Overview
You can use the Negotiation feature to effectively streamline negotiation management processes. This feature automatically keeps the Proposal record up-to-date as the negotiation process gets approved and allows for real-time collaboration among stakeholders. This results in more informed decision-making and overall improved contract management.
This document is a step-by-step guide on how you can use the Negotiation feature in your organization.
Audience
Pre-award Users
Prerequisites
Ensure that TechnoMile's Contracts Suite is already installed and configured. The version of this package must be 2025.2 or higher.
Negotiation Process
Once you receive a response from the government regarding your submitted Proposal, you can create a Negotiation.
To create a negotiation record:
Log in to your Microsoft Dynamics instance.
Go to Solicitation and open a solicitation record.
On the Solicitation record page, go to the Proposals tab and open the Proposal record.
On the Proposal record page, go to the Negotiations tab, click New Negotiation.
Specify details in the Date Received, Negotiation Summary, Proposed Costs, Negotiated Costs and New Proposed Costs fields, then click Save.
A Negotiation record is created.
NOTE
A Proposal can have only one active Negotiation record at a time. If you attempt to create a new Negotiation record while the previous Negotiation record is still active, an error message appears indicating that the existing Negotiation is not in the allowed stage, and the new record cannot be created.
Negotiation Field Descriptions
The table below provides descriptions of the fields available in the Negotiation record:
Field Name | Description |
|---|---|
Negotiation Record No | System-generated unique identifier for the Negotiation record. |
Total Proposed Cost | Sum of all original or current proposed cost components from the Proposal. |
Total Negotiated Cost | Total cost agreed upon after negotiation across all cost categories. |
Total New Proposed Cost | Sum of all newly proposed costs updated after reviewing the negotiated terms. |
Total Cost Difference | Calculated difference between Total Proposed Cost and Total Negotiated Cost. |
Negotiation Summary | Text field for summarizing negotiation notes or key updates. |
Proposal | Reference to the related Proposal record. |
Status | Current status of the Negotiation (for example, Draft, In review, Approved). |
Date Received | Date the negotiation request or government response was received. |
Date Submitted | Date the negotiation record was submitted for approval or to customer. |
Owner | User responsible for managing or updating the negotiation record. |
Proposed Labor Cost | Initial labor cost proposed in the associated Proposal. |
Proposed Material Cost | Initial material cost proposed in the Proposal. |
Proposed Travel Cost | Initial travel-related cost proposed in the Proposal. |
Proposed Indirect Costs | Indirect costs (for example, overhead) from the Proposal. |
Proposed All Other Costs | Miscellaneous costs not covered by other categories, from the Proposal. |
Proposed Fee/Profit | Proposed fee or profit value from the Proposal. |
Negotiated Labor Cost | Final agreed labor cost after negotiation. |
Negotiated Material Cost | Final agreed material cost after negotiation. |
Negotiated Travel Cost | Final agreed travel-related cost after negotiation. |
Negotiated Indirect Costs | Final agreed indirect costs after negotiation. |
Negotiated All Other Costs | Final agreed miscellaneous costs after negotiation. |
Negotiated Fee/Profit | Final agreed fee or profit after negotiation. |
Labor Cost Difference | Difference between proposed and negotiated labor cost. |
Material Cost Difference | Difference between proposed and negotiated material cost. |
Travel Cost Difference | Difference between proposed and negotiated travel cost. |
Indirect Costs Difference | Difference between proposed and negotiated indirect costs. |
All Other Costs Difference | Difference between proposed and negotiated miscellaneous costs. |
Fee/Profit Difference | Difference between proposed and negotiated fee/profit. |
New Proposed Labor Cost | Updated labor cost proposed after negotiation. |
New Proposed Material Cost | Updated material cost proposed after negotiation. |
New Proposed Travel Cost | Updated travel cost proposed after negotiation. |
New Proposed Indirect Costs | Updated indirect costs proposed after negotiation. |
New Proposed All Other Costs | Updated miscellaneous costs proposed after negotiation. |
New Proposed Fee/Profit | Updated fee/profit value proposed after negotiation. |
Auto-Populated Fields in a Negotiation Record
When a Negotiation record is created and saved:
The current Proposed Values from the associated Proposal are copied to the corresponding fields in the Negotiation. If the current Proposed Values are blank, the Original Proposed Values are copied instead.
The value in the Total Proposed Cost field, if not specified, is auto populated with the sum of the Proposed costs.
The value in the Total Negotiated Cost field, if not specified, is auto populated with the sum of the Negotiated cost values.
The value in the Total New Proposed Cost field, if not specified, is auto populated with the sum of the Newly Proposed Cost values.
The Total Cost Difference field is populated with the difference between the Total Proposed Cost and Total Negotiated Cost field values.
Negotiation Approval Process
Adding Approvers
To add approvers:
Open the Negotiation record and go to the Negotiation Team tab.
Click New Team Member.
In the Quick Create Team Member window, select the Role as Approver, choose an Employee, then click Save and Close.
An Approver is added. 
Submitting for Approval
To submit the Negotiation for approval:
Open the Negotiation record, then under Actions, click Send for Approval.
Click OK on the confirmation message.
The Business Process Flow (BPF) stage and the Negotiation Status field changes to Submitted For Approval, the Approvers Date Sent field gets updated with the current date, and the Approver receives an email notification.
Approving/Rejecting a Negotiation
The Negotiation approval request can be directly accepted or rejected over an Email Notification, allowing approvers to take action without the need to access the system.
When a Negotiation approval request is approved, the BPF advances to the Approved stage. If an approval request is rejected, the BPF moves to the Rejected stage.
Once the Negotiation is approved:
Go back to the Proposal record by clicking the link in the Proposal field.
The Negotiated Cost values from the approved Negotiation record are automatically copied to the corresponding Negotiated Cost fields in the associated Proposal record. 
After submitting the Negotiation to the customer, return to the Negotiation record, update the Status to Submitted to Customer, enter the Date Submitted, and click Save.
The BPF stage of the Negotiation moves to Submitted to Customer, 
NOTE
After the record is submitted to the customer, you can create a new negotiation record to capture the customer's response. This process can be repeated as many times as needed.
Video: Pre-Award on Microsoft Dynamics - Negotiations Workflow
Learn how to manage Negotiations efficiently using the Pre-Award module. This video covers the complete workflow from creation to submission, approval, and tracking.