# Buyer Documentation Fairmarkit is the intelligent sourcing platform that empowers organizations to more efficiently purchase the goods and services they need. By equipping procurement and supply-chain teams with automation and data, Fairmarkit promotes competitive bidding while reducing manual work within existing processes. ### Jump right in
Requestors/pages/3YszxK8E9p1weNf6EvgN/pages/SpKmjXdTIjccar9kT2WE/pages/G4Ev7UZxSx8v2xcbtRER
Buyers/pages/COXr0yNF7OyO3UjQxTqU/pages/F4h1ENskPCYczkeXUo1e/pages/oOd97FfR8C1DfMhiony3
Auctions/pages/Q07i7wy8TwGSnKY36LyD/pages/FYL1nRDQbwrVdDJ2cVdc/pages/4NbRokwQ33QShddfauaQ
### Developer Portal {% embed url="" %} # Getting Started with Fairmarkit {% content-ref url="/pages/AWhgSuvSK7GwizPovDAp" %} [Supported browsers](/getting-started/getting-started-with-fairmarkit/supported-browsers) {% endcontent-ref %} {% content-ref url="/pages/eYlJSGgtKymEJqp71ay3" %} [Languages and localization](/getting-started/getting-started-with-fairmarkit/languages-and-localization) {% endcontent-ref %} {% content-ref url="/pages/WHW4KtcN8vY2KozD9yCx" %} [Reset your password](/getting-started/getting-started-with-fairmarkit/reset-your-password) {% endcontent-ref %} {% content-ref url="/pages/pe1QMawAb8gC5wQ3WrA2" %} [User types in Fairmarkit](/getting-started/getting-started-with-fairmarkit/user-types-in-fairmarkit) {% endcontent-ref %} # Supported browsers You can use Fairmarkit with the latest version of any supported browser: * [Chrome](https://www.google.com/chrome/) * [Safari](https://www.apple.com/safari/) * [Firefox](https://www.mozilla.org/en-US/firefox/) * [Edge](https://www.microsoft.com/en-us/edge?form=MA13FJ) ### Analytics users To access Analytics, you will need to use a Google Chrome browser that is not in incognito mode. # Languages and localization With language and localization support, you can select your preferred language to display Fairmarkit fields. Your selection is saved for each time your log in to Fairmarkit. ### Supported languages Fairmarkit is available in the following languages: * Arabic * Bahasa Indonesian * Chinese, Simplified * Chinese, Traditional * Dutch * English (UK) * English (US) - default * Estonian * Finnish * French * German * Hungarian * Italian * Japanese * Polish * Portuguese (BR) * Russian * Spanish * Spanish (US) * Swedish ### Select your default language Fairmarkit defaults to English (US) for all new users, but you can select your default language. * To change your default language, select your icon at the top of the Fairmarkit screen, select the language menu, and then select your preferred language
### What is translated? When you select a language, the following is translated or localized: * Fairmarkit fields * Date formats * Currency formats ### What isn't translated? The following isn't translated into your default language: * Your text: Any text that you enter or that has been populated via integration with your purchasing application will not be translated. This includes in the text in your Terms and Agreements and NDA. * Event currency: Your language selection will not change the default currency for your events. You can edit event currency when creating an event. * Emails sent to suppliers: When Fairmarkit emails a supplier, the email is sent in the supplier's preferred language or the primary language based on the company's address. If an address isn't defined, the email is sent in English (US). * Analytics * Documentation and release notes ### What if my language isn't supported? If your language isn't supported in Fairmarkit, we recommend that you leverage browser-based translations. Browser-based translations are available in a wide range of languages and translate in real-time, including updates to Fairmarkit and items not translated by the Fairmarkit supported languages. For more information, reference guidance based on your preferred browser: * [Chrome](https://support.google.com/chrome/answer/173424?hl=en\&co=GENIE.Platform%3DDesktop#:~:text=Translate%20webpages%20in%20Chrome\&text=On%20your%20computer%2C%20open%20Chrome,the%20webpage%20this%20one%20time.) * [Safari](https://support.apple.com/guide/safari/translate-a-webpage-ibrw646b2ca2/mac#:~:text=In%20the%20Safari%20app%20on,button%20%2C%20then%20choose%20a%20language.) * [Firefox](https://support.mozilla.org/en-US/kb/use-firefox-another-language) * [Edge](https://support.microsoft.com/en-us/topic/use-microsoft-translator-in-microsoft-edge-browser-4ad1c6cb-01a4-4227-be9d-a81e127fcb0b#:~:text=Turn%20on%20translation%20in%20Microsoft%20Edge\&text=At%20the%20top%20corner%20of,in%20a%20language%20I%20read.) Additionally, to translate emails, see the following: * [Translating emails while using Gmail](https://www.technipages.com/gmail-translate-email) * [Translating emails while using Microsoft Outlook](https://support.microsoft.com/en-us/office/translator-for-outlook-3d7e12ed-99d6-406e-a453-b9db0d9653fa) # Reset your password If you've forgotten your password, you can easily reset it: 1. Go to the [Fairmarkit login page](https://app.fairmarkit.com/login).
2. Click Forgot Password:
3. Enter your Email, and then click Reset password. 4. You'll receive an email with instructions on how to reset your password. # User types in Fairmarkit Fairmarkit defines distinct roles for each user in the sourcing process, catering to their specific needs. Whether you're a requester, buyer, or supplier, Fairmarkit simplifies your sourcing tasks and communication. ### Requesters Request the goods or services you need. Fairmarkit’s Intake tools ensure that your requests comply with company policies and are automatically routed to the appropriate buyer team. ### Buyers Manage the sourcing process: create events from various pathways, including reviewing requests, invite suppliers to submit responses, and after evaluating these submissions, award the event, ensuring efficient and cost-effective purchasing decisions. [Buyer roles](https://docs.fairmarkit.com/buyers/getting-started-as-a-buyer/user-roles-buyers), which are a subset of permission sets such as Buyer, Observer, Requester, Team Lead, Supervisor, Admin, and Collaborator, allow you to customize permissions and responsibilities based on your team's needs. ### Suppliers Respond to buyer events by providing pricing for goods and services and accessing new sales opportunities. Supplier roles, which are a subset of permission sets such as Admin and Sales Rep, allow you to customize permissions and responsibilities based on your team's needs. [Learn more about suppliers](https://docs.fairmarkit.com/suppliers/)
# Getting Started with Requests With the Sourcing intake tools, you can quickly ask procurement questions or describe the goods and services you need to purchase, and we'll guide you through the process, ensuring that your requests comply with your company's policies and procedures and that all relevant information is included in your request. Once submitted, your requests are automatically routed it to the appropriate buyer team. {% content-ref url="/pages/2obHCDYj2RUdSCwb6MYE" %} [Ask a procurement question](/requesters-intake/ask-a-procurement-question) {% endcontent-ref %} {% content-ref url="/pages/3YszxK8E9p1weNf6EvgN" %} [Create a request](/requesters-intake/create-a-request) {% endcontent-ref %} {% content-ref url="/pages/G4Ev7UZxSx8v2xcbtRER" %} [Manage approvals (requesters)](/requesters-intake/manage-approvals-requesters) {% endcontent-ref %} {% content-ref url="/pages/SpKmjXdTIjccar9kT2WE" %} [Track your requests (Requesters)](/requesters-intake/track-your-requests-requesters) {% endcontent-ref %} {% content-ref url="/pages/NRj9fuZ7TxnGuUVp8o0X" %} [Notifications (requesters)](/requesters-intake/notifications-requesters) {% endcontent-ref %} # Ask a procurement question Intake understands your company's procurement policies and procedures, so you can ask for help with your general sourcing questions, and we'll help guide you to real-time sourcing feedback. **Access Intake**: From the menu, click Create and then select *Ask AI Assistant*. {% stepper %} {% step %} ### Ask a question Ask your question (e.g., *How do I pay my invoice?*). Click **Get started** to proceed.
{% endstep %} {% step %} ### Receive your response Based on your company's policies and procedures, we'll find an answer to your question. {% endstep %} {% endstepper %} # Create a request To get started with Intake, you'll just need to ask KIT a question or describe what you need to purchase, goods or services. We'll help you add all the essential details and then route your request to your buyer team when it's complete. **Access Intake**: From the **menu**, click **Create** and then select Ask AI Assistant. {% stepper %} {% step %} ### Describe what you need Enter a description of the goods or services that you need to purchase. The more details you include, the better we can guide you through the process. Click Get started to proceed. {% hint style="info" %} Need some help? See [What should I include in my request](/requesters-intake/create-a-request/what-should-i-include-in-my-request)? {% endhint %}
{% endstep %} {% step %} ### Confirm your request We'll suggest a category and a budget, and then compare your request to your company's policies and procedures, suggesting next steps. For example, if your company uses catalogs when a request is under a certain value, we can let you know if your request qualifies. Click **Process with the request** to continue.
{% endstep %} {% step %} ### Define and Edit the items or services relevant to your request Based on your initial input, the system will recommend the item or service lines of the request. It will also look to see if there are any catalogs, punchouts or rate cards available to buy off of. You can add or remove any lines as you see fit, browse the suggestions and punchouts to finalize your request.
{% endstep %} {% step %} ### Answer request-specific questions Based on your description, we'll guide you through a few request-specific questions to ensure we include all the essential information on your request. Depending on the detail of your initial description, we'll try to enter some of this information for you, and you can confirm the answers. You can add additional information or skip questions as needed. For service requests, you'll see another screen to help you generate a scope of work.
{% endstep %} {% step %} ### Create your request Click **Complete request**. We'll use the provided information to create a request and route it to the appropriate buyer team. Until reviewed by your buyer team, you can review your request from your [Requests list](/requesters-intake/track-your-requests-requesters).
{% endstep %} {% endstepper %} # What should I include in my request? When requesting goods or services, including key details in your description helps to us guide you to create the best request. ### General tips Provide clear, descriptive details of what you need. This will help you to receive the best results and guidance. Keep the following in mind: #### Be specific Clearly define what you need. Include details like product specifications, quantities, or service requirements. Specificity helps us to categorize and match your request. | Instead of... | Write this... | | ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | *I need some laptops for a project.* | *I need 20 Apple MacBook Pro 13″ laptops with 8GB RAM and 256GB SSD. Please ensure they are delivered to our office at 1 Beacon St Fl 15, Boston, MA 02108, by August 15, 2023.* | #### Provide context Explain any constraints or preferences. Include information like dates needed, delivery or service location, or other special considerations. This information can help to route your request to best match suppliers. | Instead of... | Write this... | | ------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | *I need catering for an event.* | *We are organizing a company-wide training event and require catering services for a full-day seminar in our conference room. The event is scheduled for September 30, 2023, at our downtown office in Boston. Please take into account dietary restrictions and provide a quote accordingly.* | #### Include details For the goods or services, provide details of what you need. For [goods](https://docs.fairmarkit.com/content/requesters/tips.htm#Goods), you could include specific features, quantities, and any optional requirements. For [services](https://docs.fairmarkit.com/content/requesters/tips.htm#Services), outline the tasks, skills, or expertise required. | Instead of... | Write this... | | ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | *I need t-shirts.* | *Looking to purchase 100 custom-printed T-shirts. The shirts should be cotton, sizes ranging from S to XL, with a two-color logo on the front. Please provide a quote, including shipping to our address: 1 Beacon St Fl 15, Boston, MA 02108* | | *I need some electrical work done.* | *We are seeking a certified electrician to install new lighting fixtures in our office space (1 Beacon St Fl 15, Boston, MA 02108). The job involves rewiring and installing approximately 15 LED fixtures. We need this completed by October 15, 2023. Please provide a breakdown of costs and your availability.* | ### Goods When requesting goods, you can include one or more items you need to purchase. Including the following information can be helpful: * Product description * Specific details about the product (e.g., "M2 Pro 13″ MacBook") * Manufacturer or brand name * Model or version * Unique features or specifications (e.g., "8GB RAM, 256 GB SSD") * Additional requirements (e.g., color preference, accessories) * Quantity (e.g., "15 computers") * Delivery information with complete address * Date needed (e.g., "by September 2023") * Urgency (e.g., "Please rush delivery asap") * Budget (e.g., "$10,000") ### Services When requesting services, including the following information can be helpful: * Location (e.g., "Someone local to the Boston area is preferred") * Timeline (e.g., "2 days" or "September 1 - 5, 2023") * Start and end dates * Any specific milestones or deadlines * Budget (e.g., "$10,000") * Professional service: * Service description (e.g., "Professional videographer for procurement and sourcing product promotional video") * Skills, certifications, qualifications, or experience (e.g., scripting, filming, editing) * Event: * Description of the event (e.g., "2-day, 150-person conference in Atlanta") * Specific requirements (e.g., "A/V and catering services needed") * Accommodation needs (e.g., "Hotel accommodation options required") * Contract project : * Project description (e.g., "ServiceNow software integration project") * Scope of work (e.g., design, coding, and QA) * Contract duration (e.g., 3-month contract)
# Select price books items (requesters) Price books are lists of preapproved items and prices your company has set up with suppliers. These can come from hosted catalogs or punchouts. When you submit a request, KIT can suggest matching items from these catalogs based on the item’s description, manufacturer, or category. If all items in your request are matched, the request may be routed directly for purchase, skipping extra steps. {% hint style="info" %} **Why don't I see price books?** Price books are only available if your company has turned on the feature and uploaded catalogs. {% endhint %}
### Why use Price Books or punchouts? * **Faster requests**: You can select items that are already approved—no extra review needed. * **Fewer errors**: Use the right items with the right prices, every time. * **Less back-and-forth**: Get what you need more quickly, without extra questions or delays. ### Request an item When you submit a request, include key details like the item description, manufacturer, or category. KIT uses semantic search, so it understands what you mean, not just the exact words, to find matching items in your company’s price books. If matches are found, you’ll be able to review and select from a list of suggested items.

# Manage approvals (requesters) With approvals, your intake requests are automatically routed to approvers based on request data, such as location, budget, or role. By automating this process, you ensure that each request is reviewed and approved according to predefined rules, maintaining compliance and efficient workflow management. {% hint style="info" %} **Pending approval**: When a request is pending approval, you cannot edit the request. {% endhint %}
### Send a request for approval The Approval process automatically sends requests to approvers when the request is at a certain stage of the process (e.g., before submitting) meets certain criteria such as an location, budget, or role. This is based on rules defined for your company. You'll need to work with your company's Fairmarkit Admin to define these rules. ### Withdraw an approval If you need to edit your request, you will need to remove it from the approvals process and then resubmit it for review. {% stepper %} {% step %} Open the request. If the approvals area isn't open, click the **comments/approvals** button. {% endstep %} {% step %} Click **Withdraw**. The Withdraw approval? screen displays.
