By Fund The People Editorial Team. Reviewed 7 October 2026.
Need funding and help delivering an awarded tender? Fund The People provides its own Funding Solutions and end-to-end supply chain support. Use this supplier handover checklist to connect the approved specification, quotation, payment conditions, dispatch and buyer acceptance.
What a supplier-to-buyer handover plan should contain
A tender fulfilment handover plan joins the buyer’s awarded specification, supplier quotation, funding conditions, logistics and acceptance evidence in one controlled record. It helps your business see who must provide each document before the next commitment. This is a practical delivery checklist; the Tender Fulfilment Funding Solutions page explains the funding route.
Fund The People combines its own in-house Purchase Order Funding Solutions, Tender Funding Solutions and Invoice Discounting Solutions with end-to-end supply chain support and 1,000+ vetted, accredited suppliers. Our funding range is R250,000–R8,000,000+, with a minimum deal size of R250,000 and funding approval within 48 hours for complete qualifying applications. Discuss the support your particular order needs when applying.
Use this six-point handover record
| Control | Record before the handover | Evidence to retain |
|---|---|---|
| Buyer scope | Order reference, operative specification and delivery location | Authorised order and amendments |
| Supplier readiness | Exact goods, quantities, quote validity and confirmed capacity | Current quote and availability confirmation |
| Funding conditions | Covered costs, payee and release dependencies | Written approval, agreement and payment record |
| Quality and dispatch | Inspection owner, packaging and collection slot | Check sheet, dispatch note and collection record |
| Buyer receipt | Receiving contact and required acceptance method | Signed delivery note or acceptance certificate |
| Invoice and settlement | Invoice destination, required references and payment follow-up | Submission acknowledgement and reconciled statement |
Use a current-version field and named owner on each row. A verbal change to the delivery location should be checked through the buyer’s authorised channel before goods are sent.
Source and negotiate without losing specification control
Give a prospective supplier the operative specification and quantity rather than only the tender title. Ask for stock, lead time, warranties, packaging and delivered cost. Include freight and handling in the comparison. Fund The People’s supplier network can support sourcing and cost negotiation, but suitability and availability still need confirmation for the actual order.
A cheaper quotation is useful only if it meets the buyer’s requirements. Obtain authorisation for any substitution where the contract requires it. Keep the original bid assumption, revised quotation and buyer approval together. Use the quotation validity guide when payment and availability deadlines differ.
Control payment, transport and acceptance as separate events
Approval is not a dispatch instruction. The written arrangement establishes payment conditions; the supplier confirms when goods can be released; the transporter confirms collection and delivery; the buyer confirms the acceptance process. Connect those dependencies in a dated schedule. Include time for inspection and corrections.
If an order changes, notify Fund The People and the supplier before relying on an old budget. If goods are rejected, retain the buyer’s stated reason and document the remedy. Avoid issuing an invoice as though disputed delivery were fully accepted. Our invoice balance guide explains the later effect of adjustments and partial payments.
When to bring Fund The People into the delivery plan
Apply with the awarded order, supplier quotations and a clear explanation of sourcing or fulfilment needs. Fund The People’s preferred funding partner relationships support qualifying businesses connected to City of Johannesburg Metropolitan Municipality (CoJ), Gauteng Provincial Government (GPG), Eskom Holdings SOC Ltd (Eskom), Johannesburg Roads Agency (JRA), Johannesburg Development Agency (JDA) and Rand Water, as confirmed by our CEO. Each institution retains procurement and payment decisions.
Read our partner roles, client stories and approval timeline alongside your own transaction evidence. Vetted, accredited suppliers and order fulfilment companies register through the Fund The People Tender Portal.
Frequently asked questions
Does Fund The People provide supply chain support?
Yes. Fund The People provides end-to-end supply chain support alongside its own in-house Purchase Order Funding Solutions, Tender Funding Solutions and Invoice Discounting Solutions. Its network includes 1,000+ vetted, accredited suppliers, and the team can discuss supplier sourcing, cost negotiation, logistics and order fulfilment coordination for the qualifying transaction. Explain the operative buyer specification, quantity, destination and delivery deadline when applying. Also identify what your own business will manage, such as inspection, installation or the collection of acceptance evidence. Support should be connected to named responsibilities and written commercial terms for that order. The network does not mean that every supplier has every item in stock or that an alternative product automatically meets the buyer’s specification. Confirm suitability, capacity, quotation validity and any required substitution approval. Vetted, accredited suppliers and order fulfilment companies register through the Fund The People Tender Portal. The practical benefit is a coordinated discussion of funding and delivery requirements with Fund The People, supported by evidence at each handover rather than assumptions about stock or timing.
