Create Request for Quotes

To create a request for quotes:

• Go to Request for Quotes under Procurement.
• Click + New in the top right corner of the page.

You’ll be redirected to the New Request for Quote page where you’ll have to enter details in the following sections:

• Basic Details
• Items
• Terms and Conditions
• Documents
• Bidding Preferences
• Team

Basic Details

In this section, you have to fill in the basic details of the request for quote, such as its name, description, and currency.

Fill in the following details:

• Title: The name of the request for quote.
• Request for Quote#: The unique number used to identify each request for quote. The number is auto-generated and cannot be edited.
• Reference Number: The reference number for the request for quote.
• Description: A brief explanation of the need for the request for a quote. This will help approvers and collaborators understand its purpose.
• Currency: The currency in which you want to create the request for quote. Vendors bidding for the items in the request for quote will be able to bid in this currency.

Once you’ve entered the required details, click Save and Next to go to the Items section. Or, click Save as Draft if you want to save the details entered in this section and fill in details in the other sections later.

Items

In this section, you can enter the details of the items for which you want to create the request for quote. You can either add approved purchase request items or select items from the Items module of your organization.

Add Approved Purchase Request Items

To select approved purchase request items:

• Click Add Approved Purchase Request Items.
• Select the items from the pane that appears.
• Click Add.

The items selected will be added to the request for quote.

Add Items From the Items Module

To add items from the Items module:

• Click Add New Item.

• Fill in the following details:

  • Name: Select the item you want to add to the request for quote.
  • Description: A brief explanation of what the item is about. This information will be shown to your vendors in their portals.
  • Account: The account used for tracking the item.
  • Expected Quantity: The total quantity of the item that you want to receive and its unit. This information will be shown to your vendors in their portals.
  • Expected Price: The expected price for the total quantity of the item. This information will not be shown to your vendors.
  • Pricing Options:
    • Allow vendors to include shipping charges in the bid: Check this option if you want vendors to include the amount they incur for shipping the items to you.
    • Allow vendors to include additional charges in the bid: Check this option if you want vendors to include the additional charges they incur for the items.
  • Expected Date: The date by which you want to receive the item from the vendor after awarding them the bid.
  • Notes: Include any additional information you want to convey to the vendors regarding the item. This information will be shown to your vendors in their portals.

• Click Add.

• Once you’ve added the documents required details, click Save and Next to go to the Terms and Conditions section. Or, click Save as Draft if you want to save the details entered in this section and fill in details in the other sections later.

Terms and Conditions

In this section, you can enter the details such as the obligations, payment terms, delivery details, legal provisions, and other relevant details.

• Enter the Terms and Conditions. This information will be shown to your vendors in their portals.
• Once you’ve entered the required details, click Save and Next to go to the Documents section. Or, click Save as Draft if you want to save the details entered in this section and fill in details in the other sections later.

Documents

In this section, you can upload documents related to the request for quote. These documents will be visible to your vendors in their portal.

• Click Add New Document.

• Click Upload File in the Attachment field. You can upload the documents from your device or from any of the cloud storage resources shown in the pop-up.

• Enter the Name of the document.

• Provide a Description if required.

• Click Add.

• You can edit or delete added documents by clicking the More icon next to them and selecting Edit or Delete respectively.

• Click + Add New Document in the top right corner to add additional documents.

• Once you’ve added the documents required, click Save and Next to go to the Bidding Preferences section. Or, click Save as Draft if you want to save the details entered in this section and fill in details in the other sections later.

Bidding Preferences

In this section, you can enter the bidding duration (the period when vendors can submit bids) and the date when items will be awarded to vendors. These information will be shown to vendors in their portal.

To enter the Bidding Preferences:

• Enter the Bid Start Date, Bid End Date, and Awarding Date.
• Once you’ve entered the required details, click Save and Next to go to the Team section. Or, click Save as Draft if you want to save the details entered in this section and fill in details in the other sections later.

Team

Enter the employees in your organization who will participate in the request for quote. By default the request for quote owner will be added and you cannot remove them from the team.

To add a new employee to the team:

• Click + Add User in the top right corner.
• Fill in the following details:
  • Name: Select the employee you want to add.
  • Email Address: The employee’s email address will be auto-populated once you select them.
  • Phone: Enter the employee’s mobile number.
  • Designation: Enter the employee’s designation in your company.
  • Role: Select the employee’s role in the request for quote.
  • Mark user as point of contact: Check this option if you want the vendors participating in the request for quote to view the employee’s contact details. The vendor can contact them for any information regarding the request for quote.
• Click Add.
• You edit or remove the employees added to the request for quote by clicking the More icon next to them and selecting Edit or Delete respectively.

Once you’ve added the required employees, click Save. With this, the request for quote will be saved in Draft status.

Request for Quote’s Details Page

When you open a request for quote, the top half will display details such as the bidding period, awarding date, the bid timer (which starts once the request for quote is published), and the request for quote’s lifecycle with the current status. The bottom half will include the following tabs:

Details

This tab includes the following information:

• Vendor Participation Summary: A summary of vendor invites based on their status.
• Basic Details: A summary with key information regarding the request for a quote.
• Activity Logs: A history of all the actions performed on the request for a quote.

Items

A table listing the requested items along with details such as quantity, expected date, and expected unit price.

Vendors

A table listing the vendors added to the request for a quote, including their contact details, invite status, and latest bids.

Team

A table listing the employees of your organization who’ll be participating in the request for quote.

Vendor Responses

A table contaning the list of vendors and the bids submitted by each vendor.

Award

A table containing the list of items awarded. You can switch between Vendor Details and Item Details views to view the award details with respect to vendor and items.