---
title: "Smart Tender"
canonical: "https://elogate.refined.site/space/BM/27787334/Smart%20Tender"
format: markdown
---
# Smart Tender
Before creating a tender you should think about its structure. The Smart Tender structure has a tender name, which describes the whole tender, Logistics Service Providers (LSPs) who receive the offers, and many positions, you want the LSPs to provide offers. Useful questions you can ask yourself are:
- Which of your LSPs should get the tender?
- Do they have a floater, do all of them use the same floater?
- Are there documents you need to upload to the tender?
- Which positions do you need for the tender?
The following explanations and short videos will show you how to successfully create and edit tenders.
Have fun! 🙂
## Tender Operations
### Display and Edit tender
To display and/or edit a previously created tender, click on the ✏️ button. Make the desired changes and then click on 💾 **Save** to confirm your entry, or click on the :cross_mark: **Cancel** button to return to the previous screen.
### Copy tender
If you want to copy a tender, click the :note:button. Enter the desired name of the tender copy. Finally, click on 💾 **Save** to complete the copying process, or click on the :cross_mark: **Cancel** button to return to the previous screen.
### Delete tender
If you want to delete a tender, click on the 🗑️ button. Confirm the delete operation with 🗑️ **Yes, delete** or click on the :cross_mark: **Cancel** button to return to the previous screen.
> ℹ️ You can only delete tenders if transports have not been assigned yet. If transports have been already assigned, the tender must be archived by the user.
### Open Awarding
This operation is used for central offer management and as a basis for making management and transport assignment decisions. Differentiate between the tender filter (evaluation according to tender or position) and the logistics service provider filter (evaluations according to LSP).
### Send tender
To send a new or copied tender to the registered LSPs, click on the **paper plane **button. You can also you this button to send the tender to send it to LSPs who have been registered but have not yet received a tender (e.g., as they were added to the tender later). In the latter case, the **paper plane** button is **not **disabled/greyed out. Click the button to send the selected tender to those LSPs who have been newly registered but have not yet received a tender.
### Archive tender
If you want to archive a tender, click on the 📂 button. Confirm the archiving operation with 📂 **Yes, delete** or click on the :cross_mark: **Cancel** button to return to the previous screen.
> ℹ️ You can only archive tenders for which transports have been already assigned. If transporta have not been assigned yet, the tender must be deleted by the user.
## Create a new tender
If you want to create a new tender, go to the submenu “Smart Tender” and click on the button ➕ **New **on the right-hand top of the screen. First, enter the name of the tender. It is recommended to give the tender a descriptive name, e.g., “Road Tender 2023 Q1”. This allows the logistics service provider (LSP) to see the related tender scope at a glance. Then click on the button **Create **to create the new tender or on **Cancel **to return to the previous screen.
Once the tender is created, you can edit the General Information, add and remove logistics service providers, add/edit/remove positions, and attach tender-relevant documents such as your terms and conditions, Service Level Agreements (SLAs), or any further informative documents.
### General Information
In the first tab, you can adjust the tender name and define certain dates. By clicking on the 📅 icon or directly in the field, you can adjust
- the tender deadline
- the start date of the offer validity and
- the expiration of the offer validity.
Furthermore, you can describe the tender in more detail, e.g., consolidated freight, partial loads, complete loads, etc. As shown in the picture below, you have the possibility to activate the so-called *Quiet Mode*. If the quiet mode is activated, no e-mails (e.g., about the new tender, new positions, changes, etc.) are sent to the invited LSPs. In edit mode, the quiet mode can be activated and deactivated at any time.
### Logistics Service Provider
In the tab **Logistics Service Provider**, it is possible to register LSPs for a tender. In the overview, all the LSPs who have already been registered for this tender are displayed. On the left-hand side, at the top of the overview, you can filter the registered LSPs regarding their current status in the tender.
#### Status
- **New**: The LSP is added to a new tender, but the tender has not been sent to the LSP yet.
- **Sent**: The new tender has been sent to the LSP and is visible for the LSP in his ELOGATE supplier portal in the tab **Tenders**.
- **In Progress**: Once the LSP first clicks on the 🔎 button to display the tender he received, the status changes from **Sent **to **In Progress**. The LSP can then edit the tender but has not submitted his final offers yet.
- **Offered**: The LSP has offered his prices by clicking on the ✉️ button.
