Tender Project
Create a tender project record capturing the project name, region, circle, district, client, and estimated value. Track the project through its full lifecycle — from Created and Participated through Awarded, PO Generated, GRN, Material Indent, Site Work Completed, Invoice Initiated, and Payment Received.
Each project maintains a complete status history with dates and comments at every stage change. The overview dashboard shows all active projects with their current status, outstanding amounts, and key milestones at a glance.
EMD & Security Deposit
Record Earnest Money Deposits and Security Deposits linked to the tender project. Capture the EMD percentage, value, actual paid amount, bank account, bank transaction reference, and payment receipt number. For bank guarantees, record the BG date, end date, BG percentage, and BG value.
Track every EMD and SD through its status — paid, held, released, or forfeited. Due date alerts ensure deposits are followed up before maturity. A full transaction log captures every status change and adjustment on each EMD/SD record.
Letter of Award (LOA)
Create the Letter of Award against a project with the LOA number and date. Add detailed line items — each with the stock item, description, quantity, and unit price. The LOA tracks quantities issued (indent), received back (return), and invoiced against each line item in real time.
Multiple LOAs can be raised against a single project for different phases or work orders. The LOA summary shows the original quantity, quantity executed, quantity remaining, and the invoiced value versus the awarded value — giving a live picture of project completion and billing progress.
Material Indent, Transfer & Return
Issue materials from the warehouse to site using Material Indent — linked to the project, LOA, and vehicle used for delivery. Transfer materials between project sites when stock needs to be redistributed. Return unused materials back to the warehouse with a Material Return transaction.
Every material movement updates the ERP inventory automatically — indent reduces stock, return restores it. Delivery challan reports are generated for each material movement for site acknowledgement. The Project Materials Used report gives a full consumption summary per project and per LOA line item.
Bill Deductions
Record client-side bill deductions against project invoices — retention, penalty, or other contractual deductions. Each deduction is linked to the invoice and credit note, with full allocation tracking. The system monitors total deductions, refunded amounts, and the net balance outstanding per project.
Cash vouchers cover site advances and petty cash disbursements to staff during project execution, linked to the project for cost tracking. All deductions and cash vouchers post the corresponding GL entries automatically.
Invoice, Payment & Refund
Raise project invoices against completed LOA milestones. Record payment receipts as they are received from the client — tracking partial payments and outstanding balances per invoice. Refunds process the return of deducted or over-collected amounts back to the appropriate party.
The full project financial summary shows: LOA value, total invoiced, total collected, total deductions, and net profit — giving management a real-time view of each project's financial health from award to close.
Reports
Comprehensive reporting suite covering every aspect of tender project execution.
- Tender Project Profitability Report
- Project Costs Summary
- EMD / SD Report with Maturity Tracking
- Letter of Award Summary
- Material Indent Delivery Challan
- Material Return & Transfer Notes
- Bill Deductions & Refunds Report
- Tender Expenses & Cash Voucher Report
- Project Tasks Summary
Other Features of TenderPro
Everything needed to run tender projects with full cost control and compliance.
Region / Circle / District
Organise projects by region, circle, and district — making it easy to filter and report on tender activity by geography.
Project Status Tracking
16 distinct project statuses from Created to Payment Received — with full history, date stamps, and comments at every status change.
Vehicle Master
Define the vehicles used for material delivery to site — each material indent is linked to the vehicle used for transport.
Cash Vouchers
Record site advances and petty cash payments for project staff — linked to the project for accurate cost tracking.
PO & GRN Integration
Link purchase orders and goods receipts to the tender project — so all procurement costs are captured in the project financials.
Expense Tracking
Record and categorise project expenses — labour, site costs, and overheads — with configurable expense types and GL account mapping.
Project Comments
Log notes and status updates against each project — building a full audit trail of decisions and communications through the project lifecycle.
GL Auto-Posting
Every transaction — EMD, material movement, invoice, payment, and refund — posts the correct journal entries to the general ledger automatically.
Project Overview Dashboard
All active tender projects on one screen — status, outstanding amounts, milestones, and alerts — so nothing falls through the cracks.
Inventory Integration
Material indents, transfers, and returns update ERP stock levels in real time — no separate stock management needed for site materials.
Project Profitability
LOA value vs expenses vs collections tracked per project — giving management a live view of profitability at every stage.
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