When responding to a Request for Quote (RFQ) in the Supplier Portal, it is important to understand the color coding of the input fields, the prompts and navigation of the dashboard, the indicated statuses and fields, and how to manipulate entries in Excel as well as in the platform.
Color Codes in Smart Request-for-X (Smart RFX)
The color coding followed in Smart RFX in the Supplier Portal for input fields is as described below:
- White-Colored Cell - This is a read only field.
- Grey-Colored Cell - This field can be modified and accepts user input.
- Red-Colored Cell Border - An error has been identified in this cell, the error message should be acknowledged and corrected before the user can proceed with the input.
- Blue-Colored Cell Border with Value Label of Asterisk (*) - This means input in the corresponding column header is mandatory data.
RFQ Components as Shown in the User Interface
- Quote: Update the changes to the required records. Make sure there are no errors with the changes. If there are errors, valid error message will be displayed when click on errored cell.
- Save as Draft: Save the response by providing the name and description when prompted. You can make changes multiple times and update the saved response.
- Send: Once all your changes are saved and ready, click on Send to distribute the Quote to Customer.
- Record Level Status:
- New: Records which are not quoted.
- Quote In-Progress: Records which were Updated and Saved - but not Sent.
- Quoted: Records which were Updated and Sent.
- Awarded: When the Customer Awards the record.
- Rejected: When the Customer rejects the record that is Quoted.
- Accepted: When the Customer accepts the record that is Quoted.
- No Bid: If not interested to bid a record, in Status column dropdown choose "No Bid" for that record.
- Show Changes: Data in changed rows will be filtered and displayed.
- Show Errors: Error-related rows will be filtered and displayed.
- RFQ No Bid: If you are not interested in quoting the RFQ, click on No Bid.
- Responses: Updated versions can be submitted as new version, and the customer will be able to view the latest and previous versions. Each response will be give a name and details are available under Responses tab.
- Refresh (Icon): Latest updated data will be fetched.
- Close (Icon): Navigates the user to return to the Homepage.
- RFQ Status:
- New: Received from Customer.
- Viewed: RFQ has been accessed.
- Quoted: When records are quoted.
- Negotiation In-Progress: When customer responds back with Accept/Reject and their comments.
- Awarded: Customer Awards records.
- Revoked: Customer revokes the RFQ.
- Closed: Customer closes the RFQ, which will be done when RFQ awarding is completed.
- No Bid: When you No Bid the RFQ.
To Quote in Excel
- Download: Click on the to download/export the data to an Excel file.
- Quote: Update the data in a cell that is possible to overwrite.
- Upload: Once required data is updated, save the Excel file and upload the data to system using .
- Validations: If the format is not accurate, in the UI cells get errored out. Make sure all the errors are solved. Then Save the Response and distribute to customer using Send button.
Note: Changes to the quote can be saved using ‘Save’ button, which means it is only saved for your review and not shared with the customer. Once the quote is ready to be sent to the Customer, click on ‘Send’ button.
Important: Adhere to All of these Rules when Using Excel
- Make sure .XSLX file format is loaded.
- Sheet should not be deleted or renamed in Excel.
- Hidden rows/columns should not be modified or deleted from Excel.
- Do not add new empty rows at the top in the Excel.
You should now be comfortable with identifying fields by their color, status types by their values, and navigation of the Smart RFX Dashboard including import/export via Excel. We recommend you learn more about the supplier portal through our other training materials and get started on responding to RFQs today!