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Respond to an extension request

  • Updated

As a supplier, your Client may indicate that they wish to renew the Purchase Order (PO) of your project. The project extension process allows you and your Client, to easily renew the current Purchase Order, hence continuing the project. In this article, we will see how to respond to your client's extension request.

 

Within this article

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Workflow to extend a project

EN_FL_Worflow_prolongation_mission.png

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Respond to a request to extend a project

To access your Client's extension request, you can click directly on the email you received or on the notification on the platform to be redirected to the proposal page. Alternatively:

  1. Go to the RFPs tab and click on Renewal requests. The page that will appear lists the extension requests that are in progress
  2. Open the action menu menu.svg of a proposal with the status Waiting for your approval, and click on View proposal details
GIF_EN_Renewal_FL.gif

3. On the proposal page, you can now make your choice. The start date as well as the duration of the Purchase Order and the rate (identical to the previous Purchase Order) will be already filled in. 

    • If you agree to the extension of the project:
      • You can click on Accept the extension at the top right of your screen, if all is correct with the information provided by your Client.
      • If you wish, you may change the start date and the proposed rate, then click on Accept the extension.
Warning.svg Make sure to discuss it with your Client prior to changing these details and sending your response, as the details cannot be changed afterwards.


Your proposal will be sent to your Client with the status Interesting and they will be notified of your response. They will have to select and validate your profile so the new Purchase Order can be created. When this is done, you will be notified by email and on the platform, you will be able to continue the follow-up for this project via the tab My projects.

Renewal_FL_3.png
  • If you do not wish to extend the project, click on Reject the extension of the PO at the bottom of the page. In the window that will appear, please specify the reason for your refusal by selecting a reason from the list of options, you may also add a comment. Finally, click on the Validate button.
Warning.svg We recommend that you discuss your decision with your Client before refusing the extension, as this action is irreversible.
Renewal_FL_4.png

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Use case: Correct the rate after sending your proposal

When you accept an extension request but then realize that the rate you have indicated is not the correct one, at first glance neither you nor your Client can change it. Here is how to make sure you can still change the rate:

  1. Your Client needs first to qualify your proposal as Not interesting
  2. In the window that will appear, they choose Other as the reason for their refusal, so that they can write a comment to tell you, as agreed, that the rate should be changed to amount X
  3. You are notified of their decision. You just have to click on the notification or the link in the email you received about this to be redirected to the form of your proposal. There, you will be able to change the rate and send your corrected proposal
  4. Your Client will be notified of the new proposal and will be able to select it and validate it with the updated rate.

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