Create RFQ

8 months ago
alex
3 minutes

This article will guide you on how to create an RFQ.

You can start by navigating to the Events module, and you can create a new RFQ by using the “Create event” button in the upper-right area.

First, as with any event, an RFQ always belongs to a parent Project so you will be required to select your Project. In the dropdown box, you can choose only the projects for which you have permission.

After choosing the project you are directed to the Event main page. Here each RFQ contains 6 sections: General Information, Documents, Settings, Suppliers, Items, and Questions.

  1. General information: To get started, add the name of the RFQ and describe what you want to purchase.
  2. Documents: files necessary for the supplier to understand what they are bidding for. Can be images, charts, tables, blueprints, or other additional information needed by the suppliers in order to place a proper offer
  3. Settings: in this section, you can choose a deadline term of the event, currency, budget
  4. Suppliers: the email addresses of the providers who are invited to the event are entered. They can be new or existing ones in the supplier module. There is also the option to select the language in which emails are sent to providers.
  5. Items: the list of items and/or services for which the offers are intended. The information about them is organized in columns displayed dynamically.
  6. Questions: questions for the suppliers to answer so you can gather the information needed to qualify them.

Section 1: General Information

Section 2: Documents

Section 3: Settings

Section 4: Suppliers

Section 5: Items

Section 5.1: 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.

Quantity and Budget only take in numeric values. 

The maximum number of decimals is 6.

c. Click on “Upload file”. Select the newly created file. Prokuria will take care of the rest.

Section 5.1: Add an item from the catalog

Items can also be added from the catalog. 

a. Click on the “+add from catalog” button. A dedicated window will open from which you can choose the items added to the catalog.

b. Select the items you want to add to the event. 

Section 6: Questions

Section 6.1: 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 made file and Prokuria will handle the rest.

Suppliers can attach documents and the answers for the Single or Multiple Choice questions

Question types:

  • Text 
  • Single Choice 
  • Multiple Choice

Are you stuck somewhere? Don’t worry, we’re here for you. Drop us a mail at support@prokuria.com and we’ll get back to you.