When a Global Commodity Manager (GCM) who is the Request for Quote (RFQ) creator takes actions in the Vendor Collaboration module during the lifespan of the RFQ, the suppliers will continually receive email updates and notifications coinciding with the action taken and response required.
The first important exchange with the supplier is usually within the Finalize & Send window of RFQ Draft and the "Message" sub-tab allows you to send a message to a vendor if they have active users on their account. Make sure that the vendors you wish to communicate with have active users that you can communicate with. If no active vendor users are available, then the message No Conversations available will appear in the messaging interface.
Supplier Messaging in Vendor Collaboration helps to eliminate email exchanges on the RFQ with the supplier. If the supplier has questions, they can message you directly via the RFQ messaging tool to keep auditable records of all conversations aligned with the request. You can use Supplier Messaging to provide them additional feedback during these conversations. Each action generates a notification to the recipient.
You can add messages in the bottom text input box, add/upload attachments, and then save the input, the conversation will be conveyed to the supplier when the RFQ is sent.
If the RFQ was previously sent out and you are reviewing it in Vendor Collaboration, then any new conversations you add will be conveyed immediately.
Communication Examples During the RFX Process
The following are several examples of typical actions and subsequent emails sent to suppliers. Note also the subject lines.
Supplier Inbox with Each Example
RFQ Creation and Submission to Supplier
Prior to awarding supplier quotes can be accepted or rejected. In either case, an email is sent to the supplier letting them know how many of the line items they quoted were accepted or rejected.
Note: if rejected, the supplier can re-quote those items.
RFQ Quote Rejected
RFQ Quote Accepted
Full or Partial Award of RFQ to Supplier
An RFQ can be "closed" following the completion of the awarding process. The main purpose of this notice is to remove this RFQ from both the GCM's and Supplier's RFQ lists.
New Scope Added to RFQ
When an RFQ is modified after being originally sent and additional line items for the supplier to quote have been added as new scope.
In sending each of these types of messages, you should be confident that your supplier will receive clear instructions on responding to your quote and clear follow-up notifications as you proceed into the award phase. Additionally, you will have a single source of truth for messages between your organization and suppliers for each quote that can be audited and referenced.