Accept a late submission from a Supplier

  • Updated

You can accept a late submission from a Supplier in a Request or Tender using one of three options, depending on the status of the Supplier responses and your organisation's settings.

Prerequisites

  • You must be an Admin or a user with the appropriate role and permissions to edit Requests/Tenders (Audience: Buyer/Admin).
  • The options available depend on your organisation's VendorPanel - a Unimarket Company settings and internal procurement policy.

Options:

Option 1: Reopen the Request or Tender

You can reopen any Request or Tender for Supplier submissions, provided that responses remain locked and the original decision date has not yet lapsed. This allows all invitees to either submit their responses or edit an existing one.

  1. Click the blue arrow icon to the right of the relevant Request or Tender, and select Edit this request in the pop-up box.
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  2. On the Submission Dates tab, adjust the closing date and time as required.

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  3. Click the Save and Continue button.
  4. On the Save and Update tab, add a comment in the Notify Suppliers of Changes textbox to notify Suppliers of the submission date extension (if required).
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  5. Click the Save Changes button to apply your changes.

Option 2: Use the 'Late Response' token

If this feature is enabled for your organisation, you can send a unique late-response link (token) to the relevant Supplier(s) of your choice. The current Supplier responses must remain locked to use this link.

  1. Click the blue arrow icon to the right of your Request and select the Get 'late response' token link within the pop-up box.
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  2. On the next page, click on the Copy link to clipboard button.
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  3. Send this link to the Supplier(s) who need to submit a late response.

Limits & notes

  • The same link can be sent to multiple suppliers.
  • Once a Supplier clicks the link and clicks Continue, they will have four hours to submit their response.
  • The request will reappear on the Supplier's dashboard and will be listed as Time Extended.
  • If you make changes to the closing date, unlock the current responses, or finalise the Request, the late response link will be made invalid and cannot be used by Suppliers.

Option 3: Create a Template from the request

If the Supplier responses have been unlocked, then it cannot be re-opened for submissions. Instead, you must create  a template from the Request and use the template to create a new Request

  1. Create a template from the original Request (see related task: Creating and Utilising RFx Templates).
  2. Use the template to create a new Request with the same details.
  3. Select only the Supplier(s) that needs to send a late response.
  4. Set a shorter open time for the Supplier to respond.

What's Next / Related