• You got a new response from a supplier

Email content

The email includes:

• Event details (close date and time, event ID, shipping method, event title)

• Response date

• Supplier name

• Line item response details (description, manufacturer, quantity, price)

• Link to review full response

The email includes:

• Buyer company name

• Event details (withdraw date, supplier name, event ID, shipping method)

• Event title

The email includes:

• Buyer company name

• Event details (Buyer name, close date and time, supplier name, event ID, shipping method, event title)

The email subject will be:

• Your Request - (Event title) - has closed(no quotations) example: Your Request - Camera SD memory cards - has been closed(no quotations)

Email content

The email includes:

• Event details (Close date and time, event ID, shipping method)

• Event title

• Link to event

• ((Buyer company name)) Request for Bid - Close Date Extended (Requisition #------) example: (AM Productions) Request for Bid - Close Date Extended (Requisition #847564)

Email content

The email includes:

• Buyer company name

• Event details (Original close date and time, new close date and time, supplier name, event ID, shipping address, shipping method)

• Summary of line items (Description, Manufacturer, Quantity)

• Link to event

• Link to decline the event

• (Buyer company name) Procurement - Quote Closing Soon example: AM Productions Procurement - Quote Closing Soon)

Email content

The email includes:

• Buyer company name

• Event details (Close date and time, event ID, shipping method, shipping address, preferred delivery date)

• Summary of line items (Description, Manufacturer, Quantity)

• Link to respond

• Link to message buyer

• Link to decline the event

When working on an event, the Files section allows you to attach files, such as a scope of work, to provide further context on the event.

Line item attachments

When adding line items to your events, click the Show Additional Info button to display additional fields, including the Attachments field. This allows you to add up 5 file attachments, such as a specification or design document, to further define a line item

Message attachments

When messaging with suppliers using Messaging and , you can share additional file attachments.

Are there any attachment restrictions?

When attaching files, keep the following in mind:

• File size: Each attachment can be up to 100MB.

• File names: File names can be up to 255 characters.

• File types: Unless noted, any type of file can be added.

• Line item attachments: For line items, you can attach up to 5 files.

How can I view attachments?

Supplier responses

When reviewing supplier responses, a download button will display with the number of available attached files. Click the button to download the files.

Alternatively, if you want to download details about the event, the supplier responses, and all file attachments, select Actions > Download Details.

Messaging

While messaging with suppliers, you can download and view attachments directly in Messaging.

The email subject will be:

• Weekly activity report

Email content

The email includes:

• Your company name

• This week's vs. last week's activity (total number of request for quote invitations/percent change from previous week, responses submitted/percent change from previous week)

• Invitations and response status (by buyer) (response status, date, event ID (linked to event), event title)

• Year-to-Date revenue awarded via Fairmarkit

Email content

The email includes:

• Buyer company name

• Event details (close date and time, buyer company name, event ID, shipping method)

• Event title

• Line item details (Description, manufacturer, quantity, unit price, extended)

• Link to event

• ((Buyer company name)) Request for Quote Reopened #------ example: (AM Productions) Request for Quote Reopened #847564

Email content

The email includes:

• Buyer company name

• Event title

• Close date and time

• Summary of line items (Description, Manufacturer, Manufacturer part #, Internal part #, Quantity)

• Link to respond

• Link to message buyer

• Link to decline the event

• Event details (Original close date and time, new close date and time, supplier name, event ID, shipping address)

What is the currency & format?

The Benchmark value is stored in the event currency and must be a numeric value with up to two decimal places (e.g., $99.99).

What if I update the event currency?

By default, if you update the event currency, the Benchmark price won't automatically update. You'll need to manually adjust it.

However, if your company has enabled automatic updates, the Benchmark will be converted whenever you change the event currency on request for quote and auction events. You can review and edit the new value if needed.

See: Multicurrency and Configurations

How is the benchmark set?

The benchmark can be set for a line item in the following ways:

Manually entered

You can manually enter a benchmark for each line item on an event.

Imported from purchasing application

Benchmarks may be automatically imported from your purchasing application and can be determined based on the last price paid, the average price paid over a certain time period, or the requisition or budget amount.

Suggested from historical data

If the option is enabled, your historical data (awarded events and uploaded purchase order line item) can be automatically searched for matching items. If a match is found, the Benchmark value is added.

See

When can I update a benchmark?

You can add or edit a Benchmark while the event is in Draft, Opened, or Closed status.

The email subject will be:

• Update (Buyer company name) Procurement - Request for Bid for Requisition #------ example: Update AM Productions Procurement - Request for Bid for Requisition #820214

Email content

The email includes:

• Buyer company name

• Event details (close date and time, event ID, shipping method, shipping address, preferred delivery date)

• Event title

• Link to event

Auction emails

Request for proposal (RFP) / request for information (RFI) event emails

The email subject will be:

• Your Request - (Event title) - has closed example: Your Request - Camera memory cards - has closed

Email content

The email includes:

• Event details (Close date, event ID, shipping method)

• Number of supplier responses

• If responses beat your benchmark price (when defined for the event)

• Supplier with the overall lowest response

• Breakdown of the lowest responses to your line items (Description, Manufacturer, Quantity, Price)

• Link to event

The email includes:

• Event details (Buyer name, close date and time, event ID, event title, supplier name)

Additional requirements (e.g., color preference, accessories)

The email subject will be:

