1) Process Overview

The sourcing process consists of the following steps:

Request: The user submits a request for an RFx by using simple but detailed specification forms.
The RFx can contain multiple, independent parts (eg. for a mailing pack) and can be delivered to multiple locations.
This request can arrive via the Customer Catalog or the Buyer/Manager may be required to create the request on the customer’s behalf.
You receive a notification of the request and review the request, adjusting the specification if necessary.
Request For Quote: You identify potential suppliers and send an RFQ (Request For Quote) to each (or the system may automatically identify suppliers and costs for you).
Supplier Quotation: The suppliers return their prices.
Supplier Selection: You select a supplier (or suppliers) on which to base your estimate.
Quotation: You send the estimate to the user.

What’s a ‘Request’, a ‘Quote’ or a ‘Job’?

A ‘Request’ is where a specification has been submitted by a User for you to determine the production prices.
A ‘Quote’ is where you have identified the prices and returned them to the User.
A ‘Job’ is where you have an authority to proceed (perhaps by means of a purchase order number or budget code) and a confirmed quantity from the User.

Creating a new request (on the customer’s behalf)

Go to Jobbag --> New RFx.

Navigate the catalog to find the RFx Item you require and click its ‘Create RFx’ button.

Note: Each RFx Item presents a different form that is specially designed to capture the key details of the type of RFx you require. It is important that you choose the type that most closely matches your requirement because it is only by breaking down your specification into its component parts that the system can provide detailed analysis of work at a later date.

You can use the catalog search tools at the top of the view to help you find the required Projecttype specification form.

Select the customer for the request by typing the user’s name into the ‘Customer Member’ field.
Click the ‘Next’ button when you have selected the contact.

Note: The customer contact selector works by allowing you to type the person’s name. As you type, it will present suitable matches allowing you to select one of them.

If you cannot remember the contact’s name or are unsure of the spelling then click the ‘Search...’ button to open a popup window that allows you to view and select contacts within specific customer Organizations.

Fill in the specification form with as much information as you can.

Note: The fields marked with a red line at the far end are mandatory and must be completed before you can submit your request. All the other fields are optional but you should make every effort to complete as many of them as you can otherwise you may not get an accurate quote from your Buyer/Manager.

Click Next (delivery details) at the bottom right.
Check the delivery details. If you need to add another address click the Add Address button.

Note: You can also set the Tax type for the job by selecting it from the drop-down menu.
If you don't know it at this time or if it's not part of your workflow then just leave it as it is.
Click Save.
You should now see the Project Page for the created request.

Processing the Request

You can access the request in 3 different ways:

What’s the difference between ‘View RFxs’ and ‘View All’?

Both of these listings perform nearly identical functions but where View All will show you a listing of everything (RFxs, Quotes and Jobs) the View RFxs listing will give you a list of just the Requests and Quotes.

Many people prefer to simply use the View All option and filter the listing if they only want to view Quotes

If you are not already on the View All Listing, click My RFx > View All.
Click the black triangle next to the ‘View All Projects’ title at the top of the page.
Type your search into the Search field.
Select the type of information you're searching for (the drop-down menu to the right of the search field).

Click the Go! button.

Note: Searching will look for matching part titles or reference numbers.
Also, you only need to put part of what you’re looking for into the Search field, for example if you search for ‘Summer’ then you may find jobs like ‘Summer Poster 2009’ or ‘Summersby Flyers’.

Click the name of the request you wish to open.

THE PROJECT

The Project (also known as the Quote Sheet) is where all of the information relating to the request/project is held.

An overview of your request/quote/project is shown in the very top section of the page and it shows a list of individual parts that comprise the Request/Project.

A panel for Private Notes is also available – these are private to the Buyer/Manager only and are note visible to suppliers or customers.

QUOTE PART DETAILS / PROJECT PART DETAILS

This section contains all of the information relating to one part of the (multi-part) request/job.

CHECK LIST

The Check List shows the detailed progress of the request/job through the quoting, ordering and production stages.

OLD DOCUMENTS

When visible, this will display a list of the archived system-generated documents relating to this part.

SHIP TO AND SPECIFICATION

These sections show the specification you entered and the delivery details.

SUPPLIER SELECTION

This section presents an overview of the combinations of suppliers you have selected for RFQs (or where the system may have chosen appropriate suppliers based on contract rates) and their pricing.

It also gives you an indication of the suppliers’ current ratings, allowing you to make informed decisions during the supplier-selection process.

PRICING

This section shows the detailed breakdown of the pricing for the currently selected combination of suppliers including the final figures to be quoted to the customer.

ATTACHMENTS

This section shows the files that been uploaded and attached to this request/job. You may also use this section to upload files on your customer’s behalf or your own files.

2) Sending supplier quote requests (RFx)

To use the RFx process to select suppliers and send RFQs (Request for Quote) to each:

Click the RFx button at the top of the Project page.

Note: If you can’t see the RFx button then it may be that you are looking at a request that has already been quoted, already in production or you may not have appropriate access rights (in which case please contact your Super User).

Click OK when it asks if you are sure that you wish to continue.

Select the suppliers you wish to send quote requests to.

Note: You may also have the option of selecting a supplier for Paper or Repro. These are suppliers whose pricing will be dependent on the information supplied by the other suppliers and will be combined into the Supplier Selection panel on the project.

Click Next.
Select the delivery destination and the Delivery Date/Time in the Ship To column and set the Quote By date/time if required.

Tip: If you wish to view the RFQs before you send them to the suppliers you can click the PDF icon next to the Ship To information.
Click Send emails and Continue.

3) Supplier Quotation

You do not need to do anything in order to receive quotes from your suppliers – they will log into the system and enter their quote directly. You may, however, receive emails from the system notifying you that a supplier has entered a quote.

Supplier Selection

Once you have enough supplier quotes, you may select the supplier(s) on which you wish to base your quote to your customer.

Bring the Supplier Selection panel into view.
Click the name of the supplier you wish to base your quotation on.

You should now see the Pricing panel show the total costs (plus any markup and margin if appropriate).

Note: If you need to see more information about the supplier’s recent performance, click the ‘i’ icon on the right hand side. This will open a popup showing the last 5 ratings and the comments.

SETTING THE MARKUP BEFORE QUOTING TO YOUR CUSTOMER

The system may automatically apply a markup for you but if mark-ups do need to be set:

Go to the bottom of the Pricing panel.
Click the MARKUP % and enter a % value for each quantity requested.
Click Save Changes.

SETTING THE SALE PRICE BEFORE QUOTING TO YOUR CUSTOMER

If you wish to set a specific SALE price before quoting to your customer:

Go to the bottom of the Pricing panel.
Click the SALE and enter a value for each quantity requested.
Click Save Changes.

4) Quoting to the Customer

Once you have made your supplier selection, you are now ready to send the quotation to the customer.

Go to the bottom of the Pricing panel.

Click Send Quote.

Note: If the Send Quote button is not present then it may be that the individual who is to receive the quotation is not currently enabled to do so. Please contact your Super user if this is the case.

Click OK to confirm you wish to send the customer quote.

ExerciseCreate a new customer request with quantities of 1,000, 5,000 and 10,000
Choose 3 suppliers, set a quote-by date and send the RFQs.
Wait for quotes to come back from the suppliers.
Search for the job.
Choose a supplier price and set a markup.
Quote the job to the customer.

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