Adding Procurement Needs to a Proposal

When you plan an event in procurement first, the needs you collected are already most of your quote. Adding them to a proposal turns each need (a resource type and quantity, such as six stagehands or two box trucks) into a proposal line priced from that need's rate card. You can add a whole procurement at once, a selection of its needs, or a single need.

A line added this way is resource-backed: it remembers the need it came from, shows a badge linking to its procurement, and is assigned to that need on the proposal's Budget tab straight away, so you see the need's estimated cost against the line's budget before anything is ordered.

Add Needs From a Procurement

Mirror procurement grouping recreates the procurement's groups on the proposal. If the proposal already has a group with the same name, the lines go into that group instead of a duplicate, and notes on a procurement group are copied to the proposal group's internal note. Needs that sit outside any group on the procurement stay ungrouped. Flatten into one group puts every new line in the group you choose and ignores the procurement's grouping.

What Gets Skipped

Adding from a procurement is safe to repeat. Needs that are already on this proposal are skipped, so running it again after you add needs to the procurement picks up only the new ones. Needs with no quantity are skipped too, and so are the components of a composite when you add the whole procurement: a composite is billed as one line through its parent need, never component by component. Picking a component under Needs stops the add with an error; pick its composite instead. If every selected need is skipped, nothing is added and BackOps tells you why.

The same need can be on more than one proposal. That is how an alternative version of a quote, or a change order, can bill scope that an earlier proposal also lists.

Add a Single Need or Resource

To add one line priced from a resource, open the menu beside Add line and choose Add resource.

Creating a new need this way adds it to the procurement with no attribute values filled in. If the resource type has required attributes, the need is flagged on the procurement as missing them until you fill them in there. A composite resource type cannot be created from a proposal: add the composite on the procurement, then link it.

How Resource-Backed Lines Are Priced

The unit cost and unit charge come from the need's rate card at the moment you add the line, using the need's schedule and quantity. They are a snapshot. If the rate card changes later, or the need is rescheduled, the line keeps the price it was added with. Change it by editing the line before the proposal is accepted.

Cost columns on the proposal, such as vendor tax or freight, are applied on top of the rate card's cost, not baked into it, so nothing is counted twice.

Deleting or changing a need on the procurement never edits a proposal line that was added from it. The line keeps its own name, quantity and price.