• Update (Buyer company name) Procurement - Request for Bid for Requisition #------ example: Update AM Productions Procurement - Request for Bid for Requisition #136970

Email content

The email includes:

• Buyer company name

• Event details (close date and time, event ID)

• Event title

• Change details (field, previous value, updated value)

• Link to event

• ((Buyer company name)) - Request Reopened (Requisition #------) example: (AM Productions) - Request Reopened (Requisition #100191)

Email content

The email includes:

• Buyer company name

• Event details (Original close date and time, new close date and time, supplier name, event ID, event title)

• Event title

• Close date and time

• Link to respond

• Link to decline the event

• ((Buyer company name)) Congratulations! You have been awarded request #------ example: (AM Productions) Congratulations! You have been awarded request #73715

Email content

The email includes:

• Buyer company name

• Event details (close date and time, supplier name, proposal ID, event ID, event title)

• Event title

The email includes:

• Buyer company name

• Event close date and time

• Event ID

• Link to respond

• Link to message buyer

• Link to decline the event

You can also add line items to learn more about the supplier and their offerings. This could include different types of questions, such as multiple choice, text, or yes/no. For these line items, a quantity isn't set and suppliers will respond with information or attachments. See How to pick a UOM for a line item.

What if a supplier sells in a different UOM?

To make it easier to send proposals in business-defined units of measure, suppliers can convert the line item UOM of value based UOMs to the measurement they use to sell their items.

What suppliers see

For example, if you want to buy 1,000 pens, but the supplier sells them in packs of 20, the supplier can respond with their price for 20-packs of pens.

What you see

So it is easier for you to review, you will see their responses in the UOM you used when creating the event (e.g., the price per pen). Fairmarkit automatically does this calculation for you. Just hover over the indicator to see how it was calculated.

What if I need a new UOM?

A set of common UOMs are available for each line item type. If a necessary UOM is not available, you can contact [email protected] and request it be added.

Yes, when working on request for information and request for proposal events, you can add a custom NDA to the header level of your event. This ensures that any event-specific or department-specific language is covered and agreed to by any suppliers participating in your event. You can also add a Custom NDA to your templates. You can either upload a PDF (one file, up to 100MB) or add your NDA in as plain text. For more information, seeCreate a request for proposal, or .

What happens when a supplier agrees?

When a supplier receives an invitation to an event with an NDA, they must agree to it before they view the event details. When they agree, an agreement timestamp is added to the event.

Note: For event-specific NDAs, the agreement is only for the specific event and will not count as agreement to any future event-specific NDAs or the generic company NDA.

Many of the analytics reports also include calculations for awarded, identified, and missed savings. To review a list of common calculations used in Analytics, see Analytics calculations.

Email content

The email includes:

• Buyer company name

• Start date and time

• Event ID

• Event title

• Summary of line items (Description, Manufacturer, Manufacturer part #, Quantity)

• Link to respond

• Link to send a message to the buyer

• Link to decline the event

Sometimes, you may receive pricing directly from a supplier outside of Fairmarkit. So you can accurately track your event and sourcing history, you can enter an offline quote. This allows you to track offline pricing against your other suppliers for visibility, transparency, and saving calculations. This option is available from the Details screen.

See:

Add requester

When working on an event, you can add the original requester to the event so they can view the event in their events list, add internal notes, and participate in conservations with suppliers.

See:

Archive

For draft events you no longer need, you can move them to Archived status. Archived events are not common and are not tracked for Fairmarkit usage.

See:

Auto-bundle

If you have run the suggest bundles process, select this option to create the bundles.

See:

Cancel

If you have opened an event and no longer need it or need to create a replacement event, you can cancel an event. Suppliers will receive an event cancellation notification, but a cancellation reason is not included.

See:

Change close date

After opening an event, you can change the Close Date, Close Time, and Preferred Delivery Date to extend or shorten the event open period.

See:

Change requester

When you added a requester to an event, you may need to change the requester or remove them from the event.

See:

Clone

If you frequently make similar or complex events, you may want to clone an existing event to save time. This option copies an existing event and saves it as a draft. Pricing received on the original request are not cloned and awards are not pushed back to your purchasing application.

See:

Close

Typically, an event automatically closes on the specified Close date and Close time, but you can manually close an event.

See:

Copy Link

This option allows you to copy a direct link to the event.

Create a template

This option allows you to create an request for proposal or request for information template based on an existing event.

See:

Details

From the events list, you can review a screen with details of the event.

Download Excel

This option allows you download a Microsoft Excel spreadsheet with data from the event.

See:

Download details

This option allows you download a PDF of detailed information from the event. The information is downloaded as a zip file, containing a PDF summary of the event, and if suppliers have included attachments in their responses, a folder for each supplier with attachments.

See:

Download PDF

This option allows you to download a PDF with data from the event.

See:

Download summary / Generate summary

For request for proposal or request for information events, you can download the Response QuickView, an AI-generated summary of supplier responses for your event, to PDF format. This is auto-generated and emailed to the event owner. Additionally, you can manually generate the Response QuickView from your event page. Contact your Fairmarkit Customer Success Manager to enable this feature.

See:

Edit

After sending an event to suppliers, you can edit fields that will not impact the suppliers' process.

