Submit and seal vendor portal bids

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Submit and seal vendor portal bids within SmartERP.

This guide explains how prospective bidders upload and seal bids through the SmartERP Vendor Self-Service Portal.

{screenshot:submit-and-seal-portal-bids-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: purchase, stock, smarterp_store_voucher, purchase_requisition
• Security Groups:
  • Purchase User (Technical ID: purchase.group_purchase_user)
  • Purchase Administrator (Technical ID: purchase.group_purchase_manager)
  • Inventory User / Storekeeper (Technical ID: stock.group_stock_user)
• Master Data Dependencies: Product masters, units of measure, approved supplier catalog, warehouse storage locations, and procurement budget lines.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Purchase app icon.
4. From the top navigation bar, open Purchase → Orders → Purchase Orders / Requisitions; Inventory → Operations.

{screenshot:submit-and-seal-portal-bids-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Vendor / Supplier (Mandatory): Approved vendor profile with verified commercial license and TIN
   • Order Lines & Products (Mandatory): Specified items with precise quantities, units of measure, and unit costs
   • Delivery Destination (Mandatory): Physical store or warehouse receiving location
   • Fiscal Position & Taxes (Mandatory): Statutory 15% VAT and applicable withholding tax terms
3. Configure optional operational parameters and localized tags as required:
   • Requisition Reference (Optional): Link to approved departmental purchase requisition
   • Payment Terms (Optional): Contractual settlement schedule (Net 30, Advance, LC)
   • Incoterm & Port (Optional): Shipping terms for import consignments (FOB Djibouti, CIF Bole)
4. Click the Save icon in the control bar to commit the record.

{screenshot:submit-and-seal-portal-bids-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft RFQ → Sent → Confirmed Order → Received (GRN) → Billed → Locked).
• Ledger & System Impact: GRN validation posts stock valuation entries; vendor bill confirmation posts accounts payable and statutory withholding tax liabilities.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:submit-and-seal-portal-bids-transaction-processing-state}

Vendor Submission Procedure#

1. Log in to the SmartERP Vendor Portal (https://smarterp.et/portal/tenders).
2. Navigate to Active Tenders and select the target tender.
3. Click Prepare Bid Submission.
4. In Envelope 1: Technical Proposal:
   • Upload PDF copies of Business License, TIN, Tax Clearance, and Manufacturer Authorization.
   • Upload Technical Offer document.
5. In Envelope 2: Commercial Offer:
   • Enter unit prices for each BoQ item.
   • Enter delivery lead time in calendar days.
6. In Bid Bond:
   • Upload scanned copy of Cashier's Payment Order (CPO) or Bank Guarantee.
   • Enter Issuing Bank, CPO Number, and Expiry Date.
7. Click Seal and Submit Bid.

Cryptographic Receipt Generation#

Upon submission, SmartERP computes an immutable SHA-256 hash across the submitted files and payload. The portal displays:

• Receipt Number: RCP-TND-2026-0042
• SHA-256 Checksum: 8f4b2e...39a1
• Timestamp: Ethiopian local server timestamp.

The vendor downloads the official stamped PDF receipt for presentation at the public bid opening ceremony.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Procurement: Run scheduler (reordering rules) (stock.ir_cron_run_procurement): Runs daily to generate RFQs for inventory items below safety stock
  • Stock: Expired lot quarantine trigger (stock.ir_cron_quarantine_expired): Runs daily to isolate batches past shelf life
  • Purchase: Check supplier delivery deadlines (purchase.ir_cron_check_deadlines): Runs daily to send automated expediting notices to suppliers
• Custom Print Templates & Reports:
  • Purchase Order Confirmation (Commercial Contract)
  • Ethiopian Goods Receiving Note (GRN / Model 19)
  • Store Issue Voucher (SIV / Model 20)
  • Vendor Bid Evaluation & Comparison Matrix
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#

Next#

• Verify CPO bid bonds: Verify CPO bid bonds and bank guarantees.