How to convert a won tender into a project in Validate

Winning the job is the good part. Re-typing everything you priced into a new project record is not. Validate converts a won tender into a live project in one guided pass, carrying the value, scope, materials and subcontractor quotes across so nothing gets re-keyed and nothing gets lost between estimating and delivery.

Before you start

• The tender needs to exist in Validate with its scope and pricing filled in. The more complete the tender, the more the conversion carries across.
• You need the tender to be in submitted status, ready to be marked won.

Step 1: Open the tender

Go to Commercial, open Tender log and click into the tender you have won.

Step 2: Mark it won and open the conversion

On the tender's Overview tab, click Mark Won + Convert… (on a quick-price tender the button reads Mark Won + Create Project). This marks the tender as won and opens the conversion wizard in one step. There is no separate outcome dialog to confirm first.

If a tender is already in Won status, its overview instead shows a Convert to Project card that opens the same wizard.

Step 3: Record the outcome (optional)

Recording the commercial outcome is separate from converting. On the tender's Overview there is a Record the outcome card where you can log the outcome detail and save it with Save outcome. It is optional, but future you will thank present you for filling it in.

Step 4: Confirm the project details

The first step is pre-filled from the tender: the project name (taken from the tender title), the contract basis and the contract value. Adjust the name and basis if needed. The value comes across automatically and can be edited on the project after creation.

Step 5: Choose what carries across

Work through the remaining steps. The wizard needs you to visit all five before it lets you confirm:

• Programme. Scope items that matched your task library are pre-ticked. Unmatched items are flagged and un-ticked; review each one, or use Accept all as new to take them as new items. Ticked items become programme tasks on the project.
• Materials. Supplier quotes you marked as selected during pricing are pre-ticked and carry across.
• Subbies. Selected subcontractor quotes become subcontractor contracts, dated today. Edit the signed date on each contract after creation.
• RAMS. Deliberately un-ticked by default, because compliance documents should be explicit choices. Tick the task codes you want pre-drafted and finish each one later in the RAMS builder.

Step 6: Confirm and create

Click Confirm all and create project. Validate creates the project, moves the tender documents across to it, links the tender to the new project and takes you to the project dashboard.

Step 7: Finish the project setup

The new project starts in setup status with the programme, materials and subbie contracts already in place. Review them, add your team, and activate the project from its settings when you are ready. From there the job runs like any other: engineers log work, you approve it, and the AFPs build from what was approved.

If something looks wrong

• Confirm all is greyed out. You have to visit every step of the wizard first, the project name must not be blank, and any unmatched scope items must be accepted or un-ticked.
• Unmatched scope items are blocking you. Use Accept all as new on the programme step, or un-tick the ones you do not want on the project.
• The conversion fails. Your selections are kept and the error shows at the bottom of the wizard. Fix whatever it says and click Confirm all and create project again. There is no separate Retry button.