- **Denied**: The LSP denied his participation in the tender by clicking on the ❌ button.
- **Awarded**: The LSP has been awarded by you in ELOGATE for at least one position of the tender.
#### Register LSPs
If you want to register a new service provider for a tender, click on the ➕ **Add from pool **button. In the next step, you can select one, multiple, or all remaining LSPs from your pool. To do so, either select the LSP(s) by ticking the checkbox or select all LSPs in the top left-hand corner of the dialogue. You can also search for a specific LSP in the search bar. Click on ➕ **Insert **to add the selected LSP(s) to the tender or :cross_mark: **Cancel** to return to the previous screen.
> ℹ️ If you add logistics service providers to an existing tender, they will be informed automatically, by pressing the 💾 **Save** button.
#### Documents Accepted
As already mentioned above, you can define and attach documents to a tender. Furthermore, you can define which of your documents is mandatory for the tender and has to be accepted by the LSP. If your document(s) is not mandatory, the document state is marked as ignored. If the LSP has already accepted the mandatory tender documents, this is displayed in the second column (see graphic *Logistics Service Provider *above). If the :note: icon is displayed in
- **red**, the documents have not been accepted yet
- **green**, the documents have been accepted by the LSP
#### Supplier Documents
You as an orderer can not only provide tender documents to the LSPs but also request the upload of certain (mandatory) documents (e.g., certificates, insurance, etc.). As for the tender documents, if your supplier document(s) is not mandatory, the document state is marked as ignored. As visible in the picture *Supplier Documents *below, the LSP can upload documents by dragging and dropping files or browsing for files. The status of the supplier documents is displayed in the third column (see graphic *Logistics Service Provider *above). If the :note: icon is displayed in
- **red**, the documents have not been uploaded yet
- **green**, the documents have been uploaded by the LSP **or **they are not mandatory
#### Floater
Furthermore, you have the option of assigning a floater to an LSP that has previously been created and defined in the submenu [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787335](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787335). To do this, click on the 🔎 icon and select the desired floater from the list. Decide, whether you want to apply the selected filter to all registered LSPs (click on 💾 **Save for all**) or only for the selected one (click on 💾 **Save**). You will then always see the current fuel floater surcharge at first glance. To return to the previous screen without saving, click on the :cross_mark: **Cancel** button.
#### Agent
The agent is the contact person at the LSP who receives the tender is responsible for participation in the tender. The agent role is maintained in the user administration of the corresponding LSP. If several users have the agent role, it can be defined in the LSP user administration, which of them should receive the tender.
#### Manage deadline
To adjust the global tender deadline defined in the tab **General Information **which is applied to all registered LSPs, you can adjust the deadline for LSPs in the overview. As shown in the graphic *Logistics Service Provider*, in the last column “Deadline”, click on the ✏️ button to adjust the deadline. A new window opens. By clicking directly in the date field or on the 📅 icon, you can define the date and time. Click on the 💾 **Apply **button to save your changes.
> 📝 Please note, that if you add an LSP later to the tender, ELOGATE automatically sets the deadline. However, this deadline always grants the LSP two weeks by default - beginning with the day on which the LSP was added to the tender. Nevertheless, the deadline can be adjusted as described.
### Positions
Positions are a crucial part of any tender and can be created based on different [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332). As visible in the graphic *Positions - Overview *below, for each template, positions can be created, edited, copied, and deleted. Furthermore, the current prices for each position are displayed, as well as the quantity and offer (if already uploaded by the LSP).
#### Positions
As described on the page [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787337](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787337), the tender status is displayed next to each position. The number per status indicates how many of the registered LSPs have provided an **offer** for this position or have been **awarded** by you.
##### Create new positions
If you want to create a new position, first select the desired tender and click on the ✏️ button. Besides, changing the tender’s basic information, you can create new positions. To create a position, head to the tab **Positions **in the tender and then click on the ➕ **New position **button. In the next step, select the template for which you want to create the position (for the definition of templates see [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332)). A new window opens with the tabs **General Data**, **Additional Specifications,** and **Expense calculations** (see graphics below).
In the first tab, you need to specify the origin and destination of the position. To do so, you can choose any combination of
- Zip: a specific zip code in the country chosen from the dropdown menu.
- Zone: a zone as defined by the zone template (see [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787267](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787267)) in the country chosen from the dropdown menu.
