Sales System Instructions / Frequently asked questions




How to use the Electronic Sales System (eSales) on Etenders.ge?

The Electronic Sales System (eSales) of Etenders.ge is designed to help you when you wish to conduct a one-off sale of a product or a service by using different procedures/auctions integrated in the system. The system can also be used when you are looking for a business partner for the long term relationship (e.g. distribution partner).

On Etenders.ge, the process starts by placing the relevant advertisement in the eSales system. Upon the publication of the advertisement, Etenders.ge informs companies acting in the relevant field about your application. In response to the above actions, interested companies offer proposals from which you select the optimal one.

Your announcement should describe what kind of business partner you are looking for or what products/services you wish to sell. For that purposes the photos in addition to texts can be uploaded in the system.

In order to place the sales announcement, you need to login to the system by providing your e-mail and password, click "Add new sales announcement" and follow the standard fields integrated in the system and, if necessary, the short instructions placed next to the text fields. If you are not registered, please follow the registration-link (registration is free).

For the correct selection of the sales-procedure (e.g. with or without auction), please refer to the following explanations regarding the types of the procedures that are integrated into our system.

Which methods of sale (sale procedures) are available on Etenders.ge?

There are different methods of sale (sale procedures) integrated in our system:

Upon publishing the announcement, your application will be placed on Etenders.ge's eSales system. The proposals of your potential business partners will be accepted bypassing Etenders.ge - for instance, an announcement could be the desired method of sale when you would like to receive offers in paper or through e-mail or telephone (the so called paper based flow).

Unlike the announcement, the electronic sales procedures on Etenders.ge are meant not only to announce an advertisement on Etenders.ge, but also 
(i) to submit/receive proposals (eSubmission) of your potential business partners electronically by using eSales system, 
(ii) to conduct further communication after submission of proposals (for example, at the stage of clarifications) in the eSales system and 
(iii) to archive the process-related documentation uploaded in the Etenders.ge for five years, accessible from anywhere by using PC with internet acess (which, in most cases, is used by the company for the reporting purposes).

In addition to the above, some of the system features cannot be performed without the use of electronic procedures - for example, the electronic auction between the bidders is impossible in case of announcement -  for that purposes the electronic auction as a separate method of sale is available in the system; Additionally, electronic procedures (with electronic submission of proposals) simplifies submission of an offer from abroad.

The following types of electronic procedures are integrated into Etenders.ge:

An electronic auction is a procedure within which electronic trading between the potential suppliers is held - suppliers are able to see the prices of competitors (without knowing their identities) and required/allowed to increase initial prices in online mode.

The so called English Auction is built into our system, which functions as follows: The bidders submit their initial prices (and respective documents) at the stage of the auction "submission of proposals commenced" - via Etenders.ge.  As soon as the submission of bids is finished (the time is predefined by an announcer), the window of the advertisement-details will change to the auction-window and the auction will start. 

The initial duration of the electronic auction is 15 minutes (increased bids are placed during this period). During the last two minutes of the course the remaining time of the auction is extended and returned at two minutes, in case any of the bidders submits higher price compared to the competitors (this is in order to avoid last second bids).

Electronic Sale without auction implies submission of proposals electronically through Etenders.ge as well. Submission starts and ends according to the predefined times by an announcer. As the name of this procedure suggests, the online auction is not held while running of this procedure.

Both, an electronic auction and electronic sale without auction can be carried out as a restricted procedure and/or as an anonymous announcement. In case of restricted procedure only selected companies are allowed to submit their proposals. In case of an anonymous announcement the identity of announcer becomes visible only to the bidders, which have submitted their proposals.

Technically, the announcement of restricted procedures in our system is performed as follows: by announcing any type of electronic procedure, you can note the suppliers who will be granted access to the details of your advertisement, and will be able to submit the proposals. The only term is that the candidate who is entitled to participate in the restricted procedure must be registered on Etenders.ge.


Which statuses apply in the course of the sale procedure?

The purpose of the statuses on Etenders.ge is to regulate the flow of the sale process. Each electronic procedure is automatically assigned the relevant statuses according to the times specified in the advertisement. There are interim as well as final statuses.