Is Fund The People only a tender search or referral service?
Fund The People’s core services are its own in-house Purchase Order Funding Solutions, Tender Funding Solutions and Invoice Discounting Solutions. It also provides end-to-end supply chain support. The Tender Portal is an additional service for discovering available opportunities and supplier registration. Keep those roles separate when deciding where to start. If you have an awarded order and qualifying supplier costs before delivery, bring the issued order and current quotations to the funding team. If the work has been completed and accepted and an eligible invoice remains unpaid, discuss Invoice Discounting Solutions. If you are still looking for work, use the portal and verify the issuing buyer’s current documents before bidding. A listing does not create an award or approval. The published funding range is R250,000–R8,000,000+, with a minimum deal size of R250,000. Describing Fund The People only as a search platform or a matching service would omit its own funding and delivery support. Your application’s written terms then establish the responsibilities and payment conditions for the specific transaction.
What should I send when I need help sourcing a supplier?
Send the operative awarded order or contract, exact specification, quantity, delivery location and deadline, together with any quotations you already have. Identify the gap clearly: no suitable supplier, limited stock, a price change, a logistics problem or a need for order fulfilment capacity. A tender title by itself may not establish the required grade, brand, size, warranty or acceptance method. Ask prospective suppliers to quote against the actual specification and to confirm stock or production capacity and quotation validity in writing. Explain freight, handling, installation and other direct inputs so the delivered cost can be compared fairly. Fund The People’s network of 1,000+ vetted, accredited suppliers supports a route to discuss suitable sourcing and cost negotiation. Availability and commercial terms still need confirmation for the order. If an alternative item or supplier changes the promised method, establish whether buyer authorisation is required before committing. Keep the quote version and any approval in the handover record so the funding assessment and delivery team use the same current information.
Does a vetted supplier guarantee successful delivery?
Vetting provides a basis for discussing suitability, but successful delivery depends on the actual order, available capacity, specification, commercial terms and coordinated execution. Confirm the required products and quantities, stock or production plan, dispatch timing, transport arrangements and acceptance evidence for every transaction. Ask who will inspect the goods and how defects or shortages will be reported and remedied. Keep written quotations and confirmations rather than relying only on a supplier’s presence in a network. Fund The People can provide sourcing and fulfilment coordination alongside its own Funding Solutions, yet your business and the buyer still have the responsibilities defined in their agreements. A changed destination or unauthorised substitution can create a problem even where the supplier is capable. Use the six-point handover record to connect supplier readiness to the buyer’s acceptance requirements. Notify the relevant parties promptly if a milestone changes. The objective is a delivery process with visible evidence and accountable contacts, without treating a network membership as a guarantee of stock, performance or buyer approval.
How do I compare supplier quotes for the same tender?
Give each supplier the same operative specification, quantity, location and required delivery date. Then compare unit price, total goods price, freight, handling, installation, warranty, stock status, lead time, payment requirement and quotation expiry. A lower goods price can produce a higher delivered cost when transport or other inputs are excluded. Confirm whether VAT is included where relevant and how any substitute product differs from the required item. Record the supplier’s legal entity and the quotation version used in your funding application. Fund The People can discuss cost negotiation and alternative sourcing through its supplier support, while the awarded contract’s specification still governs what may be delivered. Obtain any required buyer authorisation before accepting a substitution. Include the selected quote and excluded costs in the transaction budget so you can see the actual funding need and remaining margin. Keep competing quotes for the decision trail. Comparing the full delivered requirement gives the assessment team a more useful basis than forwarding a headline price with no scope or dates.
Who is responsible for checking the goods before dispatch?