{% endstep %} {% step %} Click **Withdraw**. {% endstep %} {% endstepper %} ### Track approvals Through out the approval process, you can use the Approvals area to track where the request is in the approval process. #### Rejected requests If an approver rejects a request, you will be notified with the comment from the approver. You will be able to edit the request, as needed, and then resubmit it, allowing it to go through the approval process again.
**Approved requests** Once a request is approved, it will either move to the next approver or will automatically assigned to the correct buyer for review.
# Track your requests (Requesters) From the Requests screen, you can track all of your intake requests. If buyers have questions while reviewing your request, they can message you any questions or clarifications.
### Access requests * From the **menu**, select **Requests**. ### Filter requests
Available statuses include: * **Draft**: Requests awaiting approval before being submitted for review. A request moves to this status if your company has set up request approvals and the request meets an automation rule. See [Request approvals](/buyers/requests-intake-buyers/approve-requests). * **In review**: Requests submitted for review, typically before being converted into an event. * **In progress**: Requests that have been converted into a request for quote (RFQ) or request for proposal (RFP) events and are currently in the sourcing phase. * **Completed**: Requests that have been converted into events and have been awarded. * **Canceled**: Requests that were rejected or deemed unnecessary. ### Open request Click a request line to open the details view. From this view, you can review the assignees, request status, the details you entered, and any messages from the buyer.
### View request status From details view, you can monitor your request's progress and review important dates, including an estimate of when your request will be completed.
Statuses: * **In review**: Your request is being reviewed. Includes the date and time the request was submitted. * **Sourcing**: Your request is being sourced. Includes the sourcing start date and time. * **Completed**: Your requested was successfully sourced. Includes date and time when the sourcing is completed. ***Note**: As your event moves through each step, you can review an estimated completion date. When a request is in review, the estimate includes 1 day to review and 8 days for sourcing. When the event is being sourced, the estimate depends on when the sourcing is scheduled to close and 3 days to review supplier responses.* * **Canceled**: Indicates the date and time your request was canceled. ### Withdraw a request From the details view, click **Withdraw request** to cancel your request to return it to Draft, allowing you to make changes to your request.
### Internal comments With a request opened in details view, you can add [internal comments](#internalcomments) to the request, which are shared with the assigned buyer. If the comments area isn't displayed, click the comments/approvals![](https://docs.fairmarkit.com/content/intake/approvals/images/message-approvals-btn_60x20.png) button to switch to the Internal comments view.
#### Add a comment * In **Write a comment**, enter the text you want to send. You can also: * Mention other users to [notify](/requesters-intake/notifications-requesters) them about the comment. * Attach files with additional information. * Click **Send** to add your comment to the request.
#### Subscribe / Unsubscribe from notifications To toggle on or off message notifications, click the **Subscribe / Unsubscribe from notifications** ![](https://docs.fairmarkit.com/content/intake/images/notification_22x20.png) button. ### Approvals When you submit your request, if your company requires an approval based on the included information in the request, it will be automatically routed to the approver. From the request screen, you can track where your request is in the approvals process. If the approvals area isn't displayed, your request might not require an approval or you may need to click the **comments/approvals**![](https://docs.fairmarkit.com/content/intake/approvals/images/message-approvals-btn_60x20.png) button to switch to the Approvals view
# Notifications (requesters) When working with requests or events, you and other users can add internal comments. When commenting, users may mention you directly, and you will receive a notification about the comment. When you have a notification, you will see a icon next to the Notifications option in the menu. ### When will I receive notifications? For your requests and events, you will receive a notification when: * A teammate comments * A supplier sends a message (on events) * You are @mentioned on a comment or message ### View notifications On the Fairmarkit menu, click Notifications. You can preview the comment and click the notification to view the comment in the request. Once clicked, the notification is removed from this list. * **To view all notifications:** click Notifications and then select Show All. This screen displays all available notifications. Additionally, you can search, filter, and sort your notifications. * **To search notifications:** You can search notifications by entering message text in the Search bar. To clear the search, click Cancel * When you click the search field, you can also search event data. From there, filter the results to show matching or selected events. * **To filter notifications:** With filters, you can narrow down the list of displayed notifications. Depending on the type of filter, you may be able to select one or more values to include in the filter (e.g., Suppliers). You can combine multiple filters to adjust the list view to the notifications you need to see.
Notification list filters
FilterDescription
MentionsFilters the list to only show notifications where you were @ mentioned.
UnreadFilters the list to only show unread notifications.
Date periodFilters to the notifications received in the selected date range.
TypeFilters to the selected type of notification. Available options include Supplier messages and Internal messages.
SuppliersFilters to notifications for messages from the selected suppliers.
**Apply a filter** * Click the filter, and select one or more values.\ The Notifications list is filtered based on your selection. **Edit a filter** * To edit an applied filter, click the **down arrow** button on the filter, and edit the filter values as needed. **Remove a filter** * To remove an applied filter, click **remove** button on the filtered value. **Clear all filters** * To remove all filters, click **Clear filters**. #### Sort notifications Click the sort field to switch the sort between ordering the notifications from *Newest to Oldest* or *Oldest to Newest*. ### Subscribe / Unsubscribe from notifications for an event To toggle on or off emails and notifications for an event, open the event comments and then click the **Subscribe / Unsubscribe from notifications** button. ### Change notification settings From the [Notifications settings](/requesters-intake/notifications-requesters/notification-settings-requesters) screen, you can control if you want to receive emails for supplier comments and internal comments. * From the Fairmarkit menu, click your name and select Notification Settings. # Notification settings (requesters) From the Notifications settings screen, you can select the type of emails or notifications that you want to receive from Fairmarkit. Select the toggle switch for each option to turn it on or off. {% hint style="info" %} **Update notification settings**: From the menu, click *your name* and select *Email Preferences*. {% endhint %} {% hint style="info" %} **Available emails**: Available emails are set by your Fairmarkit Admin in [Email settings](/buyers/administration/email-settings). {% endhint %} ### General General email options include: #### RFQ rejected You will receive an email if an approver rejects your request for quote event. #### Requester shipment tracking notification email You will receive an email if an awarded supplier enters shipment tracking information for a request for quote event. Suppliers are only prompted to enter tracking information when it is enabled by your organization. #### New requests daily report You will receive an email if a new request for quote event is created and assigned to you within the last 24 hours. ### Comments & messages #### Internal comments You'll receive an email when coworkers add an [internal comment](#internal-comments) on one of your events (*My events*) or on *Team or shared events*. #### Supplier messages You'll receive an email when you receive a [supplier message](#supplier-messages) on one of your events (*My events*) or on *Team or shared events*.
# Getting Started as a Buyer As a buyer, sourcing in Fairmarkit gives you more control over your events, making your purchasing decisions more efficient and cost-effective. When you need to purchase an item or service, simply create an event, add line items, and then select from a list of recommended suppliers. Once submitted, suppliers will respond with pricing for your line items. When the event ends, you can view a side-by-side view of responses and award your event. Fairmarkit integrates directly with your existing enterprise resource planning (ERP) and procure-to-pay (P2P) platforms to effectively source while maintaining a seamless buying experience. Choose which events you want to source through our platform and seamlessly send the data to Fairmarkit. {% content-ref url="/pages/IB3fM3dk0r7QFAkq5inz" %} [What are events?](/buyers/getting-started-as-a-buyer/what-are-events) {% endcontent-ref %} {% content-ref url="/pages/ODWvdTZcsMEwGKXdRLfZ" %} [User roles (buyers)](/buyers/getting-started-as-a-buyer/user-roles-buyers) {% endcontent-ref %} {% content-ref url="/pages/z7BqFLidmOYtidqZ6yPH" %} [Notifications (buyers)](/buyers/getting-started-as-a-buyer/notifications-buyers) {% endcontent-ref %} {% content-ref url="/pages/ZzFwUrZ8pWTe5FGw0tSo" %} [Email Buyers](/buyers/getting-started-as-a-buyer/email-buyers) {% endcontent-ref %} {% content-ref url="/pages/z1NYY2Hty97tzOJkZS1K" %} [Supplier recommendations](/buyers/getting-started-as-a-buyer/supplier-recommendations) {% endcontent-ref %} {% content-ref url="/pages/Ha3eW6Tu4baBDwO4jCXL" %} [Out of Office](/buyers/getting-started-as-a-buyer/out-of-office) {% endcontent-ref %} {% content-ref url="/pages/aiPujjKiDPn6rf565Ui7" %} [SSO (single sign-on)](/buyers/administration/sso-single-sign-on) {% endcontent-ref %} # What are events? In Fairmarkit, you create sourcing events like a request for quote (RFQ) or request for proposal (RFP) to gather information or purchase required goods and services. Fairmarkit will help you invite suppliers to participate in these events, where they submit their responses within a set time frame. After the event closes, you review and award the event or specific line items to the winning supplier, streamlining your procurement process effectively. ### Event types
### Request for information (RFI) When you need to gather information from potential suppliers about items and services, request for information (RFI) events in Fairmarkit help you compile information for your next project. On a request for information event, Fairmarkit walks you through the process to create an event, add questions, and invite suppliers to submit information. A request for information event is typically submitted before creating a request for proposal event to obtain initial details for a project. {% hint style="info" %} See [Request for information](/buyers/request-for-information-rfi) {% endhint %} ### Request for proposal (RFP) When you're looking to start up a new project to tackle complex spend and source services, look no further than request for proposal (RFP) in Fairmarkit. On a request for proposal, the system will walk you through the process to define the event, add questions and documents, and then invite suppliers to send proposals for your event. {% hint style="info" %} See [Request for proposal](/buyers/request-for-proposal-rfp). {% endhint %} ### Request for quote (RFQ) Requests for quote are at the core of Fairmarkit and are built to help you be more efficient and effective in your sourcing process. On a request for quote, you will enter a list of items or services that you need to purchase and then invite suppliers to send quotes for your sourcing process. {% hint style="info" %} See [Request for quote](/buyers/request-for-quote-rfq). {% endhint %} ### Auctions (auction) Auctions provide a way to source high-cost or high-volume purchases while encouraging competitive supplier participation. By creating a structured bidding process, auctions help you achieve better pricing and improve supplier engagement. In an auction, suppliers submit bids for your business based on the type of auction you select. Prices may decrease or increase over time, depending on the format, and suppliers compete to secure the event. Auctions allow you to simplify negotiations and make more informed sourcing decisions efficiently. {% hint style="info" %} See [Auctions](/buyers/auctions). {% endhint %} # User roles (buyers) Fairmarkit offers a variety of user roles designed to manage feature access and security within your organization. Roles such as Buyer, Observer, Requester, Team Lead, Supervisor, Admin, and Collaborator allow you to customize permissions and responsibilities based on your team's needs.
### Observers As an Observer, you can: * View all events (read-only access). * View messages related to your events. ### Requesters As a Requester, you can: * Create a draft event. * Submit a draft event for approval. * View your events throughout the process. * Message with suppliers on your events. ### Buyers As a Buyer, you can: * [Create and work on your events.](/buyers/events) * Message with suppliers on your events. * [If assigned to a team, view your teammates' events.](/buyers/events/manage-opened-events/reassign-an-event) * [Reassign your events to team members.](https://docs.fairmarkit.com/content/buyers/events/reassign-event.htm) ([configuration](https://docs.fairmarkit.com/content/buyers/admin/user-preferences.htm)) * Create and edit suppliers, supplier groups, and addresses (configuration). ### Team Leads As a team lead, you can: * [Create and work on your events.](/buyers/events) * View and edit your teammates' events. * Approve events for your team (configuration) * Message with suppliers on your team’s events. * [Reassign events between buyers on your team. ](/buyers/events/manage-opened-events/reassign-an-event)([configuration](https://docs.fairmarkit.com/content/buyers/admin/user-preferences.htm)) * [Manage your team's templates.](/buyers/administration/templates/manage-templates) * Create and edit suppliers, supplier groups, and addresses (configuration). ### Supervisors As a Supervisor, you can: * [Create, work on, and approve all events for your organization.](/buyers/events) * Message with suppliers on all events for your organization. * [Reassign events between buyers in your organization.](/buyers/events/manage-opened-events/reassign-an-event) * [Manage your company's templates.](/buyers/administration/templates) * Create and edit suppliers, supplier groups, and addresses (configuration). ### Admins As an admin, you can: * [Create, work on, and approve all events for your organization.](/buyers/events) * Message with suppliers on all events for your organization. * [Reassign events between buyers in your organization.](/buyers/events/manage-opened-events/reassign-an-event) * [Manage your company's templates.](/buyers/administration/templates) * [Maintain settings for your organization.](/buyers/administration) * Add or edit a supplier's External ID. ### Collaborators Note: Collaborators can create Intake requests. As a Collaborator, when another user invites you to collaborate on an event, you will have limited access to the event. If you are assigned to another role in Fairmarkit, such as a Buyer and Admin, you can also be invited to collaborate on an event that you wouldn't normally have access to and your normal permissions won't change on your other events. When you're invited to the event, you can be given either view or edit permissions based on the event owner's selection: * View events you were invited to. * Edit events you were invited to ([with Edit permission](/buyers/events/collaboration-tools/manage-collaborators)). * View messages related to your events. * Send messages related your events ([with Edit permission](/buyers/events/collaboration-tools/manage-collaborators)). # Notifications (buyers) From the Notifications menu, you can view a list of notifications when someone adds an internal comment or a supplier message to yours or a shared event or request. ### When will I receive notifications? For your requests, events, or any events or requests shared with you, you will receive a notification when: * A teammate comments * A supplier sends a message * You are @mentioned on a comment or message ### View notifications On the Fairmarkit menu, click **Notifications**. You can preview the comment and click the notification to view the comment in the event. Once clicked, the notification is removed from this list.
### View all notifications To view all notifications, click **Notifications** and then select **Show All**. This screen displays all available notifications. Additionally, you can search, filter, and sort your notifications.
#### Search notifications You can search notifications by entering message text in the Search bar. To clear the search, click Cancel :heavy\_multiplication\_x:.
When you click the search field, you can also search event data. From there, filter the results to show matching or selected events.
#### Filter notifications Filters help you narrow the list of displayed notifications. Depending on the filter type, you can select one or more values (e.g., Suppliers). You can also combine multiple filters to customize the list view and find the notifications you need.
Notification list filters
Description
MentionsFilters the list to only show notifications where you were @ mentioned.
UnreadFilters the list to only show unread notifications.
Date periodFilters to the notifications received in the selected date range.
TypeFilters to the selected type of notification. Available options include Supplier messages and Internal messages.
SuppliersFilters to notifications for messages from the selected suppliers.
**Apply a filter** * Click the filter, and select one or more values.\ The Notifications list is filtered based on your selection.
**Edit a filter** * To edit an applied filter, click the **down arrow** ![](https://docs.fairmarkit.com/content/buyers/images/down-arrow-button_20x20.png) button on the filter, and edit the filter values as needed.
**Remove a filter** * To remove an applied filter, click **remove** ![](https://docs.fairmarkit.com/content/buyers/images/remove-btn-pink_20x20.png) button on the filtered value.
**Clear all filters** * To remove all filters, click **Clear filters**. ### Sort notifications Click the sort field to switch the sort between ordering the notifications from *Newest to Oldest* or *Oldest to Newest*. ### Subscribe / Unsubscribe from notifications for an event To toggle on or off emails and notifications for an event, open the event comments and then click the **Subscribe / Unsubscribe from notifications** ![](/files/sB7SvwMeq1dLfz1S2y42) button. ### Change notification settings From the [Notifications settings ](/buyers/getting-started-as-a-buyer/notifications-buyers/notification-settings-buyers)screen, you can control if you want to receive emails for supplier comments and internal comments. * From the Fairmarkit menu, click your name and select **Notification Settings**. # Notification settings (buyers) From the Notifications settings screen, you can select the type of emails or notifications that you want to receive from Fairmarkit. Select the toggle switch for each option to turn it on or off. {% hint style="info" %} **Update notification settings**: From the , click *your name* and select *Email Preferences*. {% endhint %} {% hint style="info" %} **Available emails**: Available emails are set by your Fairmarkit Admin in [Email settings](/buyers/administration/email-settings). {% endhint %} ### Daily Daily email options include: #### New requests daily report You will receive an email with a list of the request for quote events that have been created and assigned to you within the last 24 hours. ### General General email options include: #### RFQ has closed with bids You will receive an email when a request for quote event closes and you've received supplier responses. The email will include a summary of the responses and a link to the event. #### RFQ has closed without bids You will receive an email when a request for quote event closes and you haven't received any supplier responses. The email will include a link to the event. #### Buyer Shipment Tracking Notification Email You will receive an email if an awarded supplier enters shipment tracking information for a request for quote event. Suppliers are only prompted to enter tracking information when it is enabled by your organization. #### High Urgency RFQ Bid Email If you select *Rush* or *Emergency* urgency on an event, you will receive an email for each supplier response you receive. #### Enable own events chat notification You'll get notified when you receive a message related to one of your events. #### Enable shared events chat notification You'll get notified when you receive a message related to an event shared with you. ### Legacy messages You'll receive an email when you receive a legacy message on one of your events (*My events*) or on *Team or shared events*. ### Comments & messages #### Internal comments You'll receive an email when coworkers add an [internal comment](/buyers/events/collaboration-tools/internal-comments) on one of your events (*My events*) or on *Team or shared events*. #### Supplier messages You'll receive an email when you receive a [supplier message](/buyers/events/communicate-with-suppliers/supplier-messages) on one of your events (*My events*) or on *Team or shared events*. # Email Buyers As your events move through Fairmarkit, you'll receive emails to update you when you receive responses or message from suppliers or your team members interact with your events. ### Summary of emails The following provides a summary of some of the available email notifications from Fairmarkit. Click the email name to view a more detailed description and screen shots of sample emails. #### Request for quote (RFQ) event emails
EmailDescription
New requests - dailyA daily summary of new request for quote events created and assigned to you.
Supplier respondedA response summary with a link to view details is sent when a supplier submits a new response to an event.
Event closing soonA reminder is sent two days before the event closes.
Event closedA summary, including event details and supplier responses, is sent when the event closes.
Event closed without responsesA summary including event details is sent when the event closes without responses.
Auction was successfulAn update if your auction received responses (bids).
Auction was unsuccessfulAn update if your auction did not receive any responses (bids).

# Supplier recommendations Fairmarkit helps you identify suppliers most likely to respond to your events. By analyzing your event details, sourcing history, and our supplier database, we generate targeted supplier recommendations for each event. You can review a summary of why we recommended a supplier and their likelihood to respond. As you continue to use Fairmarkit, the recommendation accuracy will improve. For each event, you can manually add or remove supplier invitations to best match your specific needs. ### How are suppliers recommended? Suppliers are recommended based on an analysis of your event details, sourcing history, and data from our supplier database. #### Request for quote (RFQ) and reverse auction events For request for quote and reverse auction events, recommendations are more focused on the specific line items being requested. This approach involves analyzing similar past requests and suppliers’ historical responses, focusing on item details (e.g., description and manufacturer). Fairmarkit considers the following information from your event to recommend suppliers: | | | | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------- | #### Request for proposal (RFP) and request for information (RFI) events For request for proposal or request for information events, recommendations are based more on event-level details, assessing the overall capabilities of suppliers in specific categories rather than on specific items. This considers the overall scope of your request and the supplier's ability to meet those needs. Fairmarkit considers the following information from your event to recommend suppliers: * Event title * Event description * Event justification * Location/facility * Category ### How many recommendations will I receive? The number of recommended suppliers may vary based on your organization's max number of recommended suppliers (company setting) and the quality of available recommendations. ### Why was a supplier recommended? For each recommendation, you can select the supplier to learn more about the supplier and see a list of reasons why they were recommended. {% hint style="info" %} See [Supplier info card](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation/supplier-info-card). {% endhint %}
### How likely is the supplier to respond? For each recommendation, you can review the following information: * **Score**: Predicts how likely a recommended supplier will respond if invited to the event (low, medium, or high). The score is calculated based on how the supplier company, including all of the supplier's individual contacts, responded to similar events and their current activity level in Fairmarkit. This is not calculated for manually added suppliers. * **Response rate**: Provides insight into the supplier’s responsiveness to Fairmarkit events and whether they’ve been invited to events before. {% hint style="info" %} See: [Manage supplier invitations](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation). {% endhint %}
### How can I improve recommendations? When entering your event details, consider best practices for using a search engine to improve your supplier recommendations. * **Provide details**: When creating your events, include all relevant context. Detailed events work best. * **Get specific**: If you want a specific item, include the manufacturer's information. * **Describe generic items**: Describe your item or service the same way your supplier would. A complete description also helps suppliers understand exactly what you need. * **Avoid unnecessary details**: Keep your descriptions focused and relevant to the item or service you need. Including extraneous details, such as the shipping location, if not critical, might lead to less accurate recommendations. # Out of Office If you’ll be away, you can set your out of office status and designate another user to oversee your events. Your assigned delegate will have the same level of access to your events and can send, review, and award them as needed.
### How does out of office work? When you set out of office for a specific time period, all your open, closed, pending, and scheduled events are automatically reassigned to another buyer, supervisor, or admin. If you’re part of a Fairmarkit team, your delegate must be a team member. Once the set time period ends, your events are reassigned back to you. ### Access out of office settings {% stepper %} {% step %} Click **your name** in the top menu.
{% endstep %} {% step %} Select **Set Out of Office**. {% endstep %} {% endstepper %} ### Set out of office {% stepper %} {% step %} **Open Out of Office Settings**: Click your name in the top menu and select **Set Out of Office**.
{% endstep %} {% step %} **Set the Time Period**: Choose a Start date, Start time, End date, and End time. {% endstep %} {% step %} **Assign a user:** * Select a buyer, supervisor, or admin from your company to oversee your events. * If you use Fairmarkit Teams, you can only assign a team member. * You cannot assign a user who is also set to Out of Office during the same period. {% endstep %} {% step %} Click **Save**. {% endstep %} {% endstepper %} ### Set out of office for another user (Admin) As a Fairmarkit Admin, you can set Out of Office for other users. {% stepper %} {% step %} Open Out of Office Settings: Click your name in the top menu and select Set Out of Office.
{% endstep %} {% step %} **Set the Time Period:** Choose a Start date, Start time, End date, and End time. {% endstep %} {% step %} Select the User to Set as Out of Office: In **OOO User**, select the user. (This defaults to you but can be changed.) {% endstep %} {% step %} **Assign a user**: * Choose a buyer, supervisor, or admin to oversee events for the user. * If the user is part of a Fairmarkit team, you can only assign a team member. * You cannot assign a user who is also set to Out of Office during the same period. {% endstep %} {% step %} Click **Save**. {% endstep %} {% endstepper %} ### Edit out of office {% stepper %} {% step %} From the top menu, click **your name** and then select **Edit out of office**. You can also click Edit in the OOO banner.\ The Out of Office screen displays. {% endstep %} {% step %} Edit the details as needed. {% endstep %} {% step %} Click Update. {% endstep %} {% endstepper %} ### Remove out of office {% stepper %} {% step %} From the top menu, click your name and then select Edit out of office. You can also click Remove in the OOO banner.\ The Out of Office screen displays. {% endstep %} {% step %} Click **Remove**. {% endstep %} {% endstepper %} ### How will I know if out of office is set? When you're set as out of office, you, your company’s admins, and the designated user will receive an email confirmation. Additionally, you'll see a banner at the top of your Fairmarkit screen.
# Requests (Intake-Buyers) The Requests list provides a centralized hub to manage all incoming sourcing intake requests efficiently, allowing you to better manage and triage your company's requests. You can review requests, message requesters for clarification, and decide how to proceed as requests come in. Once reviewed, you can create Fairmarkit events from requests and archive the rest. With the filters, you can easily organize your requests and make easy decisions on how to proceed. Sourcing intake helps you engage better with your teams, allowing you to engage earlier in the process contributing to improved procurement planning and decision-making. With your Requests list, you can streamline your process, quickly reviewing a list of triaged, categorized, and organized requests and expediting your procurement process. {% hint style="info" %} See also: [Requesters (Intake)](/requesters-intake/getting-started-with-requests). {% endhint %}
### Access your requests * From the menu, select Requests. ### Get started {% content-ref url="/pages/nLy5Xo0DqIzGDkKmVftV" %} [Manage Requests](/buyers/requests-intake-buyers/manage-requests) {% endcontent-ref %} {% content-ref url="/pages/Z5znzVMcyepq5OOTZqBB" %} [Edit a request](/buyers/requests-intake-buyers/edit-a-request) {% endcontent-ref %} {% content-ref url="/pages/uy75untehiFr1ttMxJ4f" %} [Assign a request](/buyers/requests-intake-buyers/assign-a-request) {% endcontent-ref %} {% content-ref url="/pages/GQ77ITBe9gaG0pRdcdT5" %} [Generate a scope of work (SOW)](/buyers/requests-intake-buyers/generate-a-scope-of-work-sow) {% endcontent-ref %} {% content-ref url="/pages/WuvsOwyuUyugUeHe1utx" %} [Approve Requests](/buyers/requests-intake-buyers/approve-requests) {% endcontent-ref %} {% content-ref url="/pages/hQ49ZV968Q9bSCzewesV" %} [Create an event from a request](/buyers/requests-intake-buyers/create-an-event-from-a-request) {% endcontent-ref %} {% content-ref url="/pages/zuE7TndKYPMfU9gTUoXn" %} [AI Bid Analysis Agent](/buyers/requests-intake-buyers/ai-bid-analysis-agent) {% endcontent-ref %} {% content-ref url="/pages/rB5VydhmjzvNsoWBiiY9" %} [Cancel a request](/buyers/requests-intake-buyers/cancel-a-request) {% endcontent-ref %} {% content-ref url="/pages/WXqOuWjVkpvySwv7PwMA" %} [Intake - FAQ](/buyers/requests-intake-buyers/intake-faq) {% endcontent-ref %}
# Manage Requests From the Requests list, you can manage your intake requests. If you're a requester, you will only see your requests, but as a buyer, you can manage all requests for your company.
### Filter requests The left side of the screen includes a tab for all available request statuses. Select a tab to filter the list by the event status.
Available statues include: * **Draft**: Requests awaiting approval before being submitted for review. A request moves to this status if your company has set up request approvals and the request meets an automation rule. See [Request approvals](/buyers/requests-intake-buyers/approve-requests). * **In review**: Requests submitted for review, typically before being converted into an event. * **In progress**: Requests that have been converted into a request for quote (RFQ) or request for proposal (RFP) events and are currently in the sourcing phase. * **Completed**: Requests that have been converted into events and have been awarded. * **Canceled**: Requests that were rejected or deemed unnecessary. ### Open request Click a request line to open the details view. Depending on your permissions and the request status, you can [edit](/buyers/requests-intake-buyers/edit-a-request) or [cancel](/buyers/requests-intake-buyers/cancel-a-request) the request, generate a [scope of work](/buyers/requests-intake-buyers/generate-a-scope-of-work-sow), review event responses with an [AI agent](/buyers/requests-intake-buyers/ai-bid-analysis-agent), [create an event](/buyers/events/create-an-event), or[ comment to the requester](#internalcomments) from this view.
### View request status From details view, you can monitor your request's progress and review important dates, including an estimate of when your request will be completed.
Statuses: * **In review**: Your request is being reviewed. Includes the date and time the request was submitted. * **Sourcing**: Your request is being sourced. Includes the sourcing start date and time. * **Completed**: Your requested was successfully sourced. Includes date and time when the sourcing is completed. ***Note**: As your event moves through each step, you can review an estimated completion date. When a request is in review, the estimate includes 1 day to review and 8 days for sourcing. When the event is being sourced, the estimate depends on when the sourcing is scheduled to close and 3 days to review supplier responses.* * **Canceled**: Indicates the date and time your request was canceled. ### Internal comments With a request opened in details view, you can add [internal comments](/buyers/events/collaboration-tools/internal-comments) to the request, which are shared with the assigned buyer. If the comments area isn't displayed, click the **comments/approvals**![](https://docs.fairmarkit.com/content/intake/approvals/images/message-approvals-btn_60x20.png) button to switch to the Internal comments view.
### Approvals When you submit your request, if your company requires an approval based on the included information in the request, it will be automatically routed to the approver. From the request screen, you can track where your request is in the approvals process. See [Manage request approvals (request owner)](/buyers/requests-intake-buyers/approve-requests/manage-request-approvals-request-owner). Additionally, if you're assigned to approve a request, you will be able to approve or reject the request from the same Approvals area. See [Approve a request (Approvers)](/buyers/requests-intake-buyers/approve-requests/approve-a-request-approvers). If the approvals area isn't displayed, your request might not require an approval or you may need to click the **comments/approvals**![](https://docs.fairmarkit.com/content/intake/approvals/images/message-approvals-btn_60x20.png) button to switch to the Approvals view.
# Price books overview (Intake requests) Price books let you create and manage preapproved item lists with set pricing from your suppliers. As users submit requests, KIT automatically suggests matching items from these catalogs based on the item’s description, manufacturer, or category. If all items in the request are matched, the request can be routed directly for purchase. ### Why use price books? * **Faster requests**: Matched items can skip manual review and move straight to purchase. * **Consistent pricing**: Select from curated, preapproved prices to avoid errors or mismatches. * **Simplified purchasing**: Reduce back-and-forth by guiding users to the right items from the start. * **Complete requests:** Capture all the fields your downstream systems need up front, so matched requests are ready to process. ### How do I set it up? To use price books for Intake, you will need to: * **Enable price books**: To enable price books for Intake, contact your Fairmarkit Customer Success Manager. (*Note: This setup is slightly different from RFQ price books.*) * **Upload price books lists**: Using a Fairmarkit template, you will need to create a list of preapproved prices for each supplier you want enabled. This list must formatted into the Fairmarkit template, and then uploaded to [Administration - Price Books](/buyers/administration/price-books-old). ### Request an item When you submit a request, include key details like the item description, manufacturer, or category. KIT uses semantic search, so it understands what you mean, not just the exact words, to find matching items in your company’s price books. If matches are found, you’ll be able to review and select from a list of suggested items.
#### Complete the item details {% hint style="info" %} Early access: This feature is being rolled out and will be announced ahead of general availability. Reach out to your Fairmarkit contact if you'd like it enabled for your organization. {% endhint %} After you select a suggested price book item, KIT fills in the details already defined in the catalog — like title, manufacturer, unit of measure, and price. Any additional fields your organization requires, such as accounting codes, appear alongside quantity for you to complete, so the request is ready to process from the start. Catalog details like item specs are shown as read-only, while custom fields remain editable. ### All matching items If all items in your request match price book items and your company has configured to have requests pushed back to your purchasing application, the request will be automatically routed back. # Edit a request For submitted intake requests, you can edit the details while it is still in Draft status. {% stepper %} {% step %} Open a request.
{% endstep %} {% step %} Click **Edit request**.
{% endstep %} {% step %} Edit any details of the request as needed. {% endstep %} {% step %} Click **Update request**. {% endstep %} {% endstepper %}
# Assign a request For submitted intake requests, you can assign the request to one or more buyers in your organization. {% stepper %} {% step %} Open a request.
{% endstep %} {% step %} Click **Assign**. The Assign window displays.
{% endstep %} {% step %} Select one or more buyers in your organization. Use the search field to filter the list of buyers. {% endstep %} {% step %} Click **Assign**. A list of assigned buyers display at the top of the request.
{% endstep %} {% endstepper %} # Generate a scope of work (SOW) Fairmarkit's Scope of Work (SOW) functionality helps teams collaboratively define and align on detailed project or service requirements—directly within the Request creation flow. With templates, real-time editing, AI writing assistance, and version tracking, it ensures your stakeholders stay on the same page from intake to award. You can create Scope of Work's directly in the Intake flow or directly on the request (this works great for integrated use cases). ### When to Use the Scope of Work Use the SOW when: * The purchase requires **clear, documented deliverables** or **complex specifications**. * You want to **collaborate with internal stakeholders** before finalizing the scope. * Your organization mandates **standardized SOW formats** for compliance or audit purposes.
### Create a Scope of Work through Intake or on the Request {% stepper %} {% step %} Once you get to the scope of work step in Intake or navigate to the **Scope of work** tab on the Request, you will be prompted with the question *"Do you already have a scope of work or brief?"*. Select "No, help me build one to kick off the creation flow.
{% endstep %} {% step %} The AI will generate background context based on the information it has so far to create a summary. You can edit this summary manually or prompt it with free text below
{% endstep %} {% step %} You can then select what type of scope of work you'd like to build - time & materials, milestone based or simple, or a simple, total cost project. {% endstep %} {% step %} KIT, Fairmarkit's AI Agent, will then help to build out the rest of the SOW with the appropriate milestones, deliverables and resources required for the project. {% endstep %} {% step %} Once you submit your request or complete the scope of work creation flow on the request, you can access and edit it directly on the Scope of Work tab on the request. {% endstep %} {% endstepper %} Choose **No, help me build one** if you'd like assistance generating your SOW. Based on your request details and with help from AI, we’ll auto-generate a draft with context and clear objectives. ### Apply Template & edit Scope of Work {% stepper %} {% step %} Select a **template** from your organization’s approved list to apply a structured starting point. Templates may include headings, placeholders, and reusable content blocks configured by your admin team.
{% endstep %} {% step %} As the SOW is generated, you can review, edit, and customize it using the built-in rich text editor. Use the toolbar to format text, add sections, insert tables or bullet points, and structure the content to your needs.
{% endstep %} {% step %} Click the **✨AI** button to summarize long sections or rewrite content for clarity or tone. Choose between styles like *formal*, *concise*, or *persuasive* depending on your communication goals.
{% endstep %} {% step %} Invite collaborators directly into the document to add input, leave comments, or make edits in real time. All changes are tracked, so your team can review and align before finalizing. {% endstep %} {% step %} When you’re ready, click **Update Scope of Work** to save your changes. The document is versioned automatically and linked to the Request, ensuring a complete audit trail. {% endstep %} {% endstepper %} ### Download scope of work After you've submitted your request, you can review and download a copy of your scope of work. * From the **Scope of work** tab, click **Download scope of work**. # Managing SOW Templates {% hint style="info" %} Only admins can edit scope of work templates in Fairmarkit. {% endhint %} As organizations have multiple different Scope of Work templates, you can manage these directly within the admin area of Fairmarkit for your users to use when creating their requests. {% stepper %} {% step %} #### Navigate to the SOW templates tab in the Administration area of Fairmarkit.
{% endstep %} {% step %} #### To create a new Scope of Work Template, click the Create Template button in the top right. To edit or delete existing ones, click the pencil or trashcan icon next to the relevant SOW.
{% endstep %} {% step %} #### Here you can add any content you want as standard SOW text. You can add conditional elements directly in the documentation as well, as you can see in the template below. The main elements you can add in (type, background context, deliverables, milestones and resources). Best practice is to start writing your template, then have KIT insert the relevant conditional text into the flow.
{% endstep %} {% step %} **This template is now available for your organization to use when creating SOW's.** {% endstep %} {% endstepper %} # Approve Requests With approvals, intake requests are automatically routed to approvers based on request data, such as location, budget,or role. By automating this process, you ensure that each request is reviewed and approved according to predefined rules, maintaining compliance and efficient workflow management.
### How do approvals work? First, for your company, you will set up one or more automation rules that define when requests need to be routed to approvers (e.g., before submitting). Each rule is also based on request data, such as location, budget, or role. After setting up the rules, any new requests that match the rule criteria will be routed to first defined approver. The request will continue through the list of approvers, ensuring all necessary approvals are obtained before the request goes to the next step in the process.
### Learn More {% content-ref url="/pages/UQW4o8BsqJLoAxmYXBpi" %} [Set up approvals (Admin)](/buyers/events/approvals/set-up-approvals-admin) {% endcontent-ref %} {% content-ref url="/pages/G4Ev7UZxSx8v2xcbtRER" %} [Manage approvals (requesters)](/requesters-intake/manage-approvals-requesters) {% endcontent-ref %} {% content-ref url="/pages/aYemcVNrT2B0pOr3jO1p" %} [Approve a request (Approvers)](/buyers/requests-intake-buyers/approve-requests/approve-a-request-approvers) {% endcontent-ref %} # Set up request approvals (Admin) As an Admin for your company, you will need to do the following to start using the request approvals process: ### Intake users Users will need to have access to create intake requests. ### Create rules For your company, you will create automation rules that define when requests should be routed to approvers. Only Admin users can set up and maintain rules.
{% hint style="info" %} See: [Automation rules](/buyers/administration/automation-rules). {% endhint %}
For each rule for intake, you'll set the following: ### Select a Trigger
Select *Requests* and *Before submitting* to create a rule for intake requests. This means the rules will run when you submit a request. ### Set an If Statement
* Set one or more conditions and/or condition groups that will trigger the rule. You can set a condition for the following request data: * Location country * Budget (must add a line for Budget minimum, Budget maximum, and Currency to set the budget) * Single role For example, you may run a rule for approval when the request *Location country* is *France*. * Additionally, you can work with Fairmarkit to set up rules for your custom fields. For example, if you have a project that involved customer data, you could trigger a rule that requires approval from a cybersecurity team. ### Select approvers
Select one or more approvers and the number of days they have to approve the request. # Manage request approvals (request owner) With approvals, your intake requests are automatically routed to approvers based on request data, such as location, budget, or role. By automating this process, you ensure that each request is reviewed and approved according to predefined rules, maintaining compliance and efficient workflow management. {% hint style="info" %} **Pending approval:** When a request is pending approval, you cannot edit the request. {% endhint %}
### Send a request for approval The Approval process automatically sends requests to approvers when the request is at a certain stage of the process (e.g., before submitting) meets certain criteria such as an location, budget, or role. This is based on rules defined for your company. You'll need to work with your company's Fairmarkit Admin to define these rules. ### Withdraw an approval If you need to edit your request, you will need to remove it from the approvals process and then resubmit it for review. {% stepper %} {% step %} Open the request. If the approvals area isn't open, click the **comments/approvals** button. {% endstep %} {% step %} Click **Withdraw**. The Withdraw approval? screen displays.
{% endstep %} {% step %} Click **Withdraw**. {% endstep %} {% endstepper %} ### Track approvals Through out the approval process, you can use the Approvals area to track where the request is in the approval process. #### Rejected requests If an approver rejects a request, you will be notified with the comment from the approver. You will be able to edit the request, as needed, and then resubmit it, allowing it to go through the approval process again.
#### Approved requests Once a request is approved, it will either move to the next approver or will automatically assigned to the correct buyer for review
# Approve a request (Approvers) As an Approver, intake requests will be routed to you for approval when the request meets specific request data, such as location, budget, or role. You'll be able to either approve or reject the request and add a comment.
### View approval status You can view an request's approval progress on the approvals area in your request. * **View approvals area**: If the approvals area isn't displayed, click the **comments/approvals**![](https://docs.fairmarkit.com/content/intake/approvals/images/message-approvals-btn_60x20.png) button to switch to the Approvals view. * **Matching criteria**: Displays details on the approval rule or rules that routed the request for approval. * **Sequence**: Displays a list of approvers and the current status of the approval process. Any comments from approvers will also be displayed. ### Approve a request {% stepper %} {% step %} In the approvals area, click **Approve**. The Approve request? screen displays.
{% endstep %} {% step %} Optionally, enter a comment about your approval. This will be available to the request owner and other approvers. {% endstep %} {% step %} Click **Approve.** Once approved, the request either moves to the next reviewer or is submitted to the assigned buyer. {% endstep %} {% endstepper %} ### Reject a request {% stepper %} {% step %} In the approvals area, click **Reject**. The Reject request? screen displays.
{% endstep %} {% step %} Enter a comment to describe why you are rejecting the request. This will be available to the request owner and other approvers. {% endstep %} {% step %} Click **Reject**. The request is sent back to the request owner with your comment.
{% endstep %} {% endstepper %} ### Reassign approval {% stepper %} {% step %} In the approvals area, click **Reassign** ![](https://docs.fairmarkit.com/content/buyers/images/reassign-btn_20x20.png). The Reassign approval window displays.
{% endstep %} {% step %} In **Select user**, select the user to reassign the approval to. {% endstep %} {% step %} Click **Reassign**. {% endstep %} {% endstepper %} ### How will I know if something needs my approval? When a request requires your approval, you will receive an email alert that a request is pending your approval and it will display on your Requests list with a *Awaiting for approve* label.
### Why did I receive this request to approve? From the **Approvals** area, you can review the Matching criteria section, which provides details on the approval rule or rules that routed the request to you for approval. Your company's Fairmarkit Admin defines the approval rules.
### How do I track an approval? Through out the approval process, you can use the Approvals area to track where the request is in the approval process.

# Create an event from a request After reviewing an intake request, you can create an request for quote or request for proposal event. ### Create an event {% stepper %} {% step %} Open a request.
{% endstep %} {% step %} Click Create event.
{% endstep %} {% step %} Select if you want to create a request for quote or a request for proposal event.\ A new, draft event is created. The original request moves to Sourcing status.
{% endstep %} {% step %} Complete any additional, necessary information and submit your event.\ For more information, see [Create a request for quote](/buyers/request-for-quote-rfq/create-a-request-for-quote) or [Create a request for proposal](/buyers/request-for-proposal-rfp/create-a-request-for-proposal). {% endstep %} {% endstepper %} # AI Bid Analysis Agent The AI Bid Analysis Agent helps you analyze supplier responses after an event closes. It provides a clear, structured analysis of key details like pricing, delivery timelines, vendor capabilities, and risk assessments included in the bid submissions. You can also chat with the AI agent to ask questions and get more insights.
### Where can I access the agent? From your Requests list, open your original intake request and select the **AI Analysis** tab. The analysis will automatically generate when you select the tab.
### When is the agent available? The AI Bid Analysis Agent is available for closed and awarded events that were created via intake requests in Fairmarkit or the Request API. {% hint style="info" %} **Requests API:** For information about using the Request API, contact your Fairmarkit Customer Success Manager. {% endhint %} ### Review an AI analysis Once your event closes, you can review an analysis from the **AI Analysis** tab. The analysis includes a structured analysis of key details like pricing, delivery timelines, vendor capabilities, and risk assessments
### Ask questions After reviewing the analysis, click **Ask KIT** to ask questions, request clarifications, and explore insights directly with the AI agent
### FAQ
Can AI Bid Analysis review attachments? Currently, it cannot. However, we are already working on making this a core functionality in the near future!
# Cancel a request If an intake request is no longer needed and shouldn't be made into an event, you can cancel it. Once a request is canceled, it cannot be reopened, but you can still view the request details. {% stepper %} {% step %} Open a request.
{% endstep %} {% step %} Click **Cancel request**. The request is moved to Canceled status. {% endstep %} {% endstepper %} # Intake - FAQ ### What can users access? Fairmarkit [requesters](/buyers/getting-started-as-a-buyer/user-roles-buyers) have individual-level access to Sourcing. They can access the Intake form to request goods and services and review *their* requests from the Requests list. To invite a new business user, see Invite a user. All other Fairmarkit users ([Observers, Buyers, Team Leads, Supervisors, Admins, and Collaborators](/buyers/getting-started-as-a-buyer/user-roles-buyers)) have company-level access. This means they can access the Intake form to request goods and services and review all company requests on the Requests list. ### What types of files can I attach? Currently, you can attach *PDF* and *DOCX* type files to your request. ### What are the request statuses? Sourcing intake requests will fall into one of the following statuses: * **Draft**: Requests awaiting approval before being submitted for review. A request moves to this status if your company has set up request approvals and the request meets an automation rule. See [Request approvals](/buyers/requests-intake-buyers/approve-requests). * **In review**: Requests submitted for review, typically before being converted into an event. * **In progress**: Requests that have been converted into a request for quote (RFQ) or request for proposal (RFP) events and are currently in the sourcing phase. * **Completed**: Requests that have been converted into events and have been awarded. * **Canceled**: Requests that were rejected or deemed unnecessary. # Events While sourcing in Fairmarkit, you can create and manage your events directly from the events list. This list includes any events, such as requests for quotes, requests for proposals, requests for information, and reverse auctions, that were generated via integration from your purchasing application or manually created in Fairmarkit. You can review, sort, search, and filter your events from the list for easier review and management. {% hint style="info" %} **Note**: If you are a Fairmarkit Supervisor or Admin, you have access to monitor and edit all events created by users on your team. {% endhint %} {% content-ref url="/pages/COXr0yNF7OyO3UjQxTqU" %} [Create an event](/buyers/events/create-an-event) {% endcontent-ref %} {% content-ref url="/pages/XVjx0EteC20WVZbL9ylD" %} [Manage your Events list](/buyers/events/manage-your-events-list) {% endcontent-ref %} {% content-ref url="/pages/IpmSYc0HWVUdfa2eVYLW" %} [Approvals](/buyers/events/approvals) {% endcontent-ref %} {% content-ref url="/pages/RfdLNoNjXfezSlo3HTZB" %} [Collaboration tools](/buyers/events/collaboration-tools) {% endcontent-ref %} {% content-ref url="/pages/2HsiAdzEWZwAlDJC9cpH" %} [Communicate with suppliers](/buyers/events/communicate-with-suppliers) {% endcontent-ref %} {% content-ref url="/pages/hFJXxoRGCQZyDwWuyHKy" %} [Manage opened events](/buyers/events/manage-opened-events) {% endcontent-ref %} {% content-ref url="/pages/dFpCyLRmK3qdax0NCaZW" %} [Review Supplier responses](/buyers/events/review-supplier-responses) {% endcontent-ref %} {% content-ref url="/pages/F4h1ENskPCYczkeXUo1e" %} [Award an event](/buyers/events/award-an-event) {% endcontent-ref %} {% content-ref url="/pages/b8AcjmcRgsMPBefMR1js" %} [View event details and history](/buyers/events/view-event-details-and-history) {% endcontent-ref %} # Create an event Create an event When working in Fairmarkit, you can manually create an event, create an event from a request, or clone a previously created event. If your purchasing application is integrated with Fairmarkit, your events are automatically imported and available from the Events list. {% hint style="info" %} **Note:** When you create a manual request for quote, the awarded quote may not automatically be sent back to your purchasing application. Contact your Fairmarkit Customer Success Manager for more information about advanced integration capabilities. {% endhint %} ### Create an event {% stepper %} {% step %} From the **menu**, click *Create*.\ A window displays, asking What would you like to create? The available options depend on your event permissions.
{% endstep %} {% step %} Select the type of event you want to create. Depending on the event type, additional screens may display. See the instruction on creating a specific event type for more information. {% endstep %} {% endstepper %} ### Create from a request When users submit a request from Sourcing intake, you can use the request to create a request for quote or a request for proposal event. For more information, see [Create an event from a request](/buyers/requests-intake-buyers/create-an-event-from-a-request)
### Create from a template With a template, you can create request for proposal and request for information events more efficiently by streamlining and standardizing the event creation process. Depending on the template, it may contain header information, sections, questions, notes to suppliers, and file attachments that will automatically populate in your new event. You can only create an event from a full template; see [Add a section](https://docs.fairmarkit.com/content/buyers/events/add-section.htm) for information on how to apply a section template. {% stepper %} {% step %} From the **menu**, click *Create*. A window displays, asking What would you like to create?
{% endstep %} {% step %} Select if you want to create a request for proposal or a request for information. A window displays, asking how you'd like to create your event.
{% endstep %} {% step %} Select *From a template* and click **Continue**. A list of available templates displays.
{% endstep %} {% step %} Select a template, and click **Continue.**\ A new event is created. Any information from the template is added to the event. {% endstep %} {% step %} In the top, left corner make sure that **RFP** or **RFI** is selected for event type. {% endstep %} {% endstepper %} ### Create using AI-generated suggested sections When creating a request for information (RFI) or a request for proposal (RFP), you can enter a description of what you need and let AI generate a list of suggested sections to add to your event. Once generated, you can review the suggested sections and select which ones to include. This option is only available when your company has enabled AI suggestions for your events. {% stepper %} {% step %} From the **menu**, click *Create*. A message displays, asking how you'd like to create your event.
{% endstep %} {% step %} Select *AI-generated suggested sections to include in your RFP* and click **Continue**. A window displays asking you to provide a detailed description of what you need to purchase.
{% endstep %} {% step %} Enter a description of the goods or services that you need to purchase. The more details that you include, the better we can suggest sections for your event. In addition to the description, you can upload other files (PDF or DOCX format) with details of what you need to purchase. Click **Continue**. A list of suggested sections are generated.
{% endstep %} {% step %} Verify you want to add the sections. Deselect any sections you don't want included. Click **Apply Sections**. A new event is created with the selected sections. {% endstep %} {% step %} In the top, left corner make sure that **RFP** or **RFI** is selected for event type. {% endstep %} {% endstepper %} ### Clone an event If you frequently make similar or complex manual events, you may want to create a clone of an existing event to save time. This option copies an existing event and saves it as a draft. Supplier responses from the original event are not cloned. {% stepper %} {% step %} [Open an existing event](/buyers/events). {% endstep %} {% step %} Select **Actions > Clone**. {% endstep %} {% endstepper %} ### Create via integrations Request for quote events may be automatically generated through an integration with your ERP/P2P purchasing application. Your integration may be through direct integration with your system, the Fairmarkit API, or SFTP. Depending on your integration, awarded quotes could be pushed back to your purchasing application. With integrated systems, you can access your events on your [events list](/buyers/events). {% hint style="info" %} See also: For more information about integrations options, see [Integrations](https://docs.fairmarkit.com/content/integrations/integrations.htm). {% endhint %} # Sealed bids You can choose to seal supplier responses (bids) until after an event closes. You may want to use this option for compliance or ethics reasons. Sealed bids are available for request for quote (RFQ), request for proposal (RFP), and request for information (RFI) events. Want to use sealed bids?: To turn on this feature, contact . ### Types of sealed bids #### 1-envelope With 1-envelope sealed bids, all supplier responses are hidden. After the event closes, you can unseal responses. This type of sealed bid is available for request for quote (RFQ), request for proposal (RFP), and request for information (RFI) events. #### 2-envelopes With 2-envelope sealed bids, all supplier responses are hidden. There are two rounds of review before the responses are unsealed. First, evaluators review responses (without seeing the pricing) and select the responses to move forward. Then, you can review the selected responses and award. This type of sealed bid is available for request for quote events and must be enabled for your company (see: [Configurations](/glossary/glossary/configurations)). ### Create a sealed bid event When you create your event, you will need to select the Sealed bid option before sending your event. For RFQ events, select either *1 envelope* or *2 envelopes*. If using 2-envelope bidding, make sure to add at least one evaluator before sending the event (see: [Manage evaluators](/buyers/events/evaluation-and-scoring/manage-evaluators)).
Once sent, a banner will display at the top of the event, reminding you that you cannot view responses until the event is closed.
### Review sealed responses The review process depends on the type of sealed bid you selected. #### 1-envelope Once your event closes, a banner displays the number of responses received. Click **Unseal Bid** to view responses. Once unsealed, responses cannot be resealed.
#### 2-envelope (RFQ only) After your event closes, there are two steps to unseal bids. **Evaluator review** Evaluators will review the event responses and select any responses they want to advance to the next round.
**Buyer review** After evaluators finish reviewing and selecting responses, pricing is automatically revealed to buyers. Only selected responses that evaluators selected are visible for awarding.
# Test events With a test event, you can run a simulated event without sending emails to suppliers or impacting usage reports. You can only create a test event from a manually created event in Draft status. Once the test event is open, you can generate randomized supplier responses, and then close, award, or cancel the event as needed. By default, all test events, independent of their status, are archived 3 days after they are created. Suppliers will not see or receive emails about test events. {% hint style="info" %} **See also:** For general information on how to manage events, see [Events](/buyers/events). {% endhint %} #### Test event labels For clarity, test events are labeled in the following ways: * A test banner displays at the top of the event in all statues. * Informational text displays below the Save and Send button. * A *Test* label is added to the event. ### Create a test event {% hint style="info" %} **Note:** You can only create a test event from a manually created event in Draft status. Once the event is opened, you cannot remove the Test Event flag from the event. {% endhint %} {% stepper %} {% step %} [Create an event.](/buyers/events/create-an-event) {% endstep %} {% step %} Select the Test event option. {% endstep %} {% step %} Enter your event information, and then send or publish your event. Your event is opened, and Test labels are added to the event. {% endstep %} {% endstepper %} ### Generate supplier responses Suppliers will not receive invites to your event, and you cannot message any suppliers. However, you can generate randomized supplier responses so that you can simulate reviewing and awarding supplier responses. With an opened test event, complete the following: {% hint style="info" %} **Note:** The Generate test quotes option can only be run once. {% endhint %} {% stepper %} {% step %} From the event list, click on an event to view it. The event opens on the Details screen. {% endstep %} {% step %} Click Generate test quotes. Randomized supplier responses are generated for the first three invited suppliers. The Text field will include a note that it was an auto-generated response. Random values are entered for Unit price, Delivery dates, line item Yes/No and compliance questions, attachments, and Supplier quote number. Date fields are set to the current date and date ranges are set to yesterday and the current date. {% endstep %} {% endstepper %} ### Archive test events Once the test event is open, close, award, or cancel the event as needed. By default, all test events, independent of their status, are archived 3 days after they are created or reopened.
# Line Items ## Add line items For each request for quote or reverse auction event, you will need to add line items. Each line item includes details about the items or services you want to purchase. You can add up to 150 line items to an event, but you’ll want to ensure that all items and services are related. Line items can be automatically created from an integration with your purchasing application, manually entered, or imported from Excel template. ### Line item types #### Item A single type of item you want to purchase. Suppliers will be able to quote on the item and suggest alternative items. See item field descriptions: | \*Required | Supplier recommendation data | Additional information area | | | ---------- | ---------------------------- | --------------------------- | - |
FieldDescription
ManufacturerEnter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.
MFG part #Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.
DescriptionEnter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See Descriptions for more information.
UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
Quantity

Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).

When enabled, you can add additional quantities to potentially benefit from tiered and volume-based pricing. For more information, see Request Additional Quantities.

Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

Suppler part #Enter a supplier's part number. This can be used to match to price book items when enabled and is only available when price books are enabled.
Auto quoting #Enter a supplier's item number. This is used when integrated quoting is enabled to automatically get quotes from suppliers and is not visible to suppliers invited to the event. To turn on this feature, contact your Fairmarkit Customer Success Manager.
CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
#### Group A single type of item you want to purchase with a list of acceptable options. Suppliers will be able to quote on the items in the list but cannot add alternative items. [![Closed](https://docs.fairmarkit.com/Skins/Default/Stylesheets/Images/transparent.gif)See group field descriptions](#group) #### Service A single type of service you want to purchase. [![Closed](https://docs.fairmarkit.com/Skins/Default/Stylesheets/Images/transparent.gif)See service field descriptions](/buyers/request-for-quote-rfq/create-a-request-for-quote/available-fields#group-service-fields) ### Add a line item 1. From your event, click one of the following buttons to add a line item: * Add Item * Add Group * Add Service * Add Group Service 2. Enter the following required fields. All other fields are optional, but you’ll receive better quotes if you provide suppliers with more information. * [Description](/glossary/glossary/description) * [UOM](/glossary/glossary/unit-of-measure-overview/uoms) * Quantity ### Import / Export When manually creating an event with many line items, you can import lines to make the process faster. For more information, see the topic specific to the type of event you're creating. * [Request for quote](/buyers/request-for-quote-rfq/create-a-request-for-quote/import-line-items-from-excel) * [Reverse auction](/buyers/auctions/english-classic-auction/create-an-english-auction/import-line-items-from-excel-english-auction) ### Reorder line items * To reorder your line items, hover your cursor near the line item number until a handle ![](https://docs.fairmarkit.com/content/resources/images/buttons/handle_16x20.png) displays, click the handle, and then drag the line item to the new location in the list. ### Delete a line item * To remove a line item, click the **remove** button. ### Add price books items With Price Books you can create lists of preapproved prices for your suppliers. As you work on your request for quote events, you can review and select price book item suggestions. When an item matches, a suggestion displays, click to review and apply the suggestion. See [Price Books overview (events)](/buyers/requests-intake-buyers/manage-requests/price-books-overview-intake-requests) for more information.
### Add Item by Internal Part Number The Add Item by Internal Part Number lets you add one or more line items based on your company's internal part number. To use the Internal Part Number option, you will need to work with Fairmarkit to create and configure the line items for each of your internal part numbers you want to use.
# Add a section For each request for proposal or request or information event, you will need to add sections for your questions. Each event needs to have at least one section with at least one question in each section. AI-generated suggested sections: For information on how to use AI to generate a list of suggested sections to add to your event, see [Create an event](/buyers/events/create-an-event#ai). ### Add a section #### Add a blank section {% stepper %} {% step %} From the **Outline** area, click the **Add Section** button, and then select **New section.**\ The Add section window displays.\ [![](https://docs.fairmarkit.com/content/buyers/images/add-section_thumb_400_0.png)](https://docs.fairmarkit.com/content/buyers/images/add-section.png) {% endstep %} {% step %} Enter a **Title** and **Description** for the section. {% endstep %} {% step %} Click **Confirm.**\ Your section is added.\ [![](https://docs.fairmarkit.com/content/buyers/images/add-section-blank_thumb_400_0.png)](https://docs.fairmarkit.com/content/buyers/images/add-section-blank.png) {% endstep %} {% endstepper %} #### Add a section from a template If you frequently use a section in your events, you can simplify the process and ensure consistency with a section template. When you create a new section, the title, descriptions, and questions will be imported from the template. {% stepper %} {% step %} From the **Outline** area, click the **Add Section** button, and then select **Section from template.**\ The Create new section from template window displays.\ [![](https://docs.fairmarkit.com/content/buyers/images/section-from-template_thumb_400_0.png)](https://docs.fairmarkit.com/content/buyers/images/section-from-template.png) {% endstep %} {% step %} Select a template, and click **Create.**\ A new section based on the selected template is added.\ [![](https://docs.fairmarkit.com/content/buyers/images/section-from-template-applied_thumb_400_0.png)](https://docs.fairmarkit.com/content/buyers/images/section-from-template-applied.png) {% endstep %} {% endstepper %} ### Delete a section Select the section, click the actions![](https://docs.fairmarkit.com/content/resources/images/buttons/actions-btn_20x20.png) button, and select Delete section. If you've already added questions to a section, a dialog box will display, allowing you to delete the questions or move them to an existing section. ### Update title and description Click the actions![](https://docs.fairmarkit.com/content/resources/images/buttons/actions-btn_20x20.png) button and select Update section to change the supplier-facing Title and Description. ### Create AI-generated suggested sections When creating a request for information (RFI) or a request for proposal (RFP), you can enter a description of what you need and let AI generate a list of suggested sections to add to your event. Once generated, you can review the suggested sections and select which ones to include. For more information, see [Create an event](/buyers/events/create-an-event#ai). This option is only available when your company has enabled AI suggestions for your events.