See: .0

Generate summary / Download summary

For request for proposal or request for information events, an AI-generated summary of supplier responses, known as the Response QuickView, can be automatically emailed to you once your event closes. Additionally, you can manually generate the Response QuickView from your event page. Once generated, the PDF is emailed to you, or you can return to the event and select Download summary to download a PDF version. Contact your Fairmarkit Customer Success Manager to enable this feature.

See:

Link event / Unlink event

If an event is part of the same initiative or project as other events, you can link the events with a project. Any combination of event types can be linked. This option is only available for Supervisor and Admin users.

See:

Print

This option allows you to print data from the event.

See:

Reassign

Sometimes, you may need to reassign an event from one buyer to another. If you have access to this option, you can use this option to reassign events quickly. Users in an Observer role cannot reassign events.

See:

Reopen

If you have a closed event that you want to update, you can reopen the event.

See:

Restore

For an archived event, Restore moves the event back to Draft status.

See:

Share

When working on an event, you can invite collaborators or evaluators (only available on request for proposal and request for information events) to help you build and review your event.

See: or

UnBundle

If two or more events have been bundled, you can unbundle the events, restoring the original events.

See:

Unlink event / Link event

If an event is part of the same initiative or project as other events, you can link the events with a project. Any combination of event types can be linked.

See:

View activity

This option allows you to view a history of actions taken on an event. The log can be filtered by action, searched, and downloaded to Excel.

See:

View notes / Add note

With Internal Notes, you can enter notes about an event and share them with your team. These notes are for internal use only and will not be shared with suppliers. This is helpful for compliance purposes to track information shared outside of Fairmarkit, such as through a phone call or meeting.

See:

View request

When viewing a request for quote (RFQ) event on the details page, you can now select to view the original purchase requisition (PR) in your ERP/P2P purchasing application.

Withdraw

If you have an opened request for quote event and need to make major changes, such as adding line items, changing quantities, etc., you can withdraw the event within 2 days of opening it. Withdrawn events are moved back to Draft status and can be edited like a new event. When you withdraw an event, any supplier responses are removed and the suppliers are notified that you've withdrawn the event. After you've edited the event, you will need to open the event again. Once you withdraw an event, it cannot be undone.

See:

Services

Available UOMs for services, group services, service questions, and service components^{^}:

^ For service components, you can only select Date, Date range, Text, or Yes/no.

+Only available for request for information and request for proposal events.

Carton

Cartridge

Case

Centimeter

Coil

Container

Cube

Cubic foot

Cubic meter

Inch

Jar

Keg

Kilogram

Kiloliter

Kilometer

Kilowatt

Kit

Length

Pail

Pair

Pancake

Part

Pg

Piece

Pint

Pot

Pound

Punnet

Quart

Ton

Tonne

Tray

Tub

Tube

Unit

Unit F

Yard

Year

Sets the default time zone for all users in your organization. A user's time zone is used when sending email reminders. This configuration can be set for your company and individual users.

You can also set this configuration on both the and screens.

Default currency

Sets the default currency used when creating manual events. This can be any ISO currency code. Typically, you'd want to set this to the currency that will be used for most events for your company. This configuration can be set for your company and individual users.

You can also set this configuration on both the and screens.

Preferred currency list

Set a list of your organization's preferred currencies. This list is displayed at the top of the list when selecting a currency for an event. This can include any ISO currency code. Typically, you'd want to set this to the currencies that will be used for most events for your company. This configuration can be set for your company and individual users.

You can also set this configuration on both the and screens.

Allowed currencies

Select the currencies suppliers can use to respond to your events. When not selected, suppliers can respond in any currency (default). This configuration can only be set at the company level.

You can also set this configuration on the screen.

Restrict currency change

Select if suppliers can respond in a different currency from the event currency.

Shipping addresses

When selected, your company's ship-to addresses can be uploaded to Fairmarkit and selected from the Shipping Address field. If this is not selected, buyers will only be able to select from addresses they have added to Fairmarkit. This configuration can be set for your company and individual users.

If integrated with your purchasing application, the Shipping Address will be automatically entered when a request for quote event is created.

You can also set this configuration on both the and screens.

See:

Suppliers

Default language

Set the default language to use in supplier emails and response pages if the supplier has not selected a default language. Suppliers can select their own default. This configuration can be set for your company and individual users.

See:

Manage suppliers

Allows buyers to create and update suppliers in Fairmarkit. This configuration can be set for your company and individual users.

See:

Remove supplier search tags

Select if tags can be deleted from the supplier search screen. This can be important because Fairmarkit can be configured to prepopulate the Search Existing Suppliers feature with meta tags from requests imported from an external system to help ensure that buyers are selecting appropriate suppliers for the request based on their company guidelines. This configuration can only be set at the company level.

See:

Deactivate suppliers

Allows users to control which suppliers are active in Fairmarkit. Inactive suppliers cannot be added to events or recommended by Fairmarkit. After a supplier is deactivated, you can activate a supplier again, if necessary. Typically, it is best to limit this action to a subset of users that manage your supplier relationships. This configuration can be set for your company and individual users.

See:

Share suppliers

Allow Fairmarkit to recommend your supplier contacts to other Fairmarkit customers. By sharing your contacts, you're helping to improve the quality of supplier recommendations for your company and encouraging your suppliers to interact more with you in Fairmarkit. This configuration can be set for your company and individual users.

