The Supplier Portal allows you to Export content of a Request for Quote (RFQ) or Request for Information (RFI) to an Excel Workbook and make specific edits in that format then upload it back into the Supplier Portal for submission back to the customer making the request. Often times, when inputting data for either an RFQ or RFI via Excel editing, you may find that when you go to upload it here:
You come across an error or unexpected behavior. This document seeks to explain some of these issues and help you to resolve them.
Follow All of These Rules when Using Excel Import
- Make sure .XSLX file format is loaded. Excel can modify many different Workbook file formats, but only the modern .XLSX format (Excel 2007+) is permitted to be imported into the Supplier Portal
- While in Excel, you should only modify the cells/columns in Gray color. In this typical example below, the first two columns are White and so they should not be modified in Excel, the latter three columns are Grey and so they can be modified in Excel:
- In order to preserve format fidelity between the Supplier Portal and the Excel Workbook, there are numerous things which cannot be changed in the Excel Workbook and will cause issues if they are changed and attempted to be Imported back into the Supplier Portal:
- All Tabs should not be deleted or renamed.
- Hidden rows/columns should not be modified or deleted.
- Do not add new empty rows anywhere in the Workbook.
- Do not add or remove any columns.
- The first row of the Excel Workbook serves as a Column Identifier for the data in our system. It is mandatory for the system to accept information in the uploaded file and should not be deleted.
- In order to preserve data fidelity between the Supplier Portal and the Excel Workbook, there are numerous things which cannot be changed in the Excel Workbook and will cause issues if they are changed and attempted to be Imported back into the Supplier Portal:
- Do not add any formulas to the Excel Workbook, especially if you are copying/pasting. Keep numeric values as numeric values by right-clicking and pasting as values:
- The quoted cost should not be more than four decimal points (i.e. above 13.7350 is four decimal points). You can edit this after you have uploaded the file if needed. The system will indicate any cost with more than four decimal points as an error.
- Do not place text / letters in numeric fields.
- Any date information in any Date column should be in preferred format (YYYY-MM-DD).
- Any input that has a drop-down menu value should be input via that drop-down menu. Excel will preserve the drop-down input choices that are present in the Supplier Portal interface, (e.g. Status value as seen in Excel):
- Additional Note: Select No Bid in the Status Column here for all items you do not want to quote.
- Make sure any column that uses a VLOOKUP function gets evaluated for all of the parts.
- If the system indicates you are permitted to upload the Excel workbook, but the interface is prompting you with errors, scroll across the Supplier Portal interface left-to-right to review your input and find any cells that are highlighted in Red. These cells will have the errors which is preventing upload completion.
When filling out the RFQ Response in the Excel Workbook, keep the following in mind:
- MPN Cost, MOQ (Minimum Order Quantity), and LT(Days) (Lead Time in Days) are all Mandatory Fields which will not accept the number 0 as an input.
- STD/Custom (Standard vs. Custom) and Incoterms are both Dropdown list of values fields which will not accept the number 0 as a manual input.
- COO (Country of Origin), MPQ (Minimum Purchase Quantity), Reschedule - Days, Cancellation Term - Days, Supplier Comments, and Distributor are not Mandatory fields, and will accept 0 as input.
Status for Rejects and Re-Quotes
After you submit your quote for the first time, if the buyer rejects and you discuss the need to "re quote", you must download a fresh Excel Workbook from the system.
- When you do this, all of your original quote data will be on this new download.
- The major difference will be the status column, which will read "Rejected" for each line item.
Use this newly downloaded Excel Workbook to make the needed modifications, save, then upload.
- Do not worry about the status on the line items showing "Rejected".
- After you upload and select [SEND], the status will visibly change to "Re-Quoted".
Learn More About the Excel Quote Process
- How can I export RFQs to Excel and import RFQs into the supplier portal?
- Excel Quote Process (Video)
Get Help with Excel Export/Import Issues
If you are still not able to upload an Excel Workbook to the Supplier Portal after following these rules and filling out all requested inputs, then please reach out to our help desk and submit a ticket with the Excel Workbook you are using as an attachment. See the following article for more information: