Concepts

Tasks

Settings

Adding Suppliers to an RFQ

You can add bidding suppliers to any open catalog price or “for demand” request for quotation (RFQ).

To Add Suppliers to an RFQ

1.	Open the RFQ document.

2.	Make sure that editing is enabled.

3.	On the Properties view, select the Suppliers tab. This tab lists the suppliers that are currently selected to bid on the RFQ.

4.	Click Browse. The Browse Suppliers dialog appears.

5.	To see all suppliers available to the site, clear the option Supplies the resources on this RFQ.

To see only suppliers that supply resources in a particular resource category, select the appropriate category.

Tip: You can quickly filter the list to see only items that begin with any letter or number using the buttons in the Starts with section. To see the whole list again, click Clear.

6.	Select each supplier that you want to add.

7.	When you have selected the suppliers, click OK. The suppliers are added to the list.

8.	If necessary, you can review the contact information for each supplier. To open a supplier, double-click it. The RFQ Supplier dialog appears.

9.	Review the sending information to ensure that it is correct:

Setting Name

Description

Send to

The name of the supplier’s contact person to whom you are sending the RFQ. The system enters the name of the RFQ contact identified for the supplier. If no RFQ contact has been entered for the supplier: • The system enters the supplier’s primary contact. • If neither contact is set up on the supplier, you must select a contact from the list. • If no contacts have been entered for the supplier, you can open the supplier record to add a contact.

Send by

Select how you will send the RFQ information to the supplier.

10.	If you are sending the document by mail or courier, ensure that the Mailing address information is correct. The system enters default values from the supplier record.

11.	If you are sending the document by fax, ensure that the following information is correct:

Setting Name

Description

Fax number

If appropriate, enter the fax number for the supplier’s contact person. If the supplier contact has a fax number entered already, it is displayed here when you select the Fax transmission method.

Cover page

If you will be sending the fax using the MS Fax Server, you can select a cover page template for the fax. To browse for the cover page file, click the folder icon in the box. Cover pages must be in a *.cov file format and accessible on the server.

Subject

If you will be sending the fax using the MS Fax Server, you can enter a subject line for the fax. The subject line is printed on the cover page.

Priority

Select the priority level for the fax: • Low: All faxes that have a normal or a high priority are sent before a fax that has a low priority. • Normal: All faxes that have a high priority are sent before a fax that has a normal priority. • High: The fax is sent with a high priority.

Schedule type

If you will be sending the fax using the MS Fax Server, you can select how the fax will be scheduled: • As soon as possible: Sends the fax as soon as the fax server is available. • Discount period: Sends the fax during a predefined discount period. The discount period can be set up on the fax server. • Specific time: Sends the fax no sooner than the selected time. The actual time the fax is sent depends on the availability of the fax server and the fax priority. Enter the date and time that you want the fax to be sent. Note: The time that the fax is sent also depends on how frequently the Action Scheduler is set up to check for pending APM faxes. For example, if the Action Scheduler checks for APM faxes at 12 noon every day, faxes are only sent to the Fax Server queue once a day. To have faxes sent to the queue as soon as possible, set the Action Scheduler polling interval to a small duration, such as 5 minutes. Once a fax is in the queue, the Fax Server uses the schedule type setting to determine when to send the fax.

12.	If you are sending the document by email, review the following:

Setting Name

Description

Email address

The email address to be used when sending this document to the supplier. The system enters the supplier contact’s email address by default. If necessary, you can enter a different email address.

Subject

Enter the text that will appear in the subject line of the email.

Attachment

Select the type of email attachment to use to send the RFQ. This option is only applicable for sending RFQ documents. • Spreadsheet: The system exports the document to a Microsoft Excel file. For RFQs, the supplier can enter bid information into the file and then send it back to you. You must have Excel installed for this option to work. • Report: The system creates a printable report of the document. For RFQs, the supplier cannot enter bid information directly into this file.

13.	If you are phoning the supplier, make sure that the phone information is correct.

14.	If you are sending the document by courier, ensure that the appropriate Courier is selected.

15.	When you are finished reviewing the supplier information, click OK.