When a supplier is recommended, the following supplier contact information will be available to other customers:

• Company name

• Email

• Full name

• Address

• Phone number

View events without logging in

Allows suppliers to view and respond to a request for quote (RFQ) event without logging in to the supplier portal. Without access, suppliers can access individual events though the link in the invitation email. We recommend keeping this setting turned on. This configuration can be set for your company and individual users.

Supplier collaboration

Sets if suppliers can collaborate on your request for proposal (RFP) or request for information (RFI) events. This allows them to invite other users at their company to help respond to events. This configuration can only be set at the company level.

See: Manage collaborators

Require Vendor part number, Manufacturer, Manufacturer part number, or attachment

Select if suppliers are required to provide a Vendor part number, Manufacturer, Manufacturer part number, or file attachment when a responding to a request for quote event. This configuration can only be set at the company level.

Require terms & conditions before viewing event

Sets if suppliers must sign terms and conditions before viewing each request for quote event. By default, suppliers must agree to terms and conditions before submitting a response, but this asks them to agree before viewing the event details. This configuration can only be set at the company level.

Require SSO login

Sets if suppliers must log in via your company's SSO to view full details of a request for quote event. This configuration can only be set at the company level.

See: Require SSO login and

Events

Events list - Filter by Archived

By default, the Archived status is not selected in the Events list filter to improve performance. You can enable this configuration to have Archived selected by default.

Purchase order number

Allows users to enter a purchase order number when they award an event. This configuration can be set for your company and individual users.

Additional quantities

Select if buyers can allow suppliers to respond with prices for different quantities of an item to ensure they receive the best possible pricing. For example, buyers may request prices when buying 10, 20, or 30 laptops on the same event. This is for informational purposes only and buyers will not be able to award the additional quantities. This configuration can be set for your company and individual users.

See:

Auto refresh supplier recommendations

Select the types of events supplier recommendations are automatically generated for. The recommendations will automatically update as you update your event. If not enabled, you can manually refresh the recommendations on your events. This configuration can only be set at the company level.

You can also set this configuration on the screen.

Split awarding / partial awarding

Allows users to award separate line items on an event to different suppliers or to partially award some of the line items on an event. Depending on your integration, you will need to verify if your purchasing application can handle multiple suppliers on an event. This configuration can be set for your company and individual users.

You can also set this configuration on both the and screens.

See:

Share projects

Allows users to share their projects with other users from the same company. This helps to centralize access to projects. This configuration can be set for your company and individual users.

See:

Request for quote (RFQ) events

Access to request for quote events

Allows users to create request for quote (RFQ) events. This configuration can be set for your company and individual users.

See:

Access to create events

Can be used to restrict users from creating new request for quote (RFQ) events. They will be able to manage existing events. This configuration can only be set at the individual user level.

Internal part number

When selected, the Internal part # field is available for line items on request for quote events. This allows users to enter a material code from their material master (or equivalent SKU-type value). Additionally, your Internal Part Number catalogs can be imported, allowing users to add line items to events using the Internal Part Number. This information can improve the quality of your supplier recommendations, help suppliers better understand your request, and provide data granularity on your Analytics reports. This configuration can be set for your company and individual users.

Business unit

Select to turn on the Business unit field for request for quote events. By including this field, you can improve supplier recommendations, helping your buyers to make more informed decisions. Additionally, it can provide further dimensions of platform use (e.g., report on the number of events created for a specific business unit) in Analytics. You can use this field to define a specific component of your company's business hierarchy (e.g., purchasing units, purchasing organizations, company codes, or Coupa content groups). As part of enabling this field, you'll need to provide a list of Business units to your Fairmarkit Customer Success Manager so that your list of available options can be defined. This configuration can be set for your company and individual users.

Client company

Select to turn on the Client company field for request for quote events. This is intended for use by third-party sourcing entities (such as BPOs) that run events for numerous different companies out of the same Fairmarkit instance. As part of enabling this field, you'll need to provide a list of Client companies to your Fairmarkit Customer Success Manager so that your list of available options can be defined. This configuration can be set for your company and individual users.

Additional required fields

Select if you want the Category, Business unit, or Requester fields to be required when creating a request for quote event. This configuration can only be set at the company level.

Line item categories

Select if you want to define categories at the line level (vs. the event level) on request for quote and auction events. This configuration can only be set at the company level.

Edit line items on integration events

Select if buyers can add or edit line items on request for quote events that have been imported via an integration. By default, users can add or edit line items on imported events. This configuration can only be set at the company level.

Edit internal tags

Select if users can add and edit internal tags on the line level of request for quote events. Internal tags, which are free text key and value pairs, allow users to add additional information about a line item. These are internal values that are not available to suppliers. By default, users can add and edit internal tags. This configuration can be set for your company and individual users.

Suggest Benchmark from historical data

Select if you want a benchmark price to be automatically suggested for request for quote line items based on your historical data. We’ll suggest a benchmark price by matching line items fields like Description, Manufacturer Part Number, and Internal Part Number to previously awarded events and uploaded purchase order (PO) line items. This configuration can only be set at the company level.

See:

Convert Benchmark when currency is updated

Select if you want the Benchmark price to be automatically recalculated if the event currency is changed. This is available for request for quote and auction events. You'll be able to review and edit the updated value as needed. This configuration can only be set at the company level.

See: Benchmark and Multicurrency

Bundling

Allows separate request for quote events to be manually bundled into one, larger event. Bundling events can result in greater savings on larger quantities of items or services and create attractive and efficient events for suppliers. Depending on your purchasing application and integration, this option may not be supported. This configuration can be set for your company and individual users.

