Requesters are able to submit their RFQs to procurement users for their review and processing.
When you first log into your Fairmarkit Requester account, you will land on the Create from Blank RFQ page, allowing you to create your request.
Start by filling out the General Info section of the request form.
The Title will be visible to both the procurement team and the vendors being solicited.
The Department, Benchmark Vendor, and Benchmark Vendor Contact are optional and will be visible only to the procurement team.
The Project/Reference is optional as well, but will be used as the ID for this request if entered. Otherwise, a numeric ID will be automatically generated for the request.
The Shipping Address is a drop-down menu which will give you access to all available shipping addresses loaded into the system by your procurement team and will be visible to both procurement and the vendors.
The Ship To Name will be visible to the procurement team.
The Preferred Delivery Date is visible to both the procurement team and the vendors being solicited.
The Request Items section of the form is where you will let your buyers know what goods and services you require and comes pre-populated with an Item line to get you started.
Goods and services can both be requested using this form, but you can feel free to remove the provided Item line using the Trash Can icon to the right of the line if you are only requesting services.
The Manufacturer and MFG Part # fields are optional, but we encourage you to provide them for the vendors whenever possible to ensure an accurate quote.
Use the Description field to let your vendors know what it is you need pricing for.
Select a UOM, or Unit of Measure, from the drop-down menu that matches the item you are requesting.
The Quantity field can accept whole numbers of items.
The Benchmark Price is optional, but serves as a point of comparison against pricing received back from vendors.
Any number of additional items can be added to the request using the Add Item button.
Vendors will be able to provide pricing for the items added in this way, as well as suggest their own alternatives to these items for review by your procurement team.
Group Items can be added to the request using the Add Group button.
Group Items allow you to present the vendor with approved substitute items, but does not present them with the option to suggest an alternative.
Any number of approved substitutes can be added to the item you are requesting using the Add Group Item button.
Vendors can provide pricing for one or more of the options you present to them here.
Services can be added to the request using the Add Service button.
Services work just like Items, with UOM's that are more appropriate for services and no Manufacturer or MFG Part # fields.
For more complex Services that require multiple components and questions to be answered, use the Add Group Service button to create a Group Service.
Group Services provide the vendors with questions to answer and components to address for a more complex Service.
Any number of questions or components can be added using the Add Service Component button.
Group Services offer UOM options such as yes/no, to ask yes or no questions, text, to request a text response, date and date range, to define a time frame for the service, or even attachment, to request an attachment at the line level.
All fields in the Request Items section will be visible to the vendors being solicited as well as the procurement team, with the exception of the Benchmark Price, which is only visible to the procurement team.
The Notes and Files sections of the request form will allow you to provide additional information for both your procurement team and the vendors who will be reviewing your request.
Use Notes to Vendor to provide the vendors with any information necessary in order for them to be able to provide you with an accurate quote beyond what is contained within the Request Items section.
Your procurement team will also be able to review your Notes to Vendor.
Use Notes to Buyer to share information with your procurement team pertinent to your request which will not be shown to the vendors.
The Add Files button will allow you to attach any documents to the request to be viewed by both your procurement team and the vendors.
Select an Urgency for your request.
All requests will default to Normal, but Rush and Emergency can also be selected.
Rush and Emergency requests will be highlighted in yellow and tagged with the appropriate Urgency level for both your procurement team and the vendors.
Finally, use the Submit button to send your request to your procurement team for review and processing.
You can also use the Save Draft button to return to your request at a later date.
If you have any questions, please don't hesitate to reach out to us at firstname.lastname@example.org.