All the RFQs that are currently active appear under the RFQs submenu.
Menu Path: Sourcing Event Management >> RFQs
The User Interface is shown here. You can use search filters and advanced filters to search an RFQ from the list of RFQs.
Actions/Operations Available:
- View: Details displayed in the read-only mode
- Edit: Edit the RFQ details. It is possible only when the RFQ is in the draft.
- Delete: Delete an RFQ.
- Approval Workflow History: View the Approval workflow for the RFQ submitted for approval.
- View Suppliers: View the supplier, the status of the quotes responded by the Suppliers, and provision for the buyer to respond by providing quote on behalf of the Supplier.
- Create New From: Full RFQ, Creates a duplicate RFQ with the same details as the selected RFQ except for the schedule.
- Partially Sourced RFQ: Full Quantity-This will create a new RFQ from the partially sourced Items of the existing one and their associated Suppliers. Full quantities of the partially sourced items will be copied.
Unsourced Quantity-This will create a new RFQ from the partially sourced Items of the existing one and their associated Suppliers. Only the remaining unsourced quantities of the partially sourced items will be copied.
- Create Collaboration Group: Creates a real-time communication group, with group members including all the suppliers and the buyer. Read more in the Collaborator User Manual
- Open responses as Minimum Response Override User: As a Minimum Response Override User you can open the RFQ even before the RFQ receives a minimum number of responses.
- Change Responsible Buyer: Provision to transfer the RFQ to some other Buyer, so that the RFQ activities can be managed even in the absence of the associated Buyer.
- Review SOW: If there are changes made by the Supplier, by choosing this Action you will be taken to the SOW page and which displays the details of the SOW modifications made.
- Finalize SOW: Once the changes have been made and agreed upon mutually by the supplier and the buyer, the buyer can finalize the SOW. Only after the SOW is finalized the supplier will be able to submit a quote for the RFQ.
- Modify Stakeholders: After publishing the RFQ, stakeholders can be changed anytime before the corresponding evaluation/activity commences.
- View Evaluation Status: Provide the status of the evaluations.
- Users can customize the displayed columns by accessing the settings icon. The column names are presented in a pop-up window, allowing users to select the desired columns by moving them from the left to the right panel. Additionally, the order of columns within the table can be adjusted through a drag-and-drop feature, enabling flexible arrangement as needed.
- View RFQ 360: This option gives a complete view of the RFQ, the general information, list of suppliers, total items, RFQ questions, schedule, quote summary, etc.
- Cancel RFQ: This options enable the buyer to cancel the RFQ if it is no longer valid. Once the RFQ is cancelled an email notification will be sent to the all the suppliers and the stakeholders involved in the RFQ process. Click on “Cancel RFQ”, the following pop-up page will appear. Fill in the internal reason and external reason , add comments if required and click on submit. The suppliers will be notified on the same.
- Amend: new “RFQ Amendment” feature has been introduced to allow limited modifications after publishing but before the first supplier submits a quote.
RFQ Amendment Capabilities:
Items Tab: In this tab new items can be added. Also, the item level documents can be added. Likewise the items can also be removed if they no longer required
Suppliers Tab:The Suppliers Tab allows the buyer to add the suppliers for the newly added items from the previous tab. Also the users can directly add new suppliers without making any modifications in the item tab.
Items-Suppliers Tab:
In order to explicitly map the suppliers for each item a new tab called Items suppliers has been introduced. Using the Link Suppliers option the user can map specific suppliers for each items.
Schedule Tab: The schedule can be modified based on the buyer requirements. However, the published date remains grey as the buyer will not be able modify the actual published date of the RFQ.
Documents Tab: The Documents can be added and deleted as per the buyer’s requirement using the documents tab
Change Log Tab: The change log tab captures all the changes that have been made in the RFQ. It gives the attributes that has been changed, their description and details of the changes. It also denotes the action type whether it is added or deleted.
Download Quote Summary:
Menu Path: Sourcing event management à RFQs à View à Download Quote Summary
This feature enables downloading a detailed quote summary instead of viewing each supplier response individually.
Available for both pursuit and non-pursuit RFQs.
Significantly simplifies the review process compared to navigating through individual supplier responses
- Due to potentially large data volumes, downloads are handled asynchronously. Initiating a download triggers a backend process; Users can return later to download the file once it’s generated. Helps reduce UI wait times and improves system performance.
- Users will see the timestamp of the last successful download. They can choose to proceed again if newer supplier quotes have been submitted since the last download.
Excel File Structure:
Sheet 1 – Important Information: Downloaded By, Downloaded on, Downloaded At
Sheet 2 – RFQ Information:
RFQ number, description, type, expected closure, number of suppliers, responses received, etc.
Sheet 3 – Supplier Quote Header: Supplier names, codes, approval state, quote currency, response status, exchange rate, and total quote amount (converted to RFQ’s preferred currency for easy comparison).
Sheet 4 – Item Level Quote Details: Deep dive into item-level data: item codes, descriptions, quantities, pricing, delivery dates, taxes, discounts, etc. For grouped items, information is nested accordingly. For pursuit RFQs, this sheet includes an additional “Period” column to show scheduled breakdowns (e.g., 2027, 2028, etc.).
Sheet 4 – Item Level Quote Details: In case if the quote is downloaded for a Pursuit RFQ, a column “Period” is provided in addition to the existing columns
