This article explains how to finalize a Request or Tender after response selection, how to issue a document (like a Purchase Order) to a successful supplier, and how to transfer the finalized request to an integrated Contracts System.

Prerequisites

• Role/Permissions: You must have the appropriate permissions to manage and finalize requests.
• Response Selection: You must have Selected or Declined all supplier responses.
• Approvals: If your enterprise uses Response Selection Approvals, all selections must be approved before you can finalize the request.
• Contracts Integration: To transfer, your enterprise must use either the Contracts Monitor or Advanced Contracts Management functionality.

Steps

1. Finalize the Request

1. Navigate to the Request by clicking the green people icon against it to view the responses.
   
2. Once all responses are selected or declined, click Go to Finalize at the top of the Responses page.
   
3. On the finalization page, click Finalize this request at the bottom of the page.
   

Result: Finalizing the Request or Tender will lock in your response selections, and you will no longer be able to edit the Request or your decision. Suppliers will be advised of your decision via an account notification and an email (unless the email notification option was deselected).

2. (Optional) Issue Documents to a Supplier

1. After the Request is finalized, click the Issue Docs button against the successful supplier.
   
2. Click the Click to select... button to attach a document from your computer.
   
3. Once uploaded, check the box under the Supplier can access heading to make the document visible to the supplier.
   

Result: The supplier will receive an email notification and can log in to download the document against their response.

3. (Optional) Transfer Finalized Response to Contracts System

1. If your enterprise uses Contracts Monitor or Advanced Contracts Management, you will see the option to Transfer Finalized Request on the Responses page.
   
2. Select Transfer Finalized Request.
   • The button at the top of the page will push all successful responses.
   • The button next to the individual successful response will push only that specific response.
     
3. Clicking the button will take you to the list of Integrated Partner Systems.
4. Click the Click to transfer finalized request button against the system you wish to transfer to (e.g., Contracts Monitor).
   
5. Wait while processing; a spinning wheel will replace the orange tick.

Results / Validation

• Transfer Status: An orange tick on the left of the response reference number indicates the request has not been transferred.
• Once the request is transferred successfully, the tick will turn green.
• After a successful transfer, you will be taken to the integrated contract system in a new browser tab to manage the contract.

What's Next / Related

• Seeking Approval: If you need to seek approval for your response selections, see the article on Request Approval for Response Selections.
• Contracts Management: For more information on transferring to Advanced Contracts Management, see Create a Contract from an Awarded Supplier Response.