- Company: a company from the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787267](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787267) stored in ELOGATE.
Furthermore, you must select the transport type from the dropdown menu at the bottom left-hand side of the popup window. Next to the transport type, you can select a specific Incoterm from the dropdown menu or keep the default value “Any”. If the latter is applied, prices are found on the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) when creating/editing a new shipment, independent of the applied Incoterm there. The same logic is applied to the means of transportation (MOT) in the right part of the window. By default, the price ranking is set to “Standard”. If you tick the price ranking checkbox, the price of this specific position will be lower-ranked compared to the other positions in the tender.
> 📝 **Price ranking** example: You have two positions with same origin and destination. However, the first one ist based on zip codes and for the second position, the destiantion is defined by a zone.
> 📝
> 📝 - Pos 1: AT 1200 Vienna → DE 80335 Munich
> 📝 - Pos 2: AT 1200 Vienna → DE 80
> 📝
> 📝 Now you can mark Pos 1 “lower-ranked” as the price is only valid for a certain city. As a result, when creating/editing a new shipment on the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) from AT 1200 Vienna to DE 80, only the tender offer for Pos. 2 is displayed and can be selected.
> ℹ️ The template determines the information and offer structure of the individual position and must be created and edited in the Purchase submenu [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332).
In the second tab, you can provide further information to the LSPs for the selected position such as the number of trucks per year, the average number of pallets, or any other specifications for the position. The additional specification fields are defined during the ELOGATE implementation and need to be specified in the offer template (see [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332)).
In the third tab, fill in the **current** values for the position according to the previously created template (in the below example the current freight price per euro pallet and the yearly amount of pallets per scale.
> ℹ️ You can only fill in the specification and information fields but not the offer fields, as the offer fields must be filled out by the LSP during the tender procedure.
Finally, click on 💾 **Apply** to confirm your entry, or click on the :cross_mark: **Cancel** button to return to the previous screen. The stored position will now be displayed in the overview and can be further edited.
##### Edit positions
By clicking on the ✏️ button, an existing position can be edited. Equally to the creation of a new position, the above-mentioned actions can be performed. Click on 💾 **Apply** to confirm your entry, or click on the :cross_mark: **Cancel** button to return to the previous screen.
##### Copy positions
> ⚠️ If you copy a position or edit it, the form needs to be changed, because otherwise, there is no possibility to cancel the operation.
By clicking on the :note:button, an existing position can be copied and further edited. Equally to the creation and editing of a new position, the above-mentioned actions can be performed. Click on 💾 **Apply** to confirm your entry, or click on the :cross_mark: **Cancel** button to return to the previous screen.
##### Delete positions
By clicking on the 🗑️ button, a popup window will open, asking you if you are sure you want to delete the position. Confirm the deletion by clicking on 🗑️ **Remove**, or click on the :cross_mark: **Cancel** button to return to the previous screen.
#### Current Price
For each offer template where positions are defined, the current prices (see *Create new positions *and *Edit positions*) can be displayed in an overview. Therefore, first, select the offer template (if your tender contains several) above the filters and then click on the **CURRENT PRICE **button. If you have defined current prices in the **expense calculation **(see *Create new positions *and *Edit positions*), they will be displayed here. To download current prices, click on the 🔽 button on the right-hand side of the screen. The below window will open and you need to select the offer template for which you want to download the current prices. By clicking on one of the displayed offer templates, the download will start immediately. You can also upload current prices for a greater amount of positions if you click on the 🔽 button by dragging and dropping files or browsing for files.
#### Quantity
For each offer template where positions are defined, the quantity (see *Create new positions *and *Edit positions*) can be displayed in an overview. Therefore, like for the current price, select the offer template (if your tender contains several) above the filters and then click on the **QUANTITY **button. If you have defined quantities in the **expense calculation **(see *Create new positions *and *Edit positions*), they will be displayed here. To download quantities, click on the 🔽 button on the right-hand side of the screen. The below window will open and you need to select the offer template for which you want to download the quantities. By clicking on one of the displayed offer templates, the download will start immediately. You can also upload quantities for a greater amount of positions if you click on the 🔽 button by dragging and dropping files or browsing for files.
#### Logistics Service Provider
To see the offer prices of one specific LSP, select one of the offer templates and then click on the **LOGISTICS SERVICE PROVIDER **button. Then click on the dropdown list and select the desired LSP.
