Once you have:

  • Quantities for each article/business unit (BU),
  • Final prices, and
  • Suppliers to be awarded for each article,

…the project is ready to be finalized.



Step 1: Open the Project and Deactivate Emails & Reminders 


  1. Navigate to Email & Reminders → Inform/Remind.
  2. Select all email types, except:
    • Milestones emails
    • Awarding emails
  3. Click Disable.


Why? This prevents notifications from being triggered while the project is still in progress.




Step 2: Prepare the Demand Specification Grid 


If a quantity collection was done, you will have a grid in status “In Analysis” or Closed.
This grid contains quantities but not final prices. 


Actions:

  1. Go to Demand Specification → Back to Tender Elements.

  2. Copy and paste the original grid.

    • If the grid is still In Setup, you do not need to copy-paste.
    • Reason: Only grids in In Setup status can be edited.

  3. A new grid will be created with the same articles.Click Edit Line Items to open.




If needed You can:

  • Modify article data (e.g., contract dates).
  • Create new articles (Insert empty lines).
  • Add missed articles (Insert existing articles).
  • Delete articles that will not be awarded - from the original grid (Tender Elements → Previewer on Grid 1 → Delete).




Optional Step: Partial Awarding 


If you need to award only some articles urgently and are not ready to award all of them, you can split the grid by following the steps below. If this does not apply, skip to Step 3.



  • Go to Tender Elements → Move Grid Lines to New Structure. 


  • Select the number of grids to split into → Click Apply.


  • Rename the grids → Click Apply. 


  • Distribute articles between grids→ Apply → Click Close when prompted. 


Now you have separate editable grids. Award one now and repeat later for the remaining grid. 


Step 3: Insert Quantities and Prices  


  • Click Edit Line Items → BU View to see separate lines for each article/BU. 


  • If there are many lines, Export to Excel for easier data entry. 



  • In Excel Insert:
  • Final quantities in Quantities (selling units) column.
  • Final prices in FINAL Buying Price column.
  • (Optional) Previous prices in Previous Buying Price column.


  • Save as Unrestricted.
  • Important: Use Paste Values to avoid format issues.


Hint: Use Excel functions to match values.




Import Back:

  • Go to eSourcing → Demand Specification → Edit Line Items → BU View → Import Lines.
  • Choose the file → Click Next → Next → Apply.

 


Finalize Internal Phase:

  • Click Cose Internal Phase.
  • Do not close the pop-up manually. Wait until it disappears (may take several minutes).



Step 4: Awarding

  • Navigate to Awarding tab.
  • Click the Wheel icon → Show supplier name in all lines for better visibility.


  • Select the supplier/article → Click Award.
  • You can award multiple suppliers for the same article if needed.



Alternative: Award via Excel

  • Click Export Awarding → Download Excel.
  • In the first column, select Awarded for the relevant supplier/article.
  • Save as Unrestricted → Click Import to upload.


Finalize Project

  • Click Finalize Project.
  • Condition: All articles must be awarded to at least one supplier.
  • Status changes from Awarding in Progress to Awarded.


Notify Suppliers

  • Use New Email option in Awarding screen and Choose one of the two templates:
    • Inform awarded suppliers.
    • Inform non-selected suppliers.



For any further questions do not hesitate to contact us by email at esourcing@sourcingsupport.de.