# Add questions Add questions For each request for proposal or request or information event, you will need to [add sections](/buyers/request-for-information-rfi/create-a-request-for-information#id-3addquestions) and questions. Each event needs to have at least one section with at least one question in each section. Your sections and questions help you communicate with suppliers. For example, you can ask suppliers general questions about their experience, proposal scope, proposal component pricing, or specific questions about required items or services. You can add up to 3000 questions (lines) to an event and 100 questions per section. For each question, you can select if the question is required or optional, allowing you to add optional questions that may only apply to some suppliers, and define [conditional questions](/buyers/events/create-an-event/add-questions/conditional-questions#addaconditionalquestion) to collect more information when a supplier provides a specific response. {% hint style="info" %} **Question display**: To learn more about how suppliers will see and answer your questions, see [Answer questions](/suppliers/suppliers/events/respond-to-an-event/answer-questions). {% endhint %} ### Question types {% hint style="info" %} **Example question**: Are you able to perform the requested services in Toronto, Canada? (UOM: Yes/No) {% endhint %} {% hint style="info" %} **Example question**: What is your daily FTE rate for a certified public accountant? (UOM: FTE or Each) {% endhint %} #### Item question Request pricing and information for a single type of item you want to purchase. Suppliers will be able to answer questions and provide pricing. See item field descriptions:
Items question fields *\*Required* *Supplier recommendation data* Additional Data
FieldDescription
Internal Part #Enter your organization's part number for the item. To turn on this feature, contact your Fairmarkit Customer Success Manager.
ManufacturerEnter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.
MFG part #Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.
*DescriptionEnter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See Descriptions for more information.
*UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
*QuantityEnter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).
Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

If you update the event currency, this value isn't automatically converted, so you must update it manually.

RequiredSelect if you want to require suppliers to answer the question to submit their response to the event. This option isn't available if you select No response in UOM.
CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
#### Service question Request pricing and information for a service you want to purchase. Suppliers will be able to answer questions and provide pricing. See service field descriptions:
Service question fields *\*Required* *Supplier recommendation data* Additional Data
FieldDescription
*Service DescriptionEnter a brief description of the service you want to purchase. You can enter up to 4000 characters. This description helps to improve your supplier matches.
*UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
*QuantityEnter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).
Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

If you update the event currency, this value isn't automatically converted, so you must update it manually.

RequiredSelect if you want to require suppliers to answer the question to submit their response to the event. This option isn't available if you select No response in UOM.
CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
### Add a question {% hint style="info" %} **Note:** You can add up to 3000 questions (lines) to an event and 100 questions per section. {% endhint %} {% stepper %} {% step %} ### Import / Export When manually creating an event with many questions, you can import questions to make the process faster. * [Request for proposal](/buyers/request-for-proposal-rfp/create-a-request-for-proposal/import-questions-from-excel) * [Request for information](/suppliers/suppliers/request-for-quote-rfq/respond-to-a-request-for-quote-event/import-responses-from-excel) {% endstep %} {% step %} ### Add AI questions Click the Add AI questions button to request AI to generate a list of questions for your event section. Using your event data, we generate relevant questions customized for your event. This option is only available when your company has enabled AI suggestions for your events. For more information, see [Add AI questions](/buyers/events/create-an-event/add-questions/add-ai-questions) {% endstep %} {% endstepper %}
### Reorder questions * To reorder your questions, hover your cursor near the line item number until a handle ![](https://docs.fairmarkit.com/content/resources/images/buttons/handle_16x20.png) displays, click the handle, and then drag the line item to the new location in the list or to another section. ### Delete a question If you imported from a template with locked questions, you will not be able to delete any locked questions or sections with a locked question. * To remove a question, click the remove![](https://docs.fairmarkit.com/content/resources/images/buttons/remove_btn_18x20.png) button. ### Locked questions When Admin users create a template, they can choose to lock questions. When the template is used to create an event, you cannot edit locked questions or remove locked questions or the question's section if the question is locked. Locked questions are grayed out on the list
### Add a section from a template If you frequently use a similar set of questions, you can simplify the process and ensure consistency with a section template. When you create a new section, your questions will be imported from the template. For more information, see [Create a section template](/buyers/administration/templates/create-a-section-template) and [Add a section](/buyers/events/create-an-event/add-a-section). {% stepper %} {% step %} From the **Outline** area, click the **Add Section** button, and then select **Section from template.**\ The Create new section from template window displays.
{% endstep %} {% step %} Select a template, and click **Create**. A new section based on the selected template is added.
{% endstep %} {% endstepper %} # Add categories On your events, you can add Fairmarkit and customer categories. Categories are not required, but they are used to improve your supplier recommendations and standardize reports. ### Fairmarkit categories In the Fairmarkit categories area, you can generate and select from a list of recommended categories to add to your event. Fairmarkit categories are used to improve recommendation quality and standardize reporting. Note: If you want to add categories manually, click the Add/Edit Fairmarkit Category button to select from the list of Fairmarkit categories. [For more information, see Manually add categories.](/buyers/request-for-quote-rfq/create-a-request-for-quote/fairmarkit-categories) 1. Click Refresh.\ A list of recommended categories display. 2. Select one or more categories for your event.\ If you accidentally added a category, deselect the checkbox to remove it. ### Customer categories Select one or more category and subcategory (e.g., *IT Hardware* and *Laptops*) combinations to help further define your event. Customer categories and subcategories were defined when your organization was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Categories can be turned on at the event or line item level; to change your preference, contact your Fairmarkit Customer Success Manager. #### Add a category To add additional customer category and subcategory combinations to your event, click the Add Customer Category button. #### Remove a category To remove a category, click the Remove![](https://docs.fairmarkit.com/content/resources/images/buttons/remove_btn_18x20.png) button. # Manage supplier invitation When working on an event, from the **Suppliers invitation** area, you can invite trusted suppliers from the Fairmarkit database to submit a response for your event. Fairmarkit will recommend a list of suppliers to invite based on the information you entered. You can adjust the list by manually selecting or removing suppliers from the list.
{% hint style="info" %} For information on how suppliers are recommended in Fairmarkit, see [Supplier recommendations](/buyers/getting-started-as-a-buyer/supplier-recommendations). {% endhint %} {% hint style="info" %} To be add or edit suppliers, you will need to be an Admin or have a configuration enabled to edit suppliers. Contact your Fairmarkit Customer Success Manager for more information. {% endhint %} ### Supplier invitations You can view a list of invited suppliers in the **Suppliers invitation** area. Depending on your company's settings, your [recommended suppliers](/buyers/getting-started-as-a-buyer/supplier-recommendations) may update whenever you add new information to your event or you may need to select to regenerate recommendations. The list of invited suppliers display on the [Supplier invitation list](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation). ### Review supplier recommendations #### Review a recommendation To view more information about a supplier, click the supplier's line. A [supplier info card](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation/supplier-info-card) displays information about the supplier's company, supplier tags, some of the reasons the supplier was [recommended](/buyers/getting-started-as-a-buyer/supplier-recommendations) (if recommended), your company's history with the supplier over the last 12 months (Number of times invited, Response rate, and number of times awarded), and other companies' history with the supplier over the last 12 months (when they've opted in).
#### Review score The Score column displays how likely a supplier will respond if invited to the event (low, medium, or high). This value is calculated based on how the supplier company, including all of the supplier's individual contacts, responded to similar events and their current activity level in Fairmarkit. This value is not calculated for manually added suppliers. * To view the insight for a recommended supplier, check the Score column in the Suppliers invitation list.
### Add suppliers You can add supplier invitations in the following ways: Note: You can add suppliers until an event is closed. #### Add an existing supplier Click the **Add Suppliers** button and select Search existing suppliers to invite one or more existing suppliers. You can search for suppliers by by title, email, external ID, group, tag, and business classification.
See: [Search for suppliers](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation/search-for-suppliers) #### Invite a new supplier Click the **Add Suppliers** button and then select Create and invite new supplier to invite a new supplier to Fairmarkit.
#### Add a supplier group If your company has defined [Supplier groups](/buyers/administration/supplier-groups), you can select pinned groups from above the suppliers list.
#### Include additional suppliers To expand your list of invitations, click the **Add additional suppliers** button to include suppliers with a lower recommendation score. If you change your mind, you can select **Remove additional suppliers**
### Add suppliers to an open event Once you have opened an event, you can add suppliers. You will need to edit the event, add suppliers, and then save your changes. See [Edit an opened event](/buyers/events/manage-opened-events/edit-an-opened-event). ### Update invalid supplier email When a supplier's email address is incorrect (e.g., previous emails were undeliverable), a warning message displays in the Supplier invitation area in the Contact column. If you have access to edit supplier details, use the following steps to update their email. {% stepper %} {% step %} Click **Update email**. The Update email dialog displays. {% endstep %} {% step %} In the email field, enter the correct email address. {% endstep %} {% step %} Click **Update email**. {% endstep %} {% endstepper %} ### Edit a supplier To quickly edit a supplier's Company title, email, contact's name, or registered status from the Suppliers invitation list, click the **edit**![](https://docs.fairmarkit.com/content/resources/images/buttons/edit_btn_19x20.png) button.\ For additional information on how to edit suppliers in Fairmarkit, see [Suppliers](/buyers/administration/suppliers).
### Remove a supplier To remove a supplier from the invitation list, hover over the line and click the **remove** ![](https://docs.fairmarkit.com/content/resources/images/buttons/remove-btn_21x20.png) button. You can also click the **Remove all** heading to remove all invitations in the area (e.g., *Manual* or *Recommended*). You can only remove a supplier while an event is in Draft status.
If you remove a supplier by mistake, expand the **Removed Supplier** area, hover over the live, and click the **restore**![](https://docs.fairmarkit.com/content/resources/images/buttons/restore-btn_21x20.png) button. You can also click the **Restore all** heading to restore all invitation.
# Supplier info card When managing supplier invitations, you can click on a supplier line to learn more about them and their history with your company and within Fairmarkit. The information displayed is dependent on the available data in Fairmarkit, so the screen may look different between suppliers.
### View supplier information * When reviewing a list of supplier invitations, click the supplier's line.\ The Supplier info card for the supplier will display. ### Supplier overview In the overview area, depending on what the supplier has provided, you can review the following information:
* Supplier's name and logo * Company website * Company description * Registration * Supplier categories * Meta tags * Other ### Recommended based on matches In the Recommended based on matches area, you can see details on why the supplier was recommended. For information on how suppliers are recommended, see [Supplier recommendations](https://docs.fairmarkit.com/content/buyers/gs/supplier-recommendations.htm). This could include the following information:
* Item descriptions * Category * Manufacturers * Countries of Operation ### Event engagement Provides a summary of the supplier's event invitations, response rate to events, and number of awarded events with your companies and other companies in Fairmarkit.
#### With your company (last 12 months) Provides a summary of your company's interactions with the supplier's company in the last 12 months. * Event invitations * Response rate * Awarded events #### With other companies (last 12 months) Provides a summary of other Fairmarkit customers' interactions with the supplier's company in the last 12 months. This is limited to companies who choose to share their data. * Event invitations * Response rate * Awarded events
# Search for suppliers When working on an event, from the [Suppliers invitation](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation) area, you can invite trusted suppliers from your master supplier list within Fairmarkit. As part of this area, you can search for existing suppliers by title, email, external ID, group, business classification, and tag. ### Access search * From the Supplier invitation area on an event, click Add suppliers, then select Search existing suppliers.\ The search screen displays.
### Search for suppliers Using the available fields, you can search for existing suppliers by title, email, external ID, group, and business classification. The list of available suppliers will automatically filter for these search fields.
### Search by tag You can search the list of suppliers using one or more supplier meta tags or combine tags with AND or OR for advanced searching. #### Search by one tag Search for suppliers based on a meta tag. You can add multiple tag values, and the results will include suppliers that have any of the values. {% stepper %} {% step %} Click Add tag. The tag search area displays.
{% endstep %} {% step %} Enter a Tag key and a Tag value. You can add multiple tag values; the search will be include suppliers that have any of the values.
{% endstep %} {% step %} Click Add tag. The tag key and value are added and the supplier list is filtered.
{% endstep %} {% endstepper %} #### Narrow search with combined tags (AND) When you use an AND, your results will include suppliers that match all of your tags, giving you a more precise search. {% stepper %} {% step %} Click Search by tag. The tag search area displays. {% endstep %} {% step %} Enter a Tag key and a Tag value. You can add multiple tag values as needed; the search will be include suppliers that have any of the values. {% endstep %} {% step %} Click Add tag. An additional key/value area is added and separated by an AND heading.
{% endstep %} {% step %} Click Add tags. The tag key and value are added and the supplier list is filtered.
{% endstep %} {% endstepper %} #### Expand search with multiple tags (OR) When you use an OR, your results include suppliers that match either of your tags, similar to searching one tag key with multiple values, giving you more options to choose from. {% stepper %} {% step %} Click Search by tag. The tag search area displays. {% endstep %} {% step %} Enter a Tag key and a Tag value. {% endstep %} {% step %} Click Add. An additional key/value pair is added and joined by an OR.
{% endstep %} {% step %} Click Add tags. The tag key and value are added and the supplier list is filtered.
{% endstep %} {% endstepper %} ### Add supplier invite Once you've search, select the check box for each supplier, and then click Add # Add AI questions While working on a request for proposal or request for information event, you can generate a list of questions for your event section. We use your event data to generate relevant questions customized for your event. This option is only available when your company has enabled AI suggestions for your events. ### 1. Select a section For a request for proposal or request for information event, [add a section](/buyers/events/create-an-event/add-a-section) or select an existing section. You can generate questions for a blank section or append existing questions. Add a title and description to the section to improve your question suggestions.
### 2. Generate questions Click the Add AI questions button. Relevant questions customized for your event are generated using information from the event, such as the title, description, categories, attachments, and section information.
### 3. Review questions Generated questions are automatically added to your section and are marked with an AI question ![](https://docs.fairmarkit.com/content/buyers/images/ai-question-btn_20x20.png) icon. You can edit or delete questions or generate more questions as needed. Up to 100 questions can be added to a section.
# Conditional questions For request for information and request for proposal events and templates, you can create conditional questions, allowing you to gather additional details for review. With conditional questions, you can ask suppliers to answer additional questions based on their answers to a question. For example, if you define a yes/no question, you can require suppliers to include a reason why when responding No. You can add one condition to each parent question. ### What types of questions can be conditional? To create a conditional question, you will need to create a line item where the supplier will respond (UOM) with one of the following types of values:
TypesValue
Yes or NoYou can base the condition on either a Yes or No response.
