Create a request for quote

To begin sourcing quotes in Fairmarkit, you will need to create a request for quote (RFQ) event. Typically an event is automatically created through an integration with your ERP/P2P purchasing application. However, you can also manually create a request in Fairmarkit.

Collaborators: For information on how to add a collaborator, see Manage collaborators. You can select if they are able to view or edit the event.

Field descriptions: See Request for quote-available fields.

Create a request for quote

For additional ways to create, clone, or import an event, see Create an event. If your events are created via integration, you can access your request for quote events from your events list.

Note: When you create an manual request for quote, the awarded quote may not automatically be sent back to your purchasing application. Contact Customer Success for more information about advanced integration capabilities.

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From the menu, click Create. A window displays, asking What would you like to create?

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Click Request for quote (RFQ). A new, blank request for quote event is created.

Add event information

Next, you need to add header information to your event. The header contains general information about your event, including your shipping address and time line. For detailed descriptions of the available fields, see Header descriptions.

Enter the following required fields:

Tip: While not required fields, the Shipping Address, Category, and Subcategory fields assist in returning supplier recommendations, helping to make your event more successful.

• Title

• Close date / Close time

• Payment process

• Currency

Add items or services

Next, you’ll need to add line items, which contain details about the items or services you are looking to purchase. Line items can be automatically created from an integration with your purchasing application, manually entered, or imported from Excel template. You can add up to 150 line items to an event, but you’ll want to ensure that all items and services are related.

Tip: While not all required fields, the Internal Part #, Description, Manufacturer, and MFG Part # fields assist in returning supplier recommendations, helping to make your event more successful.

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Click one of the following buttons to add a line item. You can add up to 150 line items to your event.

• Add Item

• Add Group

• Add Service

• Add Group service

• Add Item by Internal Part Number

• Import / Export

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Enter any required fields. While some fields are optional, but you’ll receive better quotes if you provide suppliers with more information.

Add categories

In the Customer categories areas, add categories to help further define your event. Categories are not required, but they are used to improve you supplier recommendations and standardize reports.

Add supplier invitations

In the Suppliers invitation area, you can invite trusted suppliers from the Fairmarkit database to submit a quote for your event. Based on the information you entered, Fairmarkit will recommend a list of suppliers to invite. You can adjust the list by manually selecting or removing suppliers from the list. For more information, see Manage supplier invitations.

Share to marketplaces

Select if you want to send the event to a marketplace where it will be open to responses from all registered suppliers from the marketplace.

• Fairmarkit: Select to send the event to the Fairmarkit Marketplace, where it is open to quotes from all registered Fairmarkit suppliers. If you want this option selected by default, you can adjust your preference in Company preferences.

Add additional information

Before you send your event, you can add some additional information:

• Notes to supplier: Add additional information and communication (up to 4,000 characters) about the event with all invited suppliers. For example, you might enter a shipping account number or detailed steps to explain the process further.

• Files: Attach files, such as a scope of work, to share with suppliers. Files can be up to 100mb, and the File name cannot be longer than 255 characters. See Attachments for more information.

• Sealed Bid: Select the Sealed Bid check box to hide all supplier responses until the event has closed. This option may be set for compliance or ethical reasons, especially in the government work. To turn on this feature, contact [email protected].

Save and send

Once you've entered all required information, you can send your event to the selected suppliers. If any required information is missing, a message displays under the Save and Send button.

Note: If you are not ready to submit, click Save Draft to save the event in Draft status, allowing you to save your progress but finish the submission later.

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Click Save and Send. A confirmation message displays.

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Click Save and Send. Your invitations are sent to the selected suppliers via email and will display on their Fairmarkit portal. Your event moves to Open status. You can review this and other events on the Events list. When the event closes, you'll be able to award a quote.