You can filter the positions by clicking on the colored buttons at the top.
- **All**: All positions are displayed.
- **No offer submitted**: only the positions for which the LSP has not submitted an offer are displayed.
- **Offer submitted**: only the positions for which the LSP has submitted an offer are displayed.
- **Awarded**: only the positions for which the LSP has been awarded by you are displayed.
To download the offers for all [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332) of the selected LSP, click on the 🗓️ button on the right-hand side of the screen, and the download will start immediately. You can also upload offers (in place of the LSP) for a greater amount of positions if you click on the ⬆️ button by dragging and dropping or browsing for the previously downloaded offer file.
> 📝 To see, how the tender partcipation looks like for the LSP, have a look on the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/3491332097](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/3491332097) page.
### Documents
In addition to the tender information stored in ELOGATE, you can also make additional tender documents (e.g., general terms and conditions, SLAs, etc.) accessible to the LSPs. To upload the tender documents that you want to provide to the registered LSPs, click on the tab on the left-hand side. Secondly, upload the respective document by dragging and dropping or browsing for the file. Repeat the previous actions until all documents are uploaded.
Click on 💾 **Save** to apply and save all the changes that you made to the tender, or click on the :cross_mark: **Cancel** button to return to the previous screen (without saving).
> ℹ️ If the tender documents are marked “mandatory”, the tender can only be saved, if all documents are uploaded and attached to the tender. In case, some of the documents is missing, you will get an error message when trying to save.
> ℹ️ Only one document can be uploaded per tab. If you want to upload multiple documents/folders, group them into a compressed file (e.g. ZIP) and upload them
## Tender Progress
If the tender is sent, you can watch its progress by checking the status in the column logistics service provider. The below video will show you how to watch the tender progress.
## Awarding
In order to better understand the offer, some terms and processes must be defined (see also [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787334/Smart+Tender#Terms-and-Definitions](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787334/Smart+Tender#Terms-and-Definitions)). In general, the evaluation is divided into three expense types:
- Best expense comparable (CB): These are the expenses for which multiple LSPs have reoffered prices. Always the best offer is considered for the expense calculation.
- Current expense comparable (CE): This is the current expense for which at least one offer is available (if not all current positions are reoffered).
- Best potential comparable (CP): Indicates if the expenses for comparable positions have increased or declined in total.
> 📝 A potential is always shown as a **negative** value, as the expense has been reduced and a price increase is shown as a positive number as the expense went up.
> ℹ️ **Expense Caluclations**
> ℹ️
> ℹ️ Preconditions: The quantity, price and submitted offer values are **> 0**. Otherwise, the result is 0.
> ℹ️
> ℹ️ - CB: Quantity (quant grid) * Cheapest price (offers)
> ℹ️ - CE: Quantity (quant grid) * Current price (price grid)
> ℹ️ - CP: CB - CE = CP
To evaluate offers on the basis of an individual tender, click on the 🏆 button in the operations bar of the desired tender. At the top, you find the sums of the best expense comparable, current expense comparable and best potential comparable. By clicking on the :info: icon right to the best potential value, additional information regarding the current expense, best expense and the awarded expense are displayed. In the middle, between the expenses/potential comparable and the awarded expenses/potential comparable, you can activate the automatic recalculation of the tender evaluation (e.g., after importing additional offers) by ticking ✔️ the checkbox. Please be patient, the calculation may take some time.
Below the expenses, the offer [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332) are displayed. To award certain LSPs, select one of the offer templates by clicking on the name. Below the offer templates, you find a filter bar.
You can filter the positions by clicking on the coloured buttons.
- **All**: All positions are displayed.
- **Offer Submitted**: Only the positions for which at least one LSP has submitted an offer are displayed.
- **Awarded**: Only the positions for which at least one LSP has been awarded by you are displayed.
Furthermore, you can use the search bar to search for a specific position. Another option is to use the **from/to** **type **(zone, zip, company), **from/to** **country**, **transport type**, **direction **and **supplier **(LSP)** **filters right to the search bar. You can apply any possible combination of the. To clear all filters click on the ❌ button below the filter symbol.
Below the formerly described filters, you can choose from three different views:
- Expenses: In this view, each position is represented by one row. Each of the LSPs which are part of the tender is displayed in a separate column.
- For each of the positions, you can see the current status regarding the number of LSPs (**All**, **Offer Submitted**, **Awarded**). Furthermore, the transport type and Incoterm are displayed.
