submit bids

The customer can send a request for quotation to suppliers via the inquiry module. As a supplier, you will be informed of the receipt of a request for quotation by e-mail.

To submit a bid, you can log in directly via the link in the email or call up the request under Offers & Auctions → Tender Offers.

In the overview you see all inquiries of your customer. In the status column you can see which process step the request is currently in.

The following process steps are possible:

• Release date
• TB: Confirmation of participation
• AN: Offer
• VG: Award

You can see which processing status the request is currently in by the coloured marking:

• Dark blue: Process step already completed
• Light blue: Process step is still open and must be completed by the customer
• Orange: process step is still open and must be processed by you

To participate in the inquiry, open the desired inquiry by clicking on the inquiry title or the inquiry number. By opening the individual tabs you can check the request first.

To participate in the request, confirm your participation by clicking the Confirm Participation button.

To decline the request, click the decline participation button and enter the reason for declining the bid submission. You must enter the reason in the tab Basic data → in the section Miscellaneous → in the field: External remark .

In both cases the customer will be informed by e-mail.

Create a quote

The basic data contains an overview of all relevant data for the customer’s inquiry.

In the supplier data area, a contact person for the inquiry can be entered in the Contact person field.

In the conditions area, you have the option of entering terms of payment, terms of delivery and the validity of the offer.

In the Miscellaneous section, comments that apply to all offers can be inserted or files can be attached.

One or more files can be attached by clicking the Select… button. button. In the window that now opens, you have the option of selecting a file via the ... button to select a file. The Attach button is used to attach the file to the desired position.

With the close button you can switch back to the overview.

In the tab Texts, all important texts and information, such as general terms and conditions, conditions of purchase, information about the company and the like were integrated by the customer.

In the area positions prices can be deposited for the inquired articles. For this purpose, the individual prices can be stored on the top level. If the customer requests prices for a predefined quantity scale or if a quantity scale is to be offered, this can be stored within the article items by opening the desired article by clicking on the article description.

If the quotation item has been opened, the following data can be stored:

• Article no.: A changed article no. can be entered in this field.
• Unit price: Enter the unit price per price unit here.
• Quantity scale: To enter scale prices, click on the button Quantity scale Fields open to enter quantities and prices
• Price Type: This field defaults to Offer This Line Item. The following price types can be selected: Do not offer this position or Offer this position for free.
• VAT rate: Change the VAT rate here, if desired.
• Remarks: Both internal and external remarks can be entered per position.
• Files: Per position files can be attached for the customer by clicking on the button Selection.

After a price has been entered for this position, the arrow symbols can be used to navigate to the other positions of this offer.

After you have entered a price for this position, you can navigate to the next position using the Next icon.

submit an offer

You can send a binding offer to the customer via the Submit Offer button.

The customer will be informed by e-mail about the submission of your offer.

Exporting and importing queries

In addition to entering the offers in Onventis, it is also possible to export… button to export the request to an Excel file. After the export, you can enter the prices for the individual items and import the Excel file via the… Import button again. This approach makes sense especially for requests with a high number of positions.

Print request

If you want to print the inquiry, open the desired inquiry. Via the print icon you can print the request.

Record self-disclosure

The customer can send a self-disclosure request to suppliers via the self-disclosure request module. As a supplier, you will be informed of the receipt of a self-disclosure by e-mail.

To submit a report, you can log in directly via the link in the email or call up the self-disclosure request Offers & Auctions → Self -disclosures.

In the overview you see all self-disclosure requests of your customer. In the status column you can see which process step the self-disclosure request is currently in.

The following process steps are possible:

• Release date
• TB: Confirmation of participation
• AA: information duty

The coloured marking shows you the current processing status of the self-disclosure request:

• Dark blue: Process step already completed
• Light blue: Process step is still open and must be completed by the customer
• Orange: process step is still open and must be processed by you

To participate in the self-disclosure inquiry, open the desired self-disclosure inquiry by clicking on the inquiry title or the inquiry number. By opening the individual tabs, you can first check which information was requested by the customer.

To participate in the self-disclosure request, confirm your participation by clicking the Confirm Participation button.

To decline the self-disclosure request, click the decline participation button and enter the reason for declining the disclosure. You must enter the reason in the tab Basic data → in the section Miscellaneous → in the field: External remark .

In both cases the customer will be informed by e-mail.

Create self-disclosure

The basic data contains an overview of all relevant data for the customer’s self-disclosure request.

In the supplier data area, a direct contact person for the inquiry can be entered in the contact person field.

In the Miscellaneous section, comments that apply to all offers can be inserted or files can be attached.

One or more files can be attached by clicking the Select… button. button. In the window that now opens, you have the option of selecting a file via the ... button to select a file. The Attach button is used to attach the file to the desired position.

With the close button you can switch back to the overview.

In the tab Texts, all important texts and information, such as general terms and conditions, conditions of purchase, information about the company and the like were integrated by the customer.

In the area positions prices can be deposited for the inquired articles.

In the Questions tab, general and specific questions were included by the customer. The questions can be answered at the highest level:

You can open the individual question by clicking on it and add an external comment or attach files.

After you have entered an answer for this question, you can navigate to the next question using the Next.svg icon.

If you have already answered the same questions of the customer from a self-disclosure request in the past, you can take over the last answers via the Take over last answers button.

Hinweis Please note, the questions must be completely identical, already answered questions will be overwritten.

Send information to the customer

After you have filled out the information report completely, you can send it to the customer by clicking the Submit information button.

The customer will be informed by e-mail.

Printing a self-disclosure request

To print a self-disclosure request, open the desired request by clicking on the number or the title.

The Print.svg icon creates a PDF document of the information request. You can now print or save the document.