Guide
How to use this platform
Pick your role to see the exact steps, in order, from first sign-in to a completed tender.
Super Admin walkthrough
You own the full procurement cycle: the catalogue, the tender, the vendors and the award.
1 · Keep the Master Catalogue current
Administration → Master Catalogue. Add, edit or deactivate items, manage lots and categories, and use the Excel import when a fresh annual list arrives. Tender serial numbers are generated and automatically rearranged when approved items are added, removed, moved or reordered. The Master Catalogue item identifier remains stable.
2 · Collect department requirements
Administration → Department Requirements. Review what Horse, Dog and Nutrition submitted, approve, return, defer or reject each line, then use the Consolidation workspace to merge them into one tender list. The Blank Entry Sheet lets you type or paste rows straight from Excel.
3 · Clear the Admin Approval queue
Administration → Admin Approval. Everything waiting on you is grouped by lifecycle stage — tenders still collecting internal requirements, tenders submitted for review, and tenders you previously rejected — with reference, item count and deadline on each card. Open a tender from here to approve it for publication or reject it with a recorded reason.
4 · Build and float the tender
Administration → Tenders. Open the year, edit metadata and deadlines, adjust quantities and specifications on the Items tab, and move the tender through Draft → Review → Approved → Open. Preview gives you the PDF and Excel tender document.
5 · Set the Terms and Conditions
Administration → Terms and Conditions. Maintain the clauses vendors must accept before quoting — registration, shelf life, packing, delivery and payment terms. Vendors see these at the top of the quotation gate and cannot submit until they accept them.
6 · Invite vendors
Administration → Vendors to keep the bidder register, then Administration → Vendor Invitations to generate a unique 8-digit numeric passcode for the vendor and tender, confirm the public link shown in the sharing panel, and send it by email or WhatsApp. Vendors need no account — only the tender-specific link and their 8-digit passcode. The passcode is shown to you only when it is created or reset, and is stored as a secure hash.
7 · Monitor and edit submissions
Administration → Vendor Quotations. Track progress live, open any submitted sheet to correct entries, and reopen a submission before the deadline when a vendor asks. Compliance Review lists shelf-life, pack-size and registration flags so you can grant an exception with a reason, and Vendor Messages keeps every clarification request and reply on record.
8 · Evaluate, award and report
Administration → Evaluations for line-by-line awards, partial quantities and rejection reasons. Reports produces the tender index, schedules, demand breakdown, participation, comparisons, exceptions, clarifications, award schedules and audit reports in PDF and Excel, priced in OMR to three decimals.
9 · File equipment requirements
Administration → Requirement Files Library. Each requirement record — pharmaceuticals, equipment, consumables, laboratory or miscellaneous — is stored separately — reference, year and optional period, type, title, departments covered, dates, status and an optional tender link — and holds one or more uploaded Requirement Files. Several requirements can exist for the same year.
10 · Keep oversight of the platform
Users creates internal staff accounts, assigns Super Admin or department roles and shows who is currently online. Notifications is your own inbox of approvals, returns, deferrals, rejections and vendor activity. Audit Log holds the full before-and-after trail, and Settings carries the global currency, decimals, timezone and document defaults.
Good to know
- Every status change is written to the Audit Log and notifies the requester.
- Settings holds the placeholders, rules and deadlines used across documents; currency is OMR to three decimals, excluding VAT, and all deadlines are Asia/Muscat.
- Users manages internal application accounts and permissions. Vendor Invitations manages tender-specific vendor links and unique 8-digit passcodes.
- Tender serial numbers rearrange automatically with the current tender order; lot item counts and number ranges follow. Published tender snapshots are not changed by later Master Catalogue edits.
Still stuck? Contact the tender administrator, or go back to the home page.