ComplianceYou can base the condition on either a Yes, No, or Partially response.
NumberYou can base the condition on if the response value is greater than, greater than or equal to, less than, less than or equal to a set value.
PercentageYou can base the condition on if the response value is greater than, greater than or equal to, less than, less than or equal to a set value.
DateYou can base the condition on if the response is before or after a set date.
Date RangeYou can base the condition on if the date range is between or not between a set date range.
### Add a conditional question {% stepper %} {% step %} Create a [request for proposal](/buyers/request-for-proposal-rfp/create-a-request-for-proposal) or a [request for information](/buyers/request-for-information-rfi/create-a-request-for-information) event. {% endstep %} {% step %} Add a Service Question line item with a component. {% endstep %} {% step %} In **UOM**, select a [type](/buyers/events/create-an-event/add-questions/conditional-questions) that works with conditional questions. {% endstep %} {% step %} Click the line item actions menu![](https://docs.fairmarkit.com/content/resources/images/buttons/actions-btn_20x20.png), and select Add Conditional Question. {% endstep %} {% step %} On the first line, complete the statement to define when the question is asked.\ For example, if the UOM is yes/no, your statement could be [![Closed](https://docs.fairmarkit.com/Skins/Default/Stylesheets/Images/transparent.gif)If the answer to 1.a is Equal to Yes ask the following question.](/buyers/events/create-an-event/add-questions/conditional-questions) {% endstep %} {% step %} Define your follow up question to ask when the condition is met. {% endstep %} {% endstepper %} ### Remove a condition from a question * To remove a conditional question, click the item actions menu ![](https://docs.fairmarkit.com/content/resources/images/buttons/actions-btn_20x20.png) for the parent line item and select Remove conditional question. # Drop-down questions For request for information and request for proposal events and templates, you can create drop-down questions. With drop-down questions, you can control the available answers, making it easier for you to analyze responses and for suppliers to respond to your events. For each question, you must define at least two answer options and can add up to 50 answers. When adding and sorting your responses for questions, keep in mind that suppliers will see the first five responses and then will scroll to view additional options. ### Add a drop-down question For a [request for proposal](/glossary/glossary/email/suppliers-emails#request-for-proposal-rfp-request-for-information-rfi-event-emails) or a [request for information](/suppliers/suppliers/request-for-information-rfi) event or a [template](https://docs.fairmarkit.com/content/buyers/rfp/templates/create.htm), complete the following: {% stepper %} {% step %} Add a Service Question line item. {% endstep %} {% step %} In **Service Description**, enter your question. {% endstep %} {% step %} In **UOM**, select *multiple choice answers*.The question builder displays.
{% endstep %} {% step %} On each **answer** line, add one response to the question. Each response can be up to 255 characters. {% endstep %} {% step %} If you want suppliers to be able to select more than one answer, select **Allow supplier to select multiple answers.** {% endstep %} {% endstepper %} ### Add answers By default, two answers are added to a drop-down question. However, you can add up to 50 answers to a question. * Within your drop-down question, click **Add Answer** to add more lines. ### Reorder answers When adding and sorting your responses for questions, keep in mind that suppliers will see the first five responses and then will scroll to view additional options. * Hover near the left side of an answer until a handle ![](https://docs.fairmarkit.com/content/resources/images/buttons/handle_16x20.png) displays, click the handle and then drag the answer to the new location in the list.
# Price books overview With price books you can create lists of preapproved prices for 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. ### Why use Price Books? * **Efficient process**: By leveraging preapproved items and prices, you can simplify your purchasing process. * **Consistent pricing**: Ensure accuracy and pricing consistency by selecting from curated lists. ### How do I set it up? To use price books, you will need to: * **Enable price books**: To enable price books, contact your Fairmarkit Customer Success Manager. * **Upload price books lists**: Using a Fairmarkit template, you will need to create a list of preapproved prices for each supplier you want enabled. This list must formatted into a Fairmarkit template, and then uploaded to [Administration - Price Books](/buyers/administration/price-books-old). ### Add an item When you're working on a request for quote event, you can add a price books item using the following steps: {% stepper %} {% step %} Add line item. You'll need to add a Description, and then the Manufacturer, MFG Part #, an Internal Part #, or a Supplier part #. If configured for your price books, Business unit will also help generate suggestions. When your line item matches one or more price books items, a found button displays below the line item.
{% endstep %} {% step %} Click the Found item in price books button. The Select a price book item window displays.
{% endstep %} {% step %} If the item matches what you need, select the item. {% endstep %} {% step %} Click Confirm match.\ The item and a price books label is added to your item on the event. {% endstep %} {% endstepper %} ### Award your items If all items on your event match price books items, you can click the Proceed to award option to move to directly awarding your event. Additionally, you can still send the event to suppliers for additional responses
# Archive For draft events that you no longer need, you can move them to an Archived status. Archived events are not common and are not tracked for Fairmarkit usage. ### Archive an event {% stepper %} {% step %} From the Events list or the event Details screen, select Actions > Archive.\ The Why are you archiving this event dialog box displays. {% endstep %} {% step %} In Archiving reason, select the reason you want to archive the event.
{% endstep %} {% step %} Click Archive. The event is archived and moved to Archived status. {% endstep %} {% endstepper %} ### Restore an archived event * From the Events list or the event Details screen, select Actions > Restore.\ The event is restored to Draft status. # Page 1 # Manage your Events list You can manage all of your events directly from the Events list. This includes any events, such as requests for quote, requests for proposal, requests for information and reverse auctions, that were generated via integration from your purchasing application or manually created in Fairmarkit. You can review, sort, search, and filter your events from the list for easier review and management. {% hint style="info" %} **Note**: If you are a Fairmarkit Supervisor or Admin, you have access to monitor and edit all events created by users on your team. {% endhint %}
### Access your Events list * From the **menu**, select Events.\ The [Events screen](#accessyoureventslist) displays. By default the list is sorted by the Created date, and displays your most recent 50 events.
### View event count summary Below the Events list title, you can view the number of events in each status.
### Search events You can search for events by ID or Title in the Search bar. Click the Cancel ![](https://docs.fairmarkit.com/content/resources/images/buttons/remove-x_17x20.png) button to remove your search.
### Filter events With filters, you narrow down the list of displayed events. You can set the default filters, or select from a list of [![Closed](https://docs.fairmarkit.com/Skins/Default/Stylesheets/Images/transparent.gif)available filters](#filterevents) to further refine the list. Depending on the type of filter, you may be able to select one or more values to include in the filter (e.g., status). You can combine multiple filters to adjust the list view to the events you need to see. Applying a filter won't update options in other filters; for example, filtering to show RFQ events won't limit status options to only those of RFQ events. Your filter selections are saved as you navigate between the list and your events
#### Apply a filter * Click the filter, and select one or more values. The Events list is filtered based on your selection.
#### Add and apply a filter {% stepper %} {% step %} Click **Add filter**. A list of available filters displays.
{% endstep %} {% step %} Select a filter. The filter is added to the screen. {% endstep %} {% step %} Click the filter, and select one or more values. The Events list is filtered based on your selection. {% endstep %} {% endstepper %} #### Edit a filter * To edit an applied filter, click the **down arrow** button on the filter, and edit the filter values as needed. #### Remove a filter * To remove an applied filter, click **remove** button on the filtered value. #### Clear all filters * To remove all filters, click **Clear filters.** ### Sort events The top of the events list includes a header for each column. Click a header to sort the list by the column. Once selected, an arrow displays next to the header. Click the header to switch the sort between ascending order, descending order, and default sort.
### Customize column display In addition to the default columns displayed, you can customize the Events list based on a set of [![Closed](https://docs.fairmarkit.com/Skins/Default/Stylesheets/Images/transparent.gif)available columns](#customizecolumndisplay) or reorder columns . You must select at least one column and can display up to 8 columns. #### Customize columns {% stepper %} {% step %} Click the **configure** button. A list of available columns display.
{% endstep %} {% step %} Edit the columns: * Select the columns you want to display. * Deselect any columns you want to hide. * Click the **handle** for a column, and then drag it to reorder it as needed. {% endstep %} {% step %} Click **Apply**. Your Events list is updated. {% endstep %} {% endstepper %} #### Reset default columns 1. Click the **configure** ![](https://docs.fairmarkit.com/content/buyers/images/configure-btn_20x20.png) button.
2. Click **Reset**.\ The Events list is reset to show the default columns. ### View an event * From the Events list, click an event to view its details. ### Apply actions to multiple events When you select one or more events, you can apply different actions to the event. The available actions depend on the event's type and status and your company configuration in Fairmarkit. In addition, you can also apply an action to one event using the actions button for the line. {% hint style="info" %} See: [Event actions](#apply) {% endhint %} {% stepper %} {% step %} Select one or more events. A list of available actions display on a message at the bottom of the screen. The available actions depend on the types of event selected, the status of the selected events, and your company configurations in Fairmarkit.
{% endstep %} {% step %} Click the action. {% endstep %} {% endstepper %} # Approvals With approvals, request for proposal (RFP) and request for information (RFI) events are automatically routed to approvers based on specific event data, such as event value, business unit, or category. By automating this process, you ensure that each event is reviewed and approved according to predefined rules, maintaining compliance and efficient workflow management.
### How do approvals work? First, for your company, you will set up one or more automation rules that define when events need to be routed to approvers (e.g., before sending to suppliers or before awarding). Each rule is also based on specific event data, such as event value, business unit, or category. After setting up the rules, any new events that match the rule criteria will be routed to first defined approver. The event will continue through the list of approvers, ensuring all necessary approvals are obtained before the event goes to the next step in the process (e.g., event sent to supplier or awarded).
### Learn more [Set up approvals (Admin)](/buyers/events/approvals/set-up-approvals-admin) [Approve an event (Approvers)](/buyers/events/approvals/approve-an-event-approvers) [Review approvals (event owner)](/buyers/events/approvals/review-approvals-event-owner) # Set up approvals (Admin) As an Admin for your company, you will need to do the following to start using the approvals process: ### RFP/RFI users Event owners will need to be a user of request for proposal (RFP) or request for information (RFI) events. ### Create rules Create automation rules, which determine how events are routed for approval based on event value, business unit, and/or category. For each rule, you will define one or more approvals needed before an event can be opened and sent to suppliers. Only Admin users can set up and maintain rules.
{% hint style="info" %} See: [Automation rules](/buyers/administration/automation-rules) {% endhint %} # Approve an event (Approvers) As an Approver, request for proposal (RFP) and request for information (RFI) events will be routed to you for approval when the event meets specific event data, such as event value, business unit, or category. You'll be able to either approve or reject the event and add a comment.
### View approval status You can view an event's approval progress on the approvals area in your event. * **View approvals area**: If the approvals area isn't displayed, click the **pending approval(s)** ![](https://docs.fairmarkit.com/content/buyers/images/approvals-pending-approval-btn_37x20.png) button. * **Matching criteria**: Displays details on the approval rule or rules that routed the event for approval. * **Sequence:** Displays a list of approvers and the current status of the approval process. Any comments from approvers will also be displayed. ### Approve an event {% stepper %} {% step %} In the approvals area, click **Approve**. The Approve event? screen displays.
{% endstep %} {% step %} Optionally, enter a comment about your approval. This will be available to the event owner and other approvers. {% endstep %} {% step %} Click **Approve**. Once approved, the event either moves to the next reviewer or is opened and sent to suppliers. {% endstep %} {% endstepper %} ### Reject an event {% stepper %} {% step %} In the approvals area, click **Reject**. The Reject event? screen displays.
{% endstep %} {% step %} Enter a comment to describe why you are rejecting the event. This will be available to the event owner and other approvers. {% endstep %} {% step %} Click **Reject**. The event is sent back to the event owner with your comment.
{% endstep %} {% endstepper %} ### Reassign approval {% stepper %} {% step %} In the approvals area, click **Reassign**. The Reassign approval window displays.
{% endstep %} {% step %} In **Select user**, select the user to reassign the approval to. {% endstep %} {% step %} Click **Reassign**. {% endstep %} {% endstepper %} ### How will I know if something needs my approval? When an event requires your approval, you will receive an email alert that an event is pending your approval and it will display on your Events list with a Pending approval label
### Why did I receive this event to approve? From the **Approvals** area, you can review the Matching criteria section, which provides details on the approval rule or rules that routed the event to you for approval. Your company's Fairmarkit Admin defines the approval rules.
### How do I track an approval? Through out the approval process, you will receive email alerts and can use the Approvals area to track where the event is in the approval process.
#### Email alerts As the event approver, you will receive an email alert for the following changes in approvals: * Event is pending your approval * Event withdrawn * Event you approved was rejected by another approver #### Event log To see a detailed history of the approvals process, review the event activity log. See: [View event details and history](/buyers/events/view-event-details-and-history).
# Review approvals (event owner) With approvals, your request for proposal (RFP) and request for information (RFI) events are automatically routed to approvers based on specific event data, such as event value, business unit, or category. By automating this process, you ensure that each event is reviewed and approved according to predefined rules, maintaining compliance and efficient workflow management. {% hint style="info" %} **Pending approval**: When an event is pending approval, you cannot edit the event {% endhint %}
### Send an event for approval The Approval process automatically sends events to approvers when the event at a certain stage of the event process (e.g., before sending the event to suppliers or before you can award the event) meets certain criteria such as an event value, business unit, or category. This is based on rules defined for your company. You'll need to work with your company's Fairmarkit Admin to define these rules. ### View approval status You can view an event's approval progress on the approvals area in your event. * **View approvals area**: If the approvals area isn't displayed, click the **pending approval(s)** ![](https://docs.fairmarkit.com/content/buyers/images/approvals-pending-approval-btn_37x20.png) button. * **Matching criteria**: Displays details on the approval rule or rules that routed the event for approval. * **Sequence**: Displays a list of approvers and the current status of the approval process. Any comments from approvers will also be displayed. ### Withdraw approval If you need to edit your event, you will need to remove it from the approvals process and then resubmit it for review. {% stepper %} {% step %} Open the event. If the approvals area isn't open, click the **Pending approval(s)** button. {% endstep %} {% step %} Click **Withdraw**. The Withdraw approval? screen displays.
{% endstep %} {% step %} Click **Withdraw**. {% endstep %} {% endstepper %} ### Reassign approval {% stepper %} {% step %} In the approvals area, click **Reassign**. The Reassign approval window displays.
{% endstep %} {% step %} In **Select user**, select the user to reassign the approval to. {% endstep %} {% step %} Click **Reassign**. {% endstep %} {% endstepper %} ### Track approval Through out the approval process, you will receive email alerts and can use the Approvals area to track where the event is in the approval process. #### Email alerts As the event owner, you will receive an email alert for the following changes in approvals: * Event approved (for each approval in the sequence) * Event rejected #### Rejected events If an approved rejects an event, you will be notified with the comment from the approver. You will be able to edit the event, as needed, and then resubmit it, allowing it to go through the approval process again.
