Reopening a Sourcing Activity

Reopening a sourcing activity allows suppliers to revise and resubmit their proposals after the initial submission.

This feature is useful when additional clarifications, adjustments, or new information is required from suppliers.

You can choose to:

• Reopen the activity to all suppliers – Allowing all participants to revise their submissions.

• Reopen the activity to selected suppliers – Limiting revisions to shortlisted suppliers only.

By reopening a sourcing activity, you can set new submission deadlines, provide specific feedback to suppliers, and track their updated responses while maintaining access to previous submissions.

When to Use This Feature

• When suppliers need to revise their submissions based on new requirements, clarifications, or requested changes.

• When you want to allow shortlisted suppliers to improve their proposals without reopening the event to all participants.

• When a sourcing event needs to be extended due to incomplete or insufficient supplier responses.

• When suppliers have provided incorrect or missing information and need the opportunity to update their submissions.

Step-by-Step Guide

1. Access the Sourcing Activity

• Navigate to the Main Menu and click Sourcing.

• Locate the sourcing activity you wish to reopen using the search bar or filters.

• Click on the sourcing activity to open its details.

2. Initiate the Reopen Process

• Scroll to the bottom left-hand side of the record page.

• Click the Reopen Activity button to start the reopening process.

3. Select Suppliers to Reopen the Activity To

• Choose whether to reopen the sourcing activity to all suppliers or only to a selected group of suppliers.

  • Reopen to All Suppliers – All participating suppliers can revise their submissions.

  • Reopen to Specific Suppliers – Select only certain suppliers who need to update their responses.

• Click the Supplier Name dropdown.

• Select one or multiple suppliers, depending on your requirements.

4. Set New Opening and Closing Dates

• Define the Opening Date – The date and time when the sourcing activity will be reopened to selected suppliers.

• Define the Closing Date – The deadline by which suppliers must submit their revised responses.

These dates ensure that suppliers have a clear timeframe to submit their updates.

5. Provide Comments or Instructions to Suppliers

• Use the Description/Notes field to provide specific instructions on what needs to be revised or clarified.

• Clearly communicate any updates, such as pricing adjustments, additional documentation, or specific response modifications.

6. Supplier Notifications and Responses

• Once the sourcing activity is reopened, suppliers receive a notification informing them of the reopening and your instructions.

• Suppliers can log in, review the new request, and submit updated responses before the new deadline.

• Each time a supplier submits their revised response, the sourcing activity creator is notified.

Historic supplier responses are saved, allowing you to compare past and updated submissions.

7. Reviewing and Comparing Supplier Responses

• Supplier responses can be reviewed in the Financials, Supplier Sections, Supplier Questionnaires, and Supporting Documents tabs.

• Use the side-by-side comparison feature to analyze how a supplier’s response has evolved between rounds.

• Assess updates in pricing, document submissions, and questionnaire answers.

8. Managing Scoring After Reopening a Sourcing Activity

• Reopening a sourcing activity may require internal scorers to reassess supplier responses.

• The Scoring Management Overview table provides visibility into scorer statuses.

Scorer Statuses in the Scoring Management Overview Table

• Complete – The scorer has fully scored all assigned sections for the latest supplier submission.

• Incomplete – The scorer has at least one unsubmitted scoring assignment.

• Requires Resubmission – The scorer previously completed scoring, but the supplier has resubmitted, meaning their scores may be outdated.

Reopening Scoring for a Scorer

• If a supplier has updated their submission, scorers may need to reassess their scores.

• Click the Reopen Scoring button in the Scoring Management Overview table to allow scorers to update their evaluations.

• The assigned scorers will receive a notification prompting them to review and resubmit their scores.

Key Considerations & Best Practices

✅ Reopen Sourcing Selectively – Only reopen the activity to necessary suppliers to avoid unnecessary revisions.

✅ Set Clear Deadlines – Ensure suppliers understand their revised response timeline by setting accurate opening and closing dates.

✅ Provide Detailed Instructions – Use the Description/Notes section to specify exactly what updates suppliers should make.

✅ Track Supplier Submissions – Monitor responses in the Financials, Supplier Sections, Supplier Questionnaires, and Supporting Documents tabs.

✅ Manage Scoring Updates – If supplier responses change, ensure scorers update their evaluations using the Reopen Scoring feature.

✅ Compare Historic Responses – Use the platform’s tracking tools to analyze changes between initial and revised supplier submissions.

Additional Resources

📌 Related User Guides:

• Assigning Scorers for Supplier Responses – Managing scoring responsibilities when supplier responses are updated.

• Historic Supplier Submissions – Track supplier responses and scores awarded.