Create RFQ

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.

Section 1: General Information

To get started, add the name of the RFQ and describe what you want to purchase.

Section 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 to place a proper offer

Section 3: Settings

In this section, you can choose a deadline term of the event, currency, budget.

Section 4: Suppliers

Suppliers: the email addresses of the suppliers invited to the event are added here. They can be new or existing contacts in the supplier module.

There are two options for contacts/suppliers invited within an RFQ/RFP:

Option A: The one where only one contact for each supplier can be added into the RFQ page

Option B: This advanced option permits the inclusion of multiple contacts for a supplier, with each contact accessing the same response page via a one-time password (OTP). Activation of this feature is available upon request and is tailored to suit the specific needs of the buyer. It’s particularly useful in scenarios where several contacts within a supplier organization collaborate to provide a comprehensive response, typically in large-scale RFPs. Please contact our support department for more details

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.

This functionality is activated upon request and depending on the buyer’s needs. 

Section 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.

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

Questions for the suppliers to answer so you can gather the information needed to qualify them.

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

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