- For each of the LSPs,
- on the left-hand side of the column, the 🖥️ icon indicates whether the prices are visible in the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) is not (**green**: prices are displayed**, ****red**: prices are not displayed).
- Besides the 🖥️ icon, a card is displayed. By default, the card is displayed in **green**. By clicking on the card icon, you can change the colour from green to **red**.
- **Green**: The prices for this LSP are displayed in the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) when editing a shipment.
- **Red**: The LSP is excluded from the evaluation as well as from a subsequent transport assignment, as the prices for this LSP are **not** displayed in the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) when editing a shipment. :info: **Info**: Use red cards to exclude a service provider from a transport assignment without deleting the service provider or the offers from the system.
- there is a ❌ button right to the LSP’s name. **Caution: **When clicking on this button, the entire LSP **column** (incl. the offers for all positions) will be deleted.
- The line **sum **below the LSP name indicates the** total potential **for the current offer [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332) (+/-) as a total amount and in per cent.
- By clicking on the **grey**** **bar on the left-hand side of the cell, you can award LSPs based on the positions. Consequently, the bar will change its colour from grey to **yellow**. As a result, all offers from the awarded LSP for this position (in the current offer template) are awarded and marked in yellow. The detailed offer prices for the selected position can be found when changing to the **Prices **view.
- Prices: In this view, each position is represented by one row. Each offer field (as defined during the *System Scoping* phase of your implementation) which is part of the currently selected offer template is displayed in a separate column.
- At the very left of each row, there is a **details **button displayed. When clicking on this button, a new table opens and displays the results of the selected position for each LSP. This detailed view allows you the award an LSP only for certain positions of the scaling. By clicking on the tender name in the table top row, you return to the **Prices **view.
- Column Header
- 🏆 Awarded price
- 🏷️ Price in the previous tender round
- **Max**imum price of the current tender round
- **Avg** Average price of the current tender round
- **Quant**ity
- Cell
- 🏆 Awarded price
- 🏷️ Price in the previous tender round
- **Percentage value **Total potential** **for this specific offer
- As in the **Expenses **view, on the left-hand side of the table, there are displayed the position details (from-to), status, transport type and Incoterm.
- In each cell of the view, the awarded price, the price from the previous tender round (if available), the maximum price of the current tender round and the average price of the current tender round are displayed (see bullet points above).
- Supplier: In this view, first you need to choose an LSP from the dropdown list. Following, each position is represented by one row. Each offer field (as defined during the *System Scoping* phase of your implementation) which is part of the currently selected offer template is displayed in a separate column.
- Equal to the **Prices **view, on the left-hand side of the table, there are displayed the position details (from-to), status, transport type and Incoterm.
- In contrast to the **Prices **view, the cells only contain the actual offer price which has been submitted by the LSP.
> 📝 You can award all LSPs/positions at once by click on the 🪄 **magic wand **button next to the filter bar. Please note, that this button always awards the **cheapest **LSP.
> 📝
> 📝 If you want to clear up the entire awarding, click on the 🗑️ button next to the 🪄 button.
Next to the 🪄 and the 🗑️ button, you find the same information regarding (awarded) best expense comparable, (awarded) current expense comparable, and (awarded) best potential comparable as described earlier.
Lastly, you need to make the prices visible in [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) by clicking on the 🔛 / **OFF **button on the right-hand side of the screen. You need to perform this action for all offer [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787332), if you want to display all offer prices in E-Aviso.
- **Green**: The prices for this LSP are displayed in the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) when editing a shipment.
- **Red**: The LSP is “disqualified” (like in soccer) and the prices for this LSP are **not** displayed in the [https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265](https://jirasatiamo.atlassian.net/wiki/spaces/BM/pages/27787265) when editing a shipment.
After you have made all desired changes, click on 💾 **Save** to confirm your entry, or click on the :cross_mark: **Cancel** button to return to the previous screen. For more detailed explanations see the video below.
## Export tenders
If you want to export tenders and tender results as an Excel file, click on the **Downlaod as Excel-file:ALL **button. A new window opens where you can select the LSPs for which you wnat to download the tender results. Following, click on the 🔽 button on the right-hand side (circled in red). The tender will be exported as an Excel file and can be further processed. Click on the ⬅️ **Back **button to return to the previous screen.