You can also set this configuration on both the and screens.

See:

Sealed bids (RFQ)

When sending a request for quote event, you can select to seal any supplier responses (bids) until after the event closes. You can see which suppliers have responded, but you cannot see the details of the response until the event closes. This configuration can be set for your company and individual users.

See:

Only sealed bids

When sealed bids are enabled, select if buyers can deselect the Sealed bid option on request for quote events. This configuration can be set for your company and individual users.

Envelope sealed bids

When sealed bids are enabled, select if buyers can select between a 1-envelope or a 2 envelope sealed bid on request for quote events. This configuration can be set for your company and individual users.

Default open days

Sets the default number of days a manually created request for quote event is open. This value must be a whole number greater than 1. On average, buyers see the best supplier response rate when an event is open for at least 3 days. This configuration can be set for your company and individual users.

Default close time

Sets the default time of day when a manually created request for quote event is closed. The value can be any time of day on the half hour. This configuration can be set for your company and individual users.

Multi-round

Sets if multiple rounds can be added to request for quote and auction events. This configuration can only be set at the company level.

See:

Shipment tracking

Allows suppliers to enter tracking information on awarded request for quote events. They will receive an email two days after the event is awarded. They can only enter this information when you've enabled it for your organization. As a buyer, you will receive an email if an awarded supplier enters tracking information for your event.

See: Awarded events

Tracking reminder

When enabled, users will receive a notification that you can track your order. This configuration can be set for your company and individual users.

Reassign request for quote events

Allows all users to reassign request for quote events. By default, only Supervisors and Admins can reassign events. This gives buyers more flexibility to reassign events when users are out of the office. This configuration can be set for your company and individual users.

You can also set this configuration on the screen.

See:

Incoterms

The Incoterms feature lets procurement teams capture and communicate the shipping terms that suppliers use when quoting. This helps make supplier quotes comparable, clarifies responsibilities for freight/tariffs/insurance, and ensures Incoterms are stored and surfaced throughout the sourcing lifecycle. Our platform supports Incoterms selection at two mutually exclusive levels:

1. Header-Level Incoterms – A single Incoterm selected by the supplier and applies to the entire event.

2. Item-Level Incoterms – Each line item has its own Incoterm selected by the supplier

The buying organization determines whether header-level or item-level Incoterms may be used in an event. Only one mode can be active at a time. This configuration can be set for your company

Price Books

Allows you to create lists of preapproved prices from your suppliers. As you work on your request for quote events, you can review and select price book item suggestions. Additionally, you can award matched items and only need to send invitations for unmatched items. This configuration can be set for your company and individual users.

See:

Price book search fields

Set the line item fields used to match to price book items. The available options include Description, Internal part number, Manufacturer, Manufacturer part number, UOM, and Currency. This configuration can only be set at the company level.

As an Admin, you can also change these fields at the company level in .

Award draft events

Allows users to award individual line items on draft request for quote events. This option only works when all line items are matched to price book items. If you have an integration, this feature is typically only supported if the purchasing application controls the release of requests on a per line basis. This configuration can be set for your company and individual users.

Change quantities in Opened/Closed state

Allows users to change the line item quantities on opened and closed request for quote events. There may be editing restrictions and approvals needed based on your integration.

Award open events

Allows users to award individual line items on open request for quote events. If you have an integration, this feature is typically only supported if the purchasing application controls the release of requests on a per line basis. This configuration can be set for your company and individual users.

Split award a line item

Allows users to split award a line item. If a supplier does not have enough of an item you need, you can split award the line item to multiple suppliers. This configuration can be set for your company and individual users.

See:

Award with meta tags

Set a meta tag that will prompt users to select a value when they award a request for quote (RFQ) event. This can be any meta tag key defined for suppliers in Fairmarkit. This configuration can only be set at the company level.

Request for proposal (RFP) request for information (RFI) events

Access to RFP/RFI events

Allows users to create request for proposal (RFP) and request for information (RFI) events. If you're interested in purchasing, you will need to speak with your Fairmarkit Customer Success Manager. This configuration can be set for your company and individual users.

See: and

Approvals

Allows users to create and route request for proposal (RFP) and request for information (RFI) events through an approval flow. Based on company-specific rules, when an event has specific data, such as event value, business unit, or category, it is automatically routed to one or more approvers. This configuration can be set for your company and individual users.

See:

Reassign request for proposal events

Allows users to reassign request for proposal and request for information events. By default, only Supervisors and Admins can reassign events. This gives buyers more flexibility to reassign events when users are out of the office. This configuration can be set for your company and individual users.

You can also set this configuration on the screen.

See:

Sealed bids (RFP)

When sending a request for proposal (RFP) or request for information (RFI) event, you can select to seal any supplier responses (bids) until after the event closes. You can see which suppliers have responded, but you cannot see the details of the response until the event closes. This configuration can be set for your company and individual users.

See:

Share templates with company

Allows users to share their event templates with other users from the same company. This helps to centralize access to templates. This configuration can be set for your company and individual users.

See: Templates and

Share templates with other companies

Allows users to share their event templates with other users from other companies. This configuration can be set for your company and individual users.

See: Templates and

Response QuickView

Select if Response QuickView is available for your request for proposal and request for information events. When the event closes, you will receive an email with AI-generated summaries of supplier responses. This configuration can only be set at the company level.

