Review Supplier Responses

  • Updated

After the Criteria step in Advanced Evaluations, you can access supplier responses to complete document assignments, cost verification, and assessments. The respondents appear in a list with four action columns: Documents, Cost, Pre-Assessment, and Status.

Prerequisites

  • Roles: Procurement Officer.

  • Permissions: Access to the Advanced Evaluations module and specific Request Package.

  • Environment: Criteria step must be defined prior to this review.

Steps

1. Manage Documents

The Documents column shows how many files a supplier included in their submission.

  • To assign documents, click the 0 of x assigned link to open the assignment interface.

  • Use Bulk assign to assign all documents to Evaluators or teams at once.

  • Alternatively, navigate below the "All Responses" table to see all documentation listed for bulk assignment.

  • Pro-tip: Download the entire Request Package from Go to Market before assigning to review documents in bulk first.

2. Verify and Update Cost

Review the costs provided by the supplier via the system.

  • If the cost is incorrect, click Edit under the cost column.

  • Enter the updated price and provide a reason for the change.

  • Click Apply new price.

  • Result: The change is captured in a change log for auditing purposes.

3. Complete Pre-Assessment

Evaluate each respondent against the criteria defined in the Criteria step.

  • Click View to the right of a respondent to evaluate one supplier at a time.

  • Select Go to Comparative Pre-Assessment to evaluate all suppliers one question at a time.

  • Answer "Yes" or "No" for each question; a "No" mark labels the supplier as Non-Conforming, though they remain in the evaluation by default.

  • Click Finish Evaluation and then Submit when complete.

  • Optional: Click Export results to download a CSV of the Pre-Assessment scores.

4. Update Response Status

Manage whether a response is included in the final evaluation.

  • By default, all responses are set to Included.

  • To remove a supplier, click Edit under the Status column.

  • Toggle the setting to Excluded.

  • Provide internal decision notes and external supplier feedback.

  • Click Apply Changes.

Troubleshooting

  • Pre-Assessment is N/A: This status appears if Pre-Assessment criteria were not defined at the Criteria step.

  • Incorrect Cost Scoring: If scoring seems inaccurate, verify that the price matches the latest negotiations using the "Edit" function.

Limits & Notes

  • Audit Log: All price changes are recorded in a log to maintain a clear audit trail.

  • Negotiations: Prices can be updated at multiple stages during the evaluation if further clarifications occur.

  • Supplier Notifications: Suppliers are not notified when they are marked as Excluded; they only receive notification when the request is finalised in Go to Market. 

  • Excluding a respondent after individual scoring is completed hides them from the workflow and removes them from scoring calculations. Their evaluation data is not deleted — it remains included in downloadable reports for audit and record‑keeping.