Create & Publish RFI/RFP/RFQ
This article will guide you on how to create and publish an RFI/RFP/RFQ.
You can start by navigating to the Events module, and you can create a new RFP/RFQ or RFI by using the “Add event” button in the upper-right area.
After creating the event you are re-directed to the Event main page. Here each RFP/RFQ contains 4 tabs sections: Settings, Events, Suppliers and Messages
Tab: Settings
General info settings
To get started, add the name of the RFP/RFQ and describe what you want to purchase in the “Intro” field. Include essential files for suppliers to understand the bidding requirements. These may include images, charts, tables, blueprints, or any other additional information necessary for suppliers to submit a comprehensive offer.
Settings section
In this section, you can select:
a. Event ending, choose how your event ends:
- Automatically at the end date and time, selected in the End date field
- Manually by user when you click the “End event” button.
b. Supplier Message Deadline: You can additionally set a deadline for suppliers to send or reply to messages. Leave blank for no time limit.
c. Seal bid feature – enable this option to keep all supplier bids confidential until the event ends
d. Public event feature – if this feature is available on your account, then you can select the option to make this event public for suppliers.
e. Activate permission – enable this option to set user permissions at the event level.
Tab: Event
The buyer can add as many sections as necessary, whether they’re related to Items or Questions, and organize them in any preferred order.
To add sections, the buyer needs to click the “+add section” button. A modal will appear on the page, allowing them to select the type of section: Price sheet or Questionnaire.
Add sections
- A. Price section
Use this section to list the items and/or services for which you require quotes from your supplier. Information about items is organized in columns, allowing you to add various types of columns based on the products or services you need quotes for. You can create a template for each Items section to match the specific product category you need quotes for.
Additionally, you can specify at the item level whether suppliers must provide a response for a specific item.
Import items
The feature is specially designed for events that require a large number of articles and services. Thanks to it, you can upload them using an Excel template that guides the user in going through all the necessary steps:
a. Click on “+ add from file”. A dedicated window will open, guiding the user.
b. Click on “Download template spreadsheet”.
The system will download an Excel file that contains explanations on how to handle it. Fill in and save the spreadsheet.
c. Click on “Upload file”. Select the newly created file. Prokuria will take care of the rest.
Add an item from the catalog
If this feature is enabled on your account, then items can also be added into the sourcing event from the items catalog previously built in Prokuria.
a. Click the “+Add from catalog” button to open a window where you can select items from the catalog.
b. Select the items to add to the event, click Save, and they will appear in the Price sheet/ Items section.
- B. Questionnaire section
Use the “Questionnaire” section to create any number of questions needed to gather information for supplier qualification.
Questions type:
- Short text: The supplier can respond with a short text, with a maximum of 100 characters.
- Long text: The supplier can respond with a longer text, with a maximum of 5000 characters.
- Single Choice: The supplier can choose only one answer from a list of predefined options.
- Dropdown single-choice: A dropdown menu from which the supplier can select one option.
- Multiple Choice: The supplier can select more than one option from a list of predefined choices.
- Dropdown multiple–choice: A dropdown menu that allows the supplier to select multiple options.
- File upload: Allows the supplier to upload a file as their response.
- Number: A field where the supplier must enter a numerical value.
- Date: A field where the supplier selects or inputs a specific date.
- Table: A table will be inserted in the question
Upload Questions (through Excel)
This process is carried out in 3 simple steps:
a. Click on the “+ add from file” button. A dedicated window will open. This guides the user through the appropriate steps
b. Click on “Download template spreadsheet”. The system will download an excel file containing clear explanations about how it should be completed.
c. Click on “Upload file”. Select the newly created file. Prokuria will take care of the rest.
d. Existing questions can be downloaded by clicking the “Download existing records” button.
e. Click on “Upload file”. Select the freshly added file and Prokuria will handle the rest.
“Conditioned question” feature
You can use this option to show or hide specific questions in a questionnaire, ensuring that suppliers only answer them based on their previous responses. Once a buyer adds conditioned questions, the question list will automatically update on the supplier’s response page according to their answers.
To set up a conditioned question, follow 3 simple steps:
- Choose “Conditioned question” option
- Select the main question & answer which will trigger the condition
- Choose if this question needs to show or hide from the questionair list, once triggered
Please note that for conditioned questions, you can only select a parent question of the type: multiple choice or single choice.
Tab: Suppliers
Here, you can select the suppliers you want to invite to the event. The suppliers will be chosen from the supplier module previously populated in Prokuria. There are two options when inviting contacts/suppliers into an RFQ/RFP:
Option A: Only one contact per supplier can be added to the sourcing event.
Option B: Allows you to add multiple contacts for a specific supplier.
Option B lets you add multiple contacts for a specific supplier, allowing each contact to access the same response page via a one-time password (OTP). Activation is customizable based on the buyer’s needs and available upon request. It’s ideal for situations where multiple contacts within a supplier organization collaborate, like in large-scale RFPs. For more details, contact our support team at support@prokuria.com
The key distinction between the two options lies in the enhanced security and audit tracking provided by Option B, especially when multiple contacts from the same supplier are involved in responding to the same RFP/RFI.
Once all sections of your RFI/RFP/RFQ are completed, you’re ready to publish your sourcing event by clicking the “Publish” button in the top-right corner of the page.
What Happens Next?
- The RFQ status changes to Active.
- Suppliers receive an email invitation with a link to a private response page.
- Suppliers can submit their quotations until the event deadline.
When the RFQ is published and in status Active, the following buttons become available:
Compare Responses – Enables a side-by-side comparison of supplier responses. This page will be populated as soon as suppliers submit their responses.
Change End Time – allows buyers to adjust the RFQ’s deadline.
Pause Event – Temporarily pauses the event, allowing buyers to update and edit the RFQ. While the event is paused:
- Suppliers can access the response page, but cannot make changes.
- A banner notifies suppliers that the event is paused.
- Buyers can customize the notification message to the supplier
For the next steps, please check our support article What buyers can do while an RFQ is Active
for detailed instructions.
Need Help?
📩 Contact us at support@prokuria.com – We’re happy to assist you!