See:

Auctions

Access to auction events

Allows users to create auction events. In an auction, the buyers' and suppliers' roles are reversed, and you'll send your request for quote event asking for items or services, and suppliers will submit competitive bids to win your business. If you're interested in purchasing, you will need to speak with your Fairmarkit Customer Success Manager. This configuration can be set for your company and individual users.

See:

Auction types

Select the allowed auction types for your company. Available auction types include: English, Dutch, and Japanese. This configuration can only be set at the company level.

See:

Dutch auctions - multiple winners

Select if multiple suppliers can win a Dutch auction. With this option selected, you can select a winner from any supplier that accepted the final price. This configuration can only be set at the company level.

Marketplaces

Fairmarkit Supplier Portal

Allows users to send events to the Fairmarkit Supplier Portal marketplace. When an event is shared to the marketplace, all registered suppliers can see and respond to the event, increasing your chances of receiving supplier responses to your event. This configuration can be set for your company and individual users.

See:

Auto select Fairmarkit Marketplace

Sets if the Fairmarkit Supplier Portal marketplace option is selected by default when a request for quote or auction event is created. This configuration can only be set at the company level.

You can also set this configuration on the screen.

Amazon Business

Allows users to use the Amazon Business integration. Using the integration, you can automatically request responses directly from Amazon Business for goods of all categories, without adding them as a supplier on each request for quote event, review their responses, and place electronic purchase orders if you award to Amazon Business. This configuration is only available to customers with a pushback integration and an Amazon Business punchout catalog. This configuration can be set for your company and individual users.

See:

Auto select Amazon Business marketplace

Sets if the Amazon Business marketplace option is selected by default when a request for quote or reverse auction event is created. This configuration can only be set at the company level.

KIT / Intake

Access to Intake

Allows users to access KIT, which is the generative AI Intake feature used to create requests. This configuration can only be set at the company level.

See: and

Autonomous sourcing

Auto-award

Enables the auto-award feature for your company. Auto-awarding allows you to standardize and automate your awarding process for request for quote events. You can define your own rule-based, weighted criteria, and Fairmarkit will review supplier responses for your event and award the response that most closely matches your criteria. This only works with request for quote events created via an integration.

See:

Auto-award window

Set the amount of time (in hours) between when an event closes and when it will be automatically awarded. This configuration can only be set at the company level.

Auto-award unregistered suppliers

Set if unregistered suppliers will be considered when a request for quote event is auto-awarded. This configuration can only be set at the company level.

Note: If you have RFQ pushback integration, this process will cause integration errors. If you want to do business with an unregistered supplier, you should first onboard the supplier, verify their record is updated via the Supplier sync, and then you can award them.

Auto-award business classification DBE discount

Set the favor percentage (decimal percent value) to apply to diverse suppliers. This is your priority level of awarding to diverse suppliers and is used as part of the rule-based award criteria, providing a benefit to determine a new "effective" price for comparison against other supplier responses. This configuration can only be set at the company level.

Auto-award lead time

Set the percentage (decimal percent value) to apply to shorter lead times. This is your priority level of awarding to a response with a shorter lead time and is used as part of the rule-based award criteria, providing a benefit to determine a new "effective" price for comparison against other supplier responses. This configuration can only be set at the company level.

Auto-send approval time

Set the number of hours a supervisor has to approve before a request for quote event is auto-sent. This configuration can be set for your company and individual users.

See:

Emails & notifications

New event emails

When enabled, users will receive a daily email when new request for quote events have been assigned to them. When you have new events, the email is sent at 4 AM (based on your time zone). This is a useful reminder about new events and is especially useful when events are created automatically via integration. This configuration can be set for your company and individual users.

You can also change this configuration at the user level in

Closed event emails

When enabled, users will receive an email when their events move from Opened status to Closed status. This configuration can be set for your company and individual users.

You can also change this configuration at the user level in

Include logo (to suppliers)

When enabled, your company logo will display in emails to suppliers. Including your logo helps suppliers to more quickly recognize you and your company. This configuration can be set for your company and individual users.

Awarding notification (to suppliers)

When an event is awarded, Fairmarkit sends an email notification to the supplier. It lets the supplier know they won the event, and they should wait for a purchase order for further instructions. This notification helps to inform suppliers about the event and keep them engaged with your future events. Typically, if you use pushback integration with your purchasing application, you might not want to enable this option because Fairmarkit will facilitate the automatic creation of the purchase order, which can quickly be action to the supplier. This configuration can be set for your company and individual users.

Analytics

Analytics

Select if users can access Analytics. Using your event data, Analytics provides dashboards and reports with actionable insights for your Fairmarkit events. To access Analytics, you will need to have a license. Contact your Fairmarkit Customer Success Manager if you are interested in purchasing Analytics licenses.This configuration can only be set at the individual user level.

See:

Fairmarkit API

Fairmarkit API

Allows you to access the Fairmarkit API. The Fairmarkit API is a RESTful API that uses HTTP requests to allow you to programmatically add, update, access, and use your Fairmarkit data. This configuration can only be set at the company level.

See: and Fairmarkit Developer Documentation

Integrations

Grainger

Allows users to use the Grainger integration. With Grainger integration automated responses, Fairmarkit can automatically pull current Grainger prices on eligible items in your request for quote events. This configuration can be set for your company and individual users.

