RFQ Process in Supplier Exchange

The Request for Quotation (RFQ) functionality allows you to create and manage the entire RFQ process in Supplier Exchange. The RFQ lines can be mapped to the suppliers. The surveys that are associated with the RFQ lines are issued to the supplier for a response. You can select and award the business to the supplier by comparing the RFQ responses (bids) for a specific RFQ line.

The awarded RFQ document (bid) for which the determined outcome is set to purchase order or purchase agreement is sent to Infor ION using Supplier Quote BOD for performing an XSL transformation to an XML or HTML document which is processed to M3 for creating a Purchase order or contract.

If the expected outcome on the Create RFQ page is set to Purchase Order, the Purchase order is created in M3. Consequently, the Purchase order BOD is published to Supplier Exchange. In case, the expected outcome is set to Purchase Agreement, the contract is created in M3. Thus, the Contract BOD is published to Supplier Exchange.

Note: You can create the RFQs only when the Enable RFQ creation check box is selected on the Owner Setup Customer Profiles page and the buyer Customer Profiles page.

Creating and modifying an RFQ

You can create an RFQ using the Create RFQ page and specify information related to the Buyer, Reference, Auction type, Date and so on.

Before Published an RFQ, you can also:

  • Add a new RFQ Line to an existing RFQ
  • Delete or copy an RFQ line on the Create RFQ page
  • Add or delete supplier
  • Map the supplier to a specific RFQ line
  • Map required survey to a specific RFQ line and supplier
  • Shortlisting or rejecting supplier based on the RFQ response
  • Award or reject a supplier based on bid or negotiation
  • Issuing a new survey or reschedule an existing survey to the supplier
  • Reviewing the buyer notes, attachments and the RFQ History

Publishing an RFQ

You can publish the RFQ from the Create RFQ page and the RFQ Management page. After publishing an RFQ, you can view the RFQ details on the RFQ Details page.

Note: You can cancel a published RFQ line or an RFQ for which the bid responses are not submitted by the supplier.

Comparing the RFQ responses sent by the Suppliers

The RFQ Responses (bids) are sorted based on Delivery Date, Unit Price and Total Bid for comparing. These responses are displayed in an order defined on the Customer Profiles page. The suitable RFQ Response (bid) is selected for Negotiating and Shortlisting.

Note: You can reject an RFQ response which does not meet the requirements.

Awarding the business

The business is awarded to the most suitable RFQ Response (bid). After the bid is awarded, the application notifies the corresponding supplier to whom the business is awarded.

Note: 
  • You can initiate negotiation with the supplier only if the auction type for the RFQ is Traditional or Reverse.
  • If the auction type for the RFQ is set to sealed, the RFQ responses are displayed for customers only after the specified expiry date for the RFQ.
  • You can negotiate an RFQ lines based on information related to quantity, amount, dates, landed cost and so on.
  • The RFQ line for which the business is awarded is not closed until the RFQ expiry date.