🗣️ This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.
Once your Request has reached its deadline, you can Award or Close the Request.
Finalising a Request - whether through awarding or closing - allows you to track savings, maintain an accurate audit trail, and communicate outcomes to participating suppliers.
Even if you are not yet ready to award a supplier, it is still recommended to close the completed Requests. This ensures the data is included in your reporting, providing a complete view of sourcing activity across all Request statuses, including Created, Issued, Live, Deadline Passed, Awarded and Closed.
✏️ Important to note: Requests can only be awarded or closed after their deadline has passed.
Closing a Request
Closing a Request finalises the sourcing event without awarding it. Once a Request has been closed, no further actions or revisions can be made.
Awarding a Request
Select this option if you are ready to award business to one or more suppliers. The available award methods depend on the structure of your Request:
Request-level award – The entire Request is awarded to a single supplier.
Line-level award – Individual line items can be awarded to one or more suppliers, or left unawarded.
Lot-level award – Each lot can be awarded to a single supplier or left unawarded.
No award – The Request is closed without awarding any suppliers.
Request-level award
Open the relevant Request.
Click ‘Request actions’ and select ‘Award request’.
You will be met by some guidelines to read before clicking ‘Start now’.
On the next page select ‘Request-level award’ and then continue.
Select the supplier you want to award and then continue.
You will then be prompted to confirm the budgeted value for your request.
If the amount is correct, select “Yes”, then, click “Continue”.
If the amount isn’t correct, select “No, I will adjust the budgeted value” and update the amount in the field provided. Then, click “Continue”.
Next, you will be prompted to confirm the value from the awarded supplier for this request.
If the amount is correct, select “Yes”, then, click “Continue”.
If the amount isn’t correct, select “No”, then, click “Continue”. You will be asked to specify one or more reasons why the calculated total value is not accurate. Then, click “Continue”.
You will be asked to provide the accurate total value for the request.
You’ll have the option to provide additional comments on request value.
Once you’ve confirmed your budget and request value, the platform will show you different options for calculating savings.
Sum of all specific savings
Savings are calculated across all pricing-related components of the Request and then aggregated into a total savings value. The system will display the calculation and prompt you to confirm it by selecting the confirmation checkbox.
Budgeted value vs final value
Savings are calculated as the difference between the Request's budgeted value and its final awarded value. The system will display the calculated savings and prompt you to confirm the amount by selecting the confirmation checkbox.
Manually provided
Savings provided as a manual figure plus a description of how this figure was calculated.
The system will then prompt you to manually enter the accurate total savings for the request and describe how these savings were calculated, before asking you to confirm by ticking the confirmation box.
Savings cannot be provided
Next you will choose how you would like to message your suppliers:
Awarded suppliers - Suppliers who were awarded as part of the request
Unsuccessful suppliers - Suppliers who will be newly marked as unsuccessful
Previously unsuccessful suppliers - Suppliers who were marked as unsuccessful previously
Non-bidding suppliers - Suppliers who withdrew their bid, declined to bid, or did not respond
No suppliers - No messages will be sent to any supplier on the requestIf you choose to message your suppliers, you can customise the message in the text box provided and optionally upload any relevant files. Once done, click “Continue.”
Finally you will see a ‘Review and Submit’ page showing:
Overall outcome of the awarded request
Spend and savings results
Messages to selected suppliers summary
Once you are happy with this click Accept and submit to finalise the award flow.
Once you submit your request, the page will refresh and display a green confirmation message indicating that it has been ‘Submitted successfully’. At this point, you can choose either of the two Exit Process buttons to leave the page.
After your request has been awarded, the Request Actions button will update to Create Contract, allowing you to proceed directly to contract creation - to learn more about our Contracts Hub click here.
Lot-level award
Open the relevant Request.
Click ‘Request actions’ and select ‘Award request’.
You will be met by some guidelines to read before clicking ‘Start now’.
On the next page, select On the next page, select Lot-level award and then continue to the next step.
The next page displays an overview of the values submitted by each supplier for every lot. Under Award Decision for each lot, you will have the option to either:
Award to 1 supplier
No award to any supplier
Once you have made your selections click continue.
You will then be prompted to confirm the budgeted value for your request.
If the amount is correct, select “Yes”
If the amount isn’t correct, select “No, I will adjust the budgeted value” and update the amount in the field provided. Then, click “Continue”.
Next, you will be prompted to confirm the value from the awarded supplier for this request.
If the amount is correct, select “Yes”
If the amount isn’t correct, select “No”. Then, click “Continue”
You will be asked to specify one or more reasons why the calculated total value is not accurate. Then, click “Continue”.
You will be asked to provide the accurate total value for the request.