Interim statuses: Status “announced” is assigned to the advertisement to sale automatically upon posting. During the status a bidder is able to view the announcement and the respective documentation and the seller is able to edit the announcement and the documentation and, where necessary, cancel the process. 

A module of answers-to-questions is on in the system during the mentioned status which provides the possibility of communication between the seller and the potential bidder (registered in the system) by use of the relevant fields provided in the details. The system ensures the anonymity of a potential bidder during the use of a module of answers-to-questions.

The status “submission of proposals commenced” enables the bidders to upload their bids (or cancel and/or change the bids submitted by them) in the system – a button “apply” appears in the system for the registered users upon entry to the mentioned status. Change of the announcement and the documentation is disabled for a seller upon entry thereof to the mentioned status. A module of answers-to-questions is on during the mentioned status. Duration of the period of submission of bids is selected by the seller organization at its own discretion when posting a “sales announcement”. Entry to the status is ensured automatically without requiring any additional action from a procuring entity.

The status “trade in progress” shall be assigned to the sales announcement only in case of an auction. The moments of end of submission of bids/start of electronic trading can be selected at the time of announcing an auction by a seller by use of a calendar function.

Final statuses: Status "Completed" represents the final status of the tender, which is assigned to the tender automatically upon the expiry of the time period set for the proposal acceptance by the seller, and when at least one proposal is presented. In case of a reverse auction, the status "Completed" is assigned to the tender upon the completion of the electronic bidding.

Status "No bids received" also refers to the final status. The difference between "completed" and "no bids received" is in the case of latter no bidder has participated in the tender.

The Advertisement is granted the "Cancelled" status if the procuring entity cancels the tender which is only possible at the tender stage “Announced”.


Is it possible to communicate with the bidders once the submission is completed?

It is possible in case of electronic procedures. For that purposes the so called communication module is integrated in the system allowing to chat and/or to send/receive files to/from the bidders. 

Communication is initiated by the announcer. It should be kept in mind that the bidder will not be allowed to communicate, once the announcer has closed (deactivated) the communication.


Which information is archived in the system, for how long and where in the system can this information be accessed?

In case you have published an announcement, the system archives the tender notice and respective tender documents.

In case of electronic procedures, besides the tender notice and respective tender documents the proposals submitted by the suppliers as well as information collected in the communication module will be archived for at least five years period.

The archived information is accessible for respective user in the details of the procedure by using PC with internet connection at any time.

How to participate in the sale procedure?

The way of submitting proposal depends on the type of the sale procedure you want to participate in.

If you would like to participate in an announcement (procedure with paper based flow), submission of the proposal is made bypassing Etenders.ge (based on the wish of an announcer, e.g. in paper form or via E-Mail). Therefore, in case of announcement, basically, the way of submission of an offer are indicated in the advertisement or respective documentation.

In order to participate in an electronic procedure, you have to register on Etenders.ge (if you have not yet registered) and log into the system using your email and password. By the process-status “Submission commenced”, by clicking on the "Apply" button you will be able to upload your tender proposal (files) into the system.

Please note, that time and dates given in the system are set to Georgian time.

You are able to change your proposal unlimited number of times until the end of the deadline for submission of proposals. The changes does not require additional payments. To change the proposal, go to the tender details and click "Edit". By clicking the "Cancel Application" button, your proposal will be deleted from the system. Please note that in case of cancellation of the application, the participation fee will not be reimbursed.


How to pay announcement/participation fee?

Announcement fees, as well as the fees related to submission of proposals can be paid by using a bank card via the integrated online payments module, without leaving the office.

If your company does not have a bank card, please contact us for obtaining the possibility to operate in the system without the use of a payment module. In such cases you can effect payments on the basis of invoices sent by us.

Which fees apply?

The following fees apply:

Sale announcement - GEL 50.
Participation in an electronic Sale - GEL 50.

Also, to participate in electronic sales, customers can purchase periodical subscription packages as per the rates given below. During the validity period of the subscription package, customers will be able to participate in any number of electronic sales.
- three-month subscription - 180 GEL;
- six-month subscription - 300 GEL;
- Twelve-month subscription - 500 GEL.

To purchase a package, please contact us:

Tel: 514 108801
e-mail: info@etenders.ge


User Manual



user manual.pdf