--- title: Enter or change a proposal summary: Enter the bid of a contractor by hand when it comes by phone or e-mail without an RFP, or change a proposal you entered before. order: 1 menu: Contracts > Proposals route: /proposals/create who: People who have the Add Proposals permission. Changing a proposal needs Edit. --- Most proposals come from contractors through an RFP. Use this form when a contractor gives you a bid in another way, for example by e-mail, and there is no RFP. The proposal you enter is saved as **Submitted**. Then you can [award it](index.md#how-to-award-a-proposal) and make a work order. ## Before you start - The project and the contractor must exist in the system. - The BOQ items of the work must exist in the project. See [Project BOQ](../project-boq/index.md). - Have the bid of the contractor at hand: the rate of each item, the validity date and the terms. ## How to enter a proposal 1. Open **Contracts > Proposals**. 2. Click **Create**. The form **Create Proposal** opens. ![The Create Proposal form. Mark 1 is Project. Mark 2 is Contractor. Mark 3 is Submitted On. Mark 4 is Reference No. Mark 5 is Validity.](../media/proposal-create-form.png) 3. Choose the **Project** (mark 1). 4. Choose the **Contractor** (mark 2). 5. Set **Submitted On** (mark 3), the date the contractor gave you the bid. 6. Type the **Reference No.** (mark 4) that the contractor used, if there is one. 7. Set **Validity** (mark 5), the last date the offer is open. Set **Delivery Date** and **Credit Period (days)** if the contractor gave them. 8. Add the BOQ items. See [How to add the BOQ items](#how-to-add-the-boq-items). 9. Choose the **Tax**, and type the **Advance Amount** if the contractor asks for one. 10. Type the **Terms of engagement** and any **Remarks**. 11. Click **Create**. ![The lower part of the form. Mark 1 is the button that adds a line item. Mark 2 is Terms of engagement. Mark 3 is Create.](../media/proposal-create-lines.png) ## How to add the BOQ items Each line is one BOQ item with the rate of the contractor. 1. Click the plus icon next to **Proposal Details** (mark 1 in the picture above). The window **Add/Edit Proposal Detail** opens. ![The window for one line. Mark 1 is Work Item Category. Mark 2 is BOQ Item. Mark 3 is Quantity. Mark 4 is Basic Rate. Mark 5 is Discount. Mark 6 is Discounted Rate. Mark 7 is Save.](../media/proposal-line-dialog.png) 2. Choose the **Work Item Category** (mark 1), then the **BOQ Item** (mark 2). 3. Type the **Specifications** if the contractor wrote a note for this item. 4. Type the **Quantity** (mark 3). 5. Type the **Basic Rate** (mark 4), the rate before discount. 6. Type the **Discount** in percent (mark 5). The **Discounted Rate** (mark 6) is the **Basic Rate** minus the discount. 7. Click **Save** (mark 7). **Net Total** is the discounted rate times the quantity. You can also type the **Discounted Rate** yourself. The system then works out the **Discount**. To change a line, click its pencil icon. To remove a line, click its bin icon and click **Confirm**. ## How to change a proposal 1. Open **Contracts > Proposals**. 2. Click the **Edit** icon of the proposal. It is shown only for a proposal you entered by hand that is **Submitted** or **Negotiating**. 3. Change the fields or the lines. The project and the contractor cannot be changed. 4. Click **Save Changes**. The system keeps the earlier version of the proposal as a revision, so you can see what changed. See [Compare revisions of a proposal](compare-revisions.md). ## What the fields mean | Name | What it means | | --- | --- | | **Project** | The project the proposal is for. | | **Contractor** | The contractor who made the bid. | | **Submitted On** | The date of the bid. | | **Reference No.** | The reference number of the contractor. | | **Validity** | The last date the offer is open. | | **Delivery Date** | The delivery date the contractor gave. | | **Credit Period (days)** | The number of days the contractor gives you to pay. It must be between 0 and 1000. | | **Attachments** | Files from the contractor. Click **Select attachments**. | | **Net Amount** | The sum of **Net Amount** of all lines. You cannot type here. | | **Tax** | The tax of the proposal. Choose one from the list. | | **Total Amount** | **Net Amount** plus the tax. You cannot type here. | | **Advance Amount** | An advance payment the contractor asks for. | | **Remarks** | A note for your own team. The system adds your name in front of it. | | **Terms of engagement** | The conditions the contractor wrote. | ## Rules to know - You need at least one line. A BOQ item can be on the proposal only once. - Each line needs a quantity above 0 and a rate above 0. - Either all lines or none of the lines are linked to schedule activities. - A line must be a BOQ item of the selected project. ## If something goes wrong | What you see | What to do | | --- | --- | | "Invalid vendor" | Choose the **Contractor** again. | | "Invalid Project" | Choose the **Project** again. | | "Proposal Details not added" | Add at least one line. | | "Proposal Details has duplicates" | The same BOQ item is on two lines. Remove one. | | "Proposal Details has line items with incorrect quantity" | Give every line a quantity above 0, or remove the line. | | "Proposal Details has line items with incorrect rate" | Give every line a rate above 0. | | "Please enter a valid credit period in days" | Type a number from 0 to 1000 in **Credit Period (days)**. | | "All (or none) of the Proposal details should be linked with activities" | Link every line to activities, or none of them. | ## Related pages - [Proposals](index.md) - [Compare revisions of a proposal](compare-revisions.md) - [RFPs](../rfp/index.md) - [Work orders](../work-order/index.md)