotation context tendering process type	FMB-G090	This group is automatically filled with the accept contact(s) specified in the tendering process type.
Email reciever context quotation	FMB-G099	This group is automatically filled with the supplier or contactperson of the supplier (if specified).

Configuration options

Settings used in the tendering processes can be found via the Tendering process types:

Setting	Options	Description
Review tendering process before sending	YES/NO	Determine whether the tendering process/quotations need to be reviewed, before the quotations are send to the suppliers.
Review by contact	Selection	If the tendering process/quotations need to be reviewed, select a contact who should get the review task.
Review by group	Selection	If the tendering process/quotations need to be reviewed, select a group which members should get the review task.
Accept quotation by contact	Selection	Select the contact, who should get the task to accept/reject the quotations after receival.
Accept quotation by group	Selection	Select the group, which members should get the task to accept/reject the quotations after receival.
Add documents as attachment by default	YES/NO	Determine the default setting for all linked documents to add as an attachment in the quotation request email. The setting will be automatically set on all linked documents, but can be deviate from on document level.
Use tag	YES/NO	This setting determines whether the mail to label functionality is used. If the setting is set to Yes, a label is created and linked to the object that is sent (for example, a quotation). As soon as the recipient sends an email back (using Reply to all), the email is also sent to the mail to label contact and the mail and attachments are automatically linked to the object in Axxerion.