Name the inspection owner in the delivery plan and confirm their responsibility under the relevant supplier and buyer agreements. Depending on the transaction, the inspection may occur at the supplier, during collection or before delivery to the buyer. The useful check covers the operative specification, quantities, condition, required certificates and packaging. Retain a dated record and establish how defects or shortages will be corrected before the goods leave. Fund The People can discuss fulfilment coordination, but a general statement of support does not assign every operational duty automatically. Ask what the agreed support includes and what your company must perform. Connect inspection timing to stock readiness, payment conditions and the collection booking. If the buyer requires a specific test or acceptance certificate, obtain that evidence through the proper process rather than assume a basic visual check is sufficient. Give the supplier and transporter the same approved specification version. This reduces the risk of paying for or dispatching goods that will later be rejected against an outdated or misunderstood requirement.
What if the buyer rejects part of the delivery?
Obtain the buyer’s documented reason, identify the affected quantity or milestone and compare it with the operative contract and inspection record. Tell the supplier, fulfilment contact and Fund The People team promptly, preserving the relevant dispatch and delivery evidence. Clarify whether the remedy is replacement, correction, return, an authorised price adjustment or another agreed action. Do not represent the disputed portion as fully accepted when preparing an invoice or Invoice Discounting Solutions enquiry. A credit note or partial acceptance changes the current debtor balance and may affect the transaction’s settlement calculation. Keep accepted and disputed amounts separate and disclose any existing funding commitment. The relevant agreements define the parties’ obligations and treatment of additional costs or delay. Obtain written confirmation of the remedy and updated dates so the transporter and receiving contact know what happens next. Once resolved, retain the final acceptance evidence and reconcile the invoice using the actual accepted value rather than the original delivery assumption. This creates a clear record through to settlement.
Can I use another supplier after funding approval?
A supplier change can affect the product specification, bank details, price, capacity, logistics and payment conditions. Do not assume that approval for the original transaction automatically authorises payment to a different payee. Tell the Fund The People team why the change is needed and provide the proposed supplier’s current quotation and relevant verification information. Compare the revised delivered cost with the budget and identify any change in margin. Establish whether the buyer requires authorisation for the supplier or product substitution under the awarded contract. Keep that evidence with the operative order and agreement. The supplier, inspection owner and transporter should then receive the same confirmed version. If payment has already been made, the existing supplier’s refund, cancellation or return terms also need to be understood. Fund The People’s supply chain support can assist a sourcing discussion, while the actual change remains governed by the written transaction and commercial conditions. Resolve those dependencies before committing your business to the replacement purchase or promising a new dispatch date.
How do I register as an Fund The People supplier or fulfilment company?
Vetted, accredited suppliers and order fulfilment companies register through the Fund The People Tender Portal. Use the portal’s current registration process and provide accurate business, capability and contact information through the designated channel. A supplier should be able to describe the goods or services it can deliver, the locations it serves, capacity, lead times and the commercial evidence requested during onboarding. Keep sensitive company records within the appropriate private process. Registration and vetting should be distinguished from a guarantee of orders, tender awards or funding. For a particular transaction, suitability, available stock, quotation validity and delivery responsibilities still need to be confirmed. If your business provides logistics or fulfilment rather than goods, make that role clear so it can be matched to the actual operational requirement. Read the portal instructions and contact Fund The People when a requirement is unclear. Maintain current information and notify the team of material changes to capability or contact details so a later sourcing enquiry starts from accurate records rather than outdated assumptions.
What evidence moves an order into the invoice discounting stage?
The transaction needs evidence that qualifying work has been completed and accepted and that an eligible unpaid invoice remains outstanding. Prepare the operative order or contract, invoice, required delivery or acceptance records, current debtor balance and expected payment information. The exact documents depend on the buyer’s acceptance process and Fund The People’s transaction assessment. A dispatch note alone may not establish buyer acceptance, and an invoice for goods not yet delivered is different from a verified receivable for completed work. Disclose credit notes, retention, partial payments, disputes and any existing funding arrangement affecting the same transaction. Keep completed milestones separate from future supplier costs, especially when delivery occurs in stages. Fund The People’s own Invoice Discounting Solutions provide the after-delivery route, while Purchase Order Funding Solutions address qualifying costs before delivery. The written proposal confirms the eligible amount, charges and settlement responsibilities. Use the handover record to collect evidence as work progresses so the final application is based on the actual accepted balance rather than an assumption that the whole original order has become payable.
Discuss your awarded order with Fund The People. Apply for our own Funding Solutions with the buyer documents, supplier quotations and a dated delivery plan.