For buyers

Procurement folder and quotation version register

Procedure for accounting for commercial offers for one procurement: a ready folder structure, file names, linking responses to the request revision, and a version register with sample completion.

How to use

Create a separate request folder with a persistent identifier.
Register the offer, revision, validity period, and replacement file.
Separate final documents from drafts and preserve the change history.

Result: Ready-made folders and version log for a single procurement.

Working files

Folders and version register · ZIP Form and example in Markdown · MD

Files are available without registration. Save a copy and fill in your company details. Downloadable files are in Russian; the instructions on this page are translated.

Procurement folder and quotation version register

Purpose: to restore the connection between each response and the current version of the task.

Ready folder structure and version register

Create one folder per procurement with its ID. This is a working recommendation, not a mandatory storage format. For example:

Z-2026-014/ 01_Task/ — agreed revisions of the request and appendices 02_Sending/ — list of recipients and sending confirmations 03_Responses/A/ — source files and letters from supplier A 03_Responses/B/ — source files and letters from supplier B 03_Responses/V/ — source files and letters from supplier V 04_Clarifications/ — changes to terms and written confirmations 05_Comparison/ — table for one current revision 06_Decision/ — basis for selection and approval Version_register.md

Keep original files separate from renamed working copies. If a clarification forms part of a quotation, list both files in the same register entry. The example below shows how to fill in the register.

Working name	Original name	Item and version	Basis for relevance	Status
`Z-2026-014_request_v02_2026-10-09.pdf`	`Request_rev2.pdf`	Request v02, 150 units	Approved on 9 October; sent to A, B, C	Current revision
`Z-2026-014_quotation_B_v01_2026-10-10.pdf`	`Offer_B.pdf`	Quotation-B1 + letter dated October 11	The letter confirms v02 and delivery	Used together with the letter
`Z-2026-014_quotation_V_v01_2026-10-08.pdf`	`Offer_C_old.pdf`	Quotation-V1 for v01	Replaced by RFQ-V2	History; do not compare

For new rows, use the fields: [working name], [original name], [supplier], [date], [request revision], [related file], [status], [responsible person]. An empty "request revision" field is a reason to clarify the answer, not to treat it as referring to the latest version.

Empty registry

Working name	Original name	Supplier	Date	Request edition	Related file	Status	Responsible person
[Name]	[Name]	[Name]	[Date]	[vXX]	[Letter/attachment]	[Current/history/pending]	[Role]

Updated: October 1, 2026. Training examples do not confirm experience in fulfilling a real delivery.