Answer or Delegate Supplier Questions on a Request

  • Updated

This guide provides steps for Buyers to answer or delegate questions submitted by Suppliers on a Request/Tender. Use this process when you receive an email notification about a Supplier question.

Prerequisites

  • Audience: Buyer who manages the Request/Tender.

Answer a Question

Follow these steps to answer a Supplier's question directly:

  1. Click the Supplier questions to answer link below the To-Do Tasks heading (or use the link in the email notification) .
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  2. Click the view question button to the right of the question you wish to address.

  3. Optional: To change the question text, click the Edit question button. For example, if you plan a Public reply, you should remove any personal details from the Supplier's question.

  4. Optional: To remove the question without replying, select Delete question.

  5. Select whether the response should be posted Publicly or Privately.

    • Public: Sends the question and answer to ALL Suppliers invited to the Request/Tender and displays it under the Questions asked by others section of the Request Details. Do not include personal Supplier details in the question or answer.

    • Private: Sends the answer ONLY to the Supplier who asked the question.

  6. Stay on the default Answer question tab and type your answer in the textbox.

  7. Click the Post answer button at the bottom of the page.

Delegate the Question

Follow these steps to delegate the question to another person to answer:

  1. Click the Supplier questions to answer link below the To-Do Tasks heading or use the email link.

  2. Click the view question button.

  3. Select the Delegate question tab instead of the Answer question tab.

  4. Add the email address of the person(s) you want to answer the question.

    • Note: The delegate does not need to be a VendorPanel user. You can delegate to multiple people, but only the first answer received will be sent to the Supplier(s).

  5. Click the Add button.

  6. Ensure the Question and answer visibility (Public or Private) is reviewed before saving.

  7. Click the Save button at the bottom of the page to send the question to the delegate(s).

The delegate will receive an email with a link to view the question and provide an answer. Once they submit an answer, it will be immediately sent to the Supplier(s).

Note: If you have selected the answer to be made Public, the delegate is provided with the following information:

  • Your answer will be made public which means that your answer may be sent to all suppliers and attached to the request details.

  • Please do not include your name or any contact details in your answer without first consulting the buyer.

  • If you would like to amend the question, or have any other queries please contact the buyer [contact name and email address of buyer].

Results / Validation

  • You can view all questions and answers in the Request Details page (accessible via the magnifying glass icon next to the request).

  • The Request Details will list all questions and answers, including the contact details of the Suppliers who asked them, regardless of whether they were answered publicly or privately.

  • Suppliers will only see the questions they've asked and any publicly answered questions and answers. They will not see the details of the other Suppliers who asked questions.

What's Next / Related