You’ll have the option to provide additional comments on request value.
Once you’ve confirmed your budget and request value, the platform will show you different options for calculating savings.
Sum of all specific savings
Savings are calculated across all pricing-related components of the Request and then aggregated into a total savings value. The system will display the calculation and prompt you to confirm it by selecting the confirmation checkbox.
Budgeted value vs final value
Savings are calculated as the difference between the Request's budgeted value and its final awarded value. The system will display the calculated savings and prompt you to confirm the amount by selecting the confirmation checkbox.
Manually provided
Savings provided as a manual figure plus a description of how this figure was calculated.
The system will then prompt you to manually enter the accurate total savings for the request and describe how these savings were calculated, before asking you to confirm by ticking the confirmation box.
Savings cannot be provided
Next you will choose how you would like to message your suppliers. In Lot-level award:
No suppliers - No messages will be sent to any supplier on the request
Awarded suppliers - Suppliers who were awarded as part of the request
If you choose to message your Awarded suppliers, you have further options to either
Send a general message to all suppliers
Send an individual message to each supplier
Choose how to message each supplier
Regardless of how you decide to message your suppliers, you can customise the message in the text box provided and optionally upload any relevant files. Once done, click “Continue.
Finally you will see a ‘Review and Submit’ page showing:
Overall outcome of the awarded request
Spend and savings results
Messages to selected suppliers summary
Once you are happy with this click Accept and submit to finalise the award flow.
Once you submit your request, the page will refresh and display a green confirmation message indicating that it has been ‘Submitted successfully’. At this point, you can choose either of the two Exit Process buttons to leave the page.
After your request has been awarded, the Request Actions button will update to Create Contract, allowing you to proceed directly to contract creation - to learn more about our Contracts Hub click here.
Line-level award
Open the relevant Request.
Click ‘Request actions’ and select ‘Award request’.
You will be met by some guidelines to read before clicking ‘Start now’.
On the next page select ‘Line-level award’ and then continue.
The next page displays an overview of the values submitted by each supplier for every line item. Under Award Decision for each line item, you will have the option of which supplier you want to award to.
Once you have made your selections for all line items, click continue.
You will then be prompted to confirm the budgeted value for your request.
If the amount is correct, select “Yes”
If the amount isn’t correct, select “No, I will adjust the budgeted value” and update the amount in the field provided. Then, click “Continue”
Next, you will be prompted to confirm the value from the awarded supplier for this request.
If the amount is correct, select “Yes”
If the amount isn’t correct, select “No”. Then, click “Continue”
You will be asked to specify one or more reasons why the calculated total value is not accurate. Then, click “Continue”.
You will be asked to provide the accurate total value for the request.
You’ll have the option to provide additional comments on request value.
Once you’ve confirmed your budget and request value, the platform will show you different options for calculating savings.
Sum of all specific savings
Savings are calculated across all pricing-related components of the Request and then aggregated into a total savings value. The system will display the calculation and prompt you to confirm it by selecting the confirmation checkbox.
Budgeted value vs final value
Savings are calculated as the difference between the Request's budgeted value and its final awarded value. The system will display the calculated savings and prompt you to confirm the amount by selecting the confirmation checkbox.
Manually provided
Savings provided as a manual figure plus a description of how this figure was calculated.
The system will then prompt you to manually enter the accurate total savings for the request and describe how these savings were calculated, before asking you to confirm by ticking the confirmation box.
Savings cannot be provided
Next you will choose how you would like to message your suppliers:
Awarded suppliers - Suppliers who were awarded as part of the request
Unsuccessful suppliers - Suppliers who will be newly marked as unsuccessful
Previously unsuccessful suppliers - Suppliers who were marked as unsuccessful previously
Non-bidding suppliers - Suppliers who withdrew their bid, declined to bid, or did not respond
No suppliers - No messages will be sent to any supplier on the reques
If you choose to message your suppliers, you can customise the message in the text box provided and optionally upload any relevant files. Once done, click “Continue”.
Finally you will see a ‘Review and Submit’ page showing:
Overall outcome of the awarded request
Spend and savings results
Messages to selected suppliers summary
Once you are happy with this click Accept and submit to finalise the award flow.
Once you submit your request, the page will refresh and display a green confirmation message indicating that it has been ‘Submitted successfully’. At this point, you can choose either of the two Exit Process buttons to leave the page.
After your request has been awarded, the Request Actions button will update to Create Contract, allowing you to proceed directly to contract creation - to learn more about our Contracts Hub click here.
Got a question or need clarification? Send us a message by clicking the Help chat button in the bottom right - our AI assistant, FIN, will help you right away, and connect you to our team if needed.