See:

Candex

This option is only available if you have a supplier-funded model with Candex. With this integration, you can award a request for quote event to a non-registered supplier, and the purchase order is sent through Candex. This configuration can be set for your company and individual users.

Suppliers will be able to enter a unit price for the item.

What you will see

When a supplier responds, you can review unit and total prices for the line.

Attachment

An attachment line item allows you to request suppliers respond with file attachment. This is best for questions where you need detailed documentation, visual aids, or content that isn't easily conveyed in text fields.

Attachment examples

Some examples might include:

• Technical or product documentation Attach the technical specifications sheet for the product.

• Certifications and compliance Attach a copy of your ISO 9001 certification or equivalent quality management certification.

• Case study or reference Provide a case study highlighting a similar project you've completed, including outcomes and client feedback.

• Visual or design assets Attach sample designs or mockups of the packaging solution.

• Quality and testing reports Upload results of recent quality assurance tests conducted on the proposed product.

• Risk and contingency plans Attach your business continuity plan, including disaster recovery protocols.

• Training and support materials Upload your standard operating procedures for customer support and maintenance.

• Proof of insurance or bonding Upload a copy of your current liability insurance certificate.

What suppliers will see

Suppliers will be able to respond with files up to 100MB.

What you will see

When a supplier responds, you'll be able to open and review their attachment.

Compliance

A compliance line item allows you to ask about compliance with controlled responses. This type ensures clarity and provides a quick, standardized way to evaluate compliance with your requirements.

Compliance examples

Some examples might include:

• Regulatory compliance Does your company comply with all applicable industry regulations, such as GDPR, HIPAA, or OSHA standards?

• Quality standards Does your manufacturing process fully comply with ISO 9001 quality management standards?

• Adherence to specifications Is your product compliant with our outlined specifications?

• Sustainability goals Are the materials used in your product fully compliant with our sustainability requirements, such as recycled content or ethical sourcing?

What suppliers will see

Suppliers will respond if they are Fully compliant, Partially compliant, or Non-compliant.

What you will see

When a supplier responds, you'll be able to see if they answered Fully compliant, Partially compliant, or Non-compliant.

Date range

A date range line item allows you to collect time period data. This provides suppliers with a calendar to select valid dates or date ranges.

Date range examples

Some examples might include:

• Availability When will you be available to train our team?

• Timelines What is the anticipated date range for the first phase delivery?

• Maintenance or support periods When is regular maintenance services provided?

• Compliance coverage When is your ISO 9001 valid?

What suppliers will see

Suppliers will respond by selecting a starting and ending date from a calendar to create the date range.

What you will see

When a supplier responds, you'll be able to see the date range they selected.

Multiple choice

A multiple choice line item allows you to collect structured, predefined responses. They ensure consistency during the evaluation process, allowing for direct comparison across supplier responses. You can choose if suppliers can select one or multiple responses. This UOM is only available for request for proposal and request for information line items.

Multiple choice examples

Some examples might include:

• Qualifications Does your organization hold any of the following qualifications?

• Compliance Does your company comply with the following data security standards?

• Capabilities and offerings Are the following services included with purchase?

• Operational practices How do you handle product defects?

• Experience & track record What percentage of your contracts in the past year were with clients in our industry?

• Sustainability or social responsibility initiatives What sustainability practices does your company implement? (Select all that apply)

• Preferred terms or conditions What is your preferred contract length?

• Customer support and service options What types of customer support do you offer? (Select all that apply)

• Collaboration preferences How often do you recommend status meetings during project execution?

What suppliers will see

Suppliers will respond by selecting one or multiple options (depending on how you set up the line item).

What you will see

When a supplier responds, you'll be able to see the options they selected.

No response

A no response line item is an information-only line item that doesn't require a supplier response. Suppliers cannot add a response to this type of line item, but they can select to decline them.

No response examples

Some examples might include:

• Contextual information This refers to shipping requirements outlined in the Shipping section.

• Mandatory conditions All suppliers must be ISO 9001 certified to qualify.

• Reference points Refer to the attached specification sheet for material standards.

• Pricing or response alignment No response required—pricing is to be based on the volume provided.

• Dependencies or assumptions This item assumes a 3% annual increase in material costs.

• Guidance or instructions Additional file attachments can be added at the end of the event.

What suppliers will see

Suppliers cannot add a response to this type of line item, but they can select to decline them.

What you will see

You won't see a response. Suppliers do not respond to this type of line item.

Number

You can use a number (non-monetary value) response when you need to gather quantitative data that provides actionable insights for comparison, analysis, or decision-making. This allows you to evaluate quantitatively and reduce ambiguity in capabilities and offerings.

Number examples

Some examples might include:

• Capacity and volume How many units can you produce per month?

• Time metrics How many days do you need to fulfill a customer order?

• Experience or tenure How many years have you been supplying this service?

• Service metrics How many service calls can you team handler per day?

• Infrastructure or resources How many distribution centers do you operate?

• Volume or usage How many units of this product have you sold in the past year?

• Employee or staffing data How many employees are trained in this area?

• Product specifications What is the weight of the item in kilograms?

• Warranty or lifespan How many years is a warranty valid?

• Risk metrics What is your average defect rate per 10,000 units?

• Historical performance How many similar contracts have you fulfilled in the last year?

What suppliers will see

Suppliers can enter a numerical value with up to 8 decimal places.

