Requests for Proposal: Troubleshooting

A vendor does not appear when I try to invite them

Vendors come from your vendor records. If they are not in the list, they have not been set up yet. Add them under Vendors, with an email address, then return to the RFP tab.

A vendor says they never received the invitation

Check the email address on their vendor record first, since a typo there is the usual cause. You can also open their card and take the RFP link directly, then send it to them yourself. Give them their own link, not another vendor's.

A vendor submitted the wrong document

Vendors can remove an uploaded document before they submit. Afterwards, ask them to send the correct file and note the correction on the ticket so the comparison and the documents agree.

A proposal expired before we voted

Expired proposals cannot be voted on. Ask the vendor to re submit at a current price. Prevent it next time by checking expiry dates before starting a vote rather than during one.

I cannot start a vote

Two common reasons: there are no vendors on the RFP yet, or a winner has already been chosen, in which case there is nothing left to vote on.

I cannot add more vendors

Adding vendors closes once a winner has been chosen, or once the linked board decision is closed. That is deliberate. If you genuinely need to reopen the comparison, the honest route is a fresh ticket and a fresh RFP, so the record shows a second process rather than a quietly edited first one.

Only one vendor responded

You can proceed, but note on the ticket that only one quote was received and that the others were invited and did not respond. Many declarations require a minimum number of quotes above a spending threshold, and the fact that you sought them is the thing you will need to demonstrate.

The board chose a vendor in a meeting instead of in Kore

Record the outcome on the ticket anyway, and create the board decision so the formal record exists. A decision that lives only in meeting minutes is invisible to whoever picks up the ticket.

The invoice does not match the quote we accepted

Start from the PO number on the ticket, then compare the invoice with the winning proposal document rather than with the price estimate. Scope changes agreed verbally during the job are the usual explanation, and they belong on the ticket as a comment at the time, not reconstructed afterwards.