What you will see

When a supplier responds, you'll see the number value they entered.

Percent

A percentage response is used when specific metrics or proportional data is required and allows you to compare responses quantitatively when evaluating on a relative basis.

Percent examples

Some examples might include:

• Discounts or markups What percentage discount can you offer to repeat customers?

• Compliance or coverage What percentage of your raw materials are sustainably sourced?

• Service levels What is your on-time delivery rate as a percentage?

• Resource allocation What percentage of your production capacity can be allocated to our order?

• Revenue or cost-sharing What percentage of project savings will you share?

• Performance metrics What percentage of issues are resolved on the first call?

• Risk or contingency What percent of your operations depend on a single supplier?

• Customization or flexibility What percentage of your product line can be customized?

What suppliers will see

Suppliers can respond with a percent value with up to 2 decimal places.

What you will see

When a supplier responds, you'll see the percent value they entered.

Pricing

Having a variety of pricing-based UOMs provides flexibility and precision for different sourcing scenarios. While each works well for simple line items, the following UOMs can provide more precision and standardization, simplifying creating your event and making it easier to compare responses. The same as each, suppliers will enter a price for the good or service unit and then it will be multiplied by the quantity.

Activities

Use activities-based UOMs to price deliverables or outputs defined by their nature of function.

• Analysis: Price reports, assessments, or studies. What is the cost per data analysis report?

• Audit: Price compliance or performance reviews. What is the price per audit of financial records?

• Campaign: Price marketing or public relations efforts. Provide the cost for each social media campaign

• Contract: Price legal or procurement services. What is the cost per contract drafted or reviewed?

• Event: Price for conferences or hosted gatherings. Provide the cost for full-day meeting services.

• Integration: Price for systems and technology services. What is the price per software integration project?

• Project: Price larger initiatives encompassing multiple deliverables. What is the total cost for the project as defined in the scope of work?

• Training: Price educational programs or workshops. Provide the cost for 2 day SQL training.

• Webinar: Price for virtual, live, or recorded training or events. Provide the cost for 1 hour webinar.

Day and time-based

Use day and time-based UOMs to pricing by time increments. These are good for services, staffing, or rentals.

• Day, Hour, Minute, etc.: Price time-bound services or rentals. Rate for daily equipment rental or Hourly rate for IT support services

• FTE (full-time equivalent): Price labor or staffing resources. What is the monthly cost per FTE assigned to this project?

• Week, Month, Year: For contracts or recurring services. Annual cost for software subscription licenses.

Deliverables

Use deliverable-based UOMs to price deliverables, projects, or services where a specific unit cost doesn’t apply to a single item but to a defined outcome or effort.

• Program: Price an ongoing series of activities or deliverables. What is the total cost for the employee wellness program as outlined in the scope?

• Production: Price manufacturing or production-level deliverables. What is the cost per production run of the specified product?

• Set: Price goods or services sold or delivered in defined groups. Provide the price per set of 10 safety helmets.

• SME (subject matter expert): Price for expertise-based services. What is the rate for an SME for process audits.

Goods

A goods line item allows you to request pricing for items in various measurements. These are available for item type line items.

• Area: Items measured by surface or flat areas. (e.g., square foot, square meter, or hectare)

• Container or package: Items measured based on bundles or packages. (e.g., box, pack, reel, or jar)

• Length: Items measured by linear dimensions. (e.g., inch, meter, or yard)

• Quantity: Count of items or predefined groups of items. (e.g., each, dozen, or gross)

• Volume: Items measured by volume, such as liquids or bulk materials. (e.g., gallon, liter, or cubic yard)

• Weight: Items measured by weight. (e.g., pound, kilogram, or metric ton)

Lump sum

A lump sum line item allows you to ask for a simple total value. This allows you to bypass the need for itemized pricing. Provide the total cost for the marketing campaign.

What suppliers will see

Suppliers will be able to enter a unit price for the line based on the UOM you selected.

What you will see

When a supplier responds, you can review unit and total prices for the line.

Text

If you need a more detailed response to a line item, you can request a text response. This could be helpful if you want detailed information about their offerings, you want to encourage suppliers to explain how their solution could solve your need, or you want more insight into how the supplier will communicate with you.

Text examples

Some examples might include:

• Supplier capabilities What are your key capabilities relevant to this project?

• Approach How will you ensure on-time delivery?

• Innovation What innovative solutions or added value can you offer?

• Project compliance How does your proposal meet the outlined specifications?

• Warranty and supplier What support services do you provide?

• Sustainability and ethics How do you ensure sustainability and ethical sourcing?

• Risk management What risks do you foresee and how will you address them?

What suppliers will see

Suppliers will be able to enter a text response with up to 4,000 characters.

What you will see

When a supplier responds, you'll be able to see the text response they entered.

Yes/No

With Yes/No line items, you can ask questions that need a yes or no response. This allows for concise, consistent answers across events that you and your team can easily evaluate.

Yes/no examples

Some examples might include:

• Qualifications Are you ISO 9001 certified?

• Compliance checks Do you adhere to our sustainability standards?

• Clarification of offerings Is the product available in the required quantity?

• Establishing non-negotiables Can you deliver within the required time frame?

What suppliers will see

Suppliers will see a toggle field to select their response (Yes or No).

What you will see

When a supplier responds, you'll be able to see if they selected Yes or No.