#### Approved events Once an event is approved, it will either move to the next approver or will automatically be opened and sent to the invited suppliers.
#### Event log To see a detailed history of the approvals process, review the event activity log. See: [View event details and history](/buyers/events/view-event-details-and-history).
# Collaboration tools With collaboration tools, you can work with other people to build and review your event. ### [Collaborators](/buyers/events/collaboration-tools/manage-collaborators) When working on an event, you can invite collaborators to help you build and review your event. For your collaborators, you can manage their permissions, controlling if they are able to view or edit the event. The types of permissions are event type dependent. On request for quote and reverse auction events, collaborators can edit everything in the event. On request for information and request for proposal events with Can Edit permissions, collaborators can edit everything in the event except for the header, appendix, or list of invited suppliers. Additionally, collaborators can view or send (with Edit permission) messages for their events. See [Manage collaborators](/buyers/events/collaboration-tools/manage-collaborators). ### [Internal comments ](/buyers/events/collaboration-tools/internal-comments) While working on an event or a request, internal comments allow you to communicate about the event and clarify details with your team. Comments can include attachments. You'll receive a [notification](/buyers/getting-started-as-a-buyer/notifications-buyers) when comments are added to your events. See [Internal comments](/buyers/events/collaboration-tools/internal-comments). ### [Internal notes](/buyers/events/collaboration-tools/internal-notes) With Internal Notes, you can enter notes about an event and add attachments and then 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 phone calls or meetings. See [Internal notes](https://docs.fairmarkit.com/content/buyers/events/internal-notes.htm).
# Manage collaborators When working on an event, you can invite collaborators to help you build and review your event. For your collaborators, you can manage their permissions, controlling if they are able to view or edit the event. The types of permissions are event type dependent. On request for quote and reverse auction events, collaborators can edit everything in the event. On request for information and request for proposal events with Can Edit permissions, collaborators can edit everything in the event except for the header, appendix, or list of invited suppliers. Additionally, collaborators can view or send (with Edit persmission) messages for their events. {% hint style="info" %} **Note**: When you invite a collaborator, they will have access to view or edit the specific event. [For more information, see User roles (buyers).](/buyers/getting-started-as-a-buyer/user-roles-buyers) If you invite a collaborator who does not have a Fairmarkit account, enter their email address and press Enter to add them as a collaborator. You must press Enter after entering the email address before the Invite button becomes active. {% endhint %} ### Invite a collaborator {% stepper %} {% step %} Click the **Share** button. The Invite people to this event window displays.
{% endstep %} {% step %} In **Invite by email or search for name**, enter the name or email address of the person you want to invite to your event. {% endstep %} {% step %} Select the collaborator's permission level: * **Can View**: Collaborators can view the event and related messages. * **Can Edit** : On request for information and request for proposal events, collaborators can edit everything in the event except for the header, appendix, or list of invited suppliers. Can also view and send messages for the event. * **Full Access**: On request for quote and reverse auction events, collaborators can edit everything in the event. * **Can evaluate**: On request for information and request for proposal events, evaluators can provide scoring and evaluation on the event. For more information, see [Manage evaluators](/buyers/events/evaluation-and-scoring/manage-evaluators). {% endstep %} {% step %} Click **Invite**. {% endstep %} {% endstepper %} ### Change permissions {% stepper %} {% step %} Click the **Share** button. The Invite people to this event window displays. {% endstep %} {% step %} At the bottom of the screen, for the invited collaborator, select *Edit* from the drop-down list. {% endstep %} {% step %} Update the permissions as needed, and then click **Update**. {% endstep %} {% endstepper %} ### Remove a collaborator {% stepper %} {% step %} Click the Share button. The Invite people to this event window displays. {% endstep %} {% step %} At the bottom of the screen, for the invited collaborator, select *Remove* from the drop down list. {% endstep %} {% endstepper %} # Internal comments While working on an event or a request, internal comments allow you to communicate about the event and clarify details with your team. Comments can include attachments. You'll receive a [notification](/buyers/getting-started-as-a-buyer/notifications-buyers) when comments are added to your events. {% hint style="info" %} See also: For additional ways to collaborate with your team, see [Collaboration tools](https://docs.fairmarkit.com/content/buyers/events/collaboration-tools.htm). {% endhint %} ### Add an internal comment With internal comments, you can communicate with your team, including admins, supervisors, team leads, and other team members, about an event.
{% stepper %} {% step %} From the event details screen, click the **comments** button. The comments area displays.
{% endstep %} {% step %} Select **Internal comments**.
{% endstep %} {% step %} In **Write a comment**, enter the text you want to send. You can also: * **Mention** other users to notify them about the comment. If you mention a user who doesn’t have access to the event, you'll be prompted to invite them or send a request to the event owner to invite them. * **Attach files** with additional information. {% endstep %} {% step %} Click the **Send** button to add the comment to the event. {% endstep %} {% endstepper %} ### Edit a comment To edit one of your comments: {% stepper %} {% step %} Hover over the comment and click the **Edit** :pencil2: button. {% endstep %} {% step %} Edit the comment or attachment. {% endstep %} {% step %} Click **Save**. {% endstep %} {% endstepper %} ### Delete a comment To delete one of your comments: {% stepper %} {% step %} Hover over the comment and click the **Delete** button. A confirmation message displays. {% endstep %} {% step %} Click **Delete.** {% endstep %} {% endstepper %} ### Comment notifications When an internal comment is added to your event or a shared event, by default you will be alerted in the following ways: * On the [Notifications](/buyers/getting-started-as-a-buyer/notifications-buyers) menu, you will receive a notification.
* From the event, the comments button displays an alert.
### Subscribe / Unsubscribe from notifications for an event To toggle on or off emails and notifications for internal comments on an event, open the event and then click the **Subscribe / Unsubscribe from notifications** :bell: button in the Comments area.
# Internal notes With Internal Notes, you can enter notes about an event and add attachments and then 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 phone calls or meetings. {% hint style="info" %} **Note**: Depending on your integration, internal notes may be sent back to your purchasing application. {% endhint %}
### Open internal notes Note: From a draft event, click the Internal Notes button to add notes to the event. 1. Open an event. 2. Select **actions > Add note/View notes**.\ The Internal Notes dialog box displays. ### Add an internal note 1. In **Add note**, enter your note. Click the **attach** :paperclip: button to select and attach a file to the note. 2. Click the **Add Note** button.\ The note is added, and an indicator will display on the Comments button. ### View internal notes history From Internal Notes, you can view a history of past notes you've saved for the event. Each note is date and time-stamped with the user. # Communicate with suppliers With Fairmarkit, you no longer need to keep track of communications with suppliers in your inbox. Throughout the sourcing process, you can track all event communication within Fairmarkit for ease and convenience. While creating an event, you can add notes and files to communicate your requirements better. Then, once an event is opened, you can send a clarification to all of the suppliers invited to the event or send a message to answer questions for an individual supplier. Note: If a supplier responds directly to or sends an out-of-office reply to a Fairmarkit email about your event, their response will be forwarded to your messages with the supplier in Fairmarkit. ### Notes and files While creating an event, you can add comments, attachments, notes, and files to communicate your requirements better. #### Events On the event level, you can add additional information in the following ways:
* **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](/glossary/glossary/attachments) for more information. #### Line items On the line item level, you can add additional information in the following ways:
* **Comments**: Enter a comment specific to the line item. Comments can contain up to 5,000 characters. * **Attachments**: Add attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove ![](https://docs.fairmarkit.com/content/resources/images/buttons/remove_btn_18x20.png) button to delete an attachment. ### Supplier clarifications Once you open an event, you can send a clarification to all of the suppliers on an event. The clarification can be a message or attachment with clarifying details about the opened events. This is an easy way to contact all suppliers invited to an event. {% hint style="info" %} See: [Supplier clarifications](/buyers/events/communicate-with-suppliers/supplier-clarifications) {% endhint %}
### [Supplier messages](/buyers/events/communicate-with-suppliers/supplier-messages) While working on an event, supplier messages allow you to communicate about the event and clarify details with invited suppliers. Messages can include attachments. You'll receive a notification when messages are added to your events. {% hint style="info" %} See: [Supplier messages](/buyers/events/communicate-with-suppliers/supplier-messages) {% endhint %}
# Supplier Clarifications Once you open an event, you can send a clarification to all of the suppliers on an event. The clarification can be a message or attachment with clarifying details about the opened events. This is an easy way to contact all suppliers invited to an event. ### Send a supplier clarification {% stepper %} {% step %} In the Supplier clarifications area, click **Add new**. The Supplier clarifications window displays.
{% endstep %} {% step %} Enter your message. If needed, click the **Attach** :paperclip: button to attach a file. {% endstep %} {% step %} Click **Add clarification**. All suppliers will receive an update. Clarification display on the suppliers' event pages. {% endstep %} {% endstepper %} ### View supplier clarification history From **Supplier Clarifications** area , you can view a history of past clarifications you've sent for the event. Each clarification is date and time-stamped with the user.
# Supplier messages While working on an event, supplier messages allow you to communicate about the event and clarify details with invited suppliers. Messages can include attachments. You'll receive a notification when messages are added to your events. {% hint style="info" %} See: For additional ways to communicate with suppliers, see [Communicate with suppliers](/buyers/events/communicate-with-suppliers). {% endhint %} ### Send a message to a supplier With supplier messages, you and your team can communicate directly with suppliers.
{% stepper %} {% step %} From the event details screen, click the **comments** button. The comments area displays.
{% endstep %} {% step %} Select the supplier.
{% endstep %} {% step %} In **Write a comment**, enter the text you want to send. You can also: * **Mention** @ other users to notify them about the comment. If you mention a user who doesn’t have access to the event, you'll be prompted to invite them or send a request to the event owner to invite them. * **Attach** **files** :paperclip: with additional information. {% endstep %} {% step %} Click the **Send** button to add the comment to the event. {% endstep %} {% endstepper %} ### Edit a message To edit one of your messages: {% stepper %} {% step %} Hover over the message and click the **Edit** :pencil2: button. {% endstep %} {% step %} Edit the message or attachment. {% endstep %} {% step %} Click **Save**. {% endstep %} {% endstepper %} ### Delete a message To delete one of your messages: {% stepper %} {% step %} Hover over the message and click the **Delete** button. A confirmation message displays. {% endstep %} {% step %} Click **Delete**. {% endstep %} {% endstepper %} ### Message notifications When an supplier message is added to your event or a shared event, by default you will be alerted in the following ways: * On the [Notifications](/buyers/getting-started-as-a-buyer/notifications-buyers) menu, you will receive a notification.
* From the event, the comments button displays an alert. ### Subscribe / Unsubscribe from notifications for an event To toggle on or off emails and notifications for supplier message on an event, open the event and then click the **Subscribe / Unsubscribe from notifications** :bell: button in the Comments area. # Manage opened events Once you've created and sent your event to suppliers, you can manage your open event in the following ways: [Edit an opened event](/buyers/events/manage-opened-events/edit-an-opened-event) [Change event dates](/buyers/events/manage-opened-events/change-event-dates) [Manage requesters](/buyers/events/manage-opened-events/manage-requesters) [Reassign an event](/buyers/events/manage-opened-events/reassign-an-event) [Withdraw an event](/buyers/events/manage-opened-events/withdraw-an-event) [Cancel an event](https://docs.fairmarkit.com/buyers/events/manage-opened-events/cancel-an-event) # Edit an opened event Once you send your event to suppliers, it moves to [Open status](/glossary/glossary/event-status-buyers). To ensure suppliers have accurate information for submitting their response, you can only edit fields that do not impact the response process. However, you can invite additional suppliers, change the closing date, or send clarifications. If an event is in Draft status, you can edit it as though it were a new event. {% hint style="info" %} Major changes needed?: If you need to make significant adjustments—such as adding line items, changing quantities, or modifying descriptions—you have the option to [withdraw your event](/buyers/events/manage-opened-events/withdraw-an-event) within two days of submission and then resubmit, or you may choose to [cancel](/buyers/events/manage-opened-events/cancel-an-event#cancelanevent) and create a new event. {% endhint %} ### Edit an event {% stepper %} {% step %} From the events list or the event Details screen, select **Actions > Edit**. The event is opened on the create screen.
{% endstep %} {% step %} You can view all fields, but you can only edit select fields depending on the event type and status. For a detailed list of available fields in each status, see: * [Edit a request for quote (RFQ)](/buyers/request-for-quote-rfq/edit-a-request-for-quote-rfq) * [Edit a request for proposal (RFP)](/buyers/request-for-proposal-rfp/edit-a-request-for-proposal-rfp) * [Edit a request for information (RFI)](/buyers/request-for-information-rfi/edit-a-request-for-information-rfi) * [Edit an English auction](/buyers/auctions/english-classic-auction/edit-an-english-auction) {% endstep %} {% step %} Click the **Save Changes** button.\ The event is saved with the updates. If selected, new supplier invitations are sent. {% endstep %} {% endstepper %} ### Invite additional suppliers For Opened events, you can send invitations to additional suppliers. 1. From the events list or the event Details screen, select **Actions > Edit.**\ The event is opened on the create screen. 2. Add additional supplier invitations. See [Manage supplier invitations](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation). 3. Save your changes.\ The event is saved with the updates. If selected, new supplier invitations are sent. ### Change the event dates For Opened events, you can change the Close Date and Close time; select **Actions** > Change close date.\ See: [Change event date](/buyers/events/manage-opened-events/change-event-dates)
### Send a supplier clarification To send a note or attachment to all invited suppliers, go to the Supplier Clarifications area and select Add new.\ See: [Supplier clarification](/buyers/events/communicate-with-suppliers/supplier-clarifications)
# Change event dates Once an event is opened, it typically is opened until the specified Close date and Close time, but when circumstances change, you may need to change an event duration. This may include closing an event early, changing the event duration, or reopening a closed event or event round. ### Change event dates If your needs change, you can change the dates on an event. The available fields depend on the event type. {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Change close date.**\ A window displays. {% endstep %} {% step %} Edit the date fields as needed. The available fields depend on the event type.\ See **RFP/RFI fields** or **Request for quote fields**. | RFP/RFI | | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | |

| | Request for quote fields | | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | |

| | {% endstep %} | {% step %} Click **Change**, and then from the drop-down list select if you want to Change and Notify (suppliers) or Change without notification.\ The dates are updated, and if selected, a notification is sent to invited suppliers. {% endstep %} {% endstepper %} ### Close an event early If you need to close an event earlier than planned, you can manually close it. * From the Events list or the event Details screen, select **Actions > Close.**\ The event is moved to a Closed status. ### Reopen an event If you have a closed event that you want to update, you can reopen the event. {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Reopen.**\ A dialog box displays. {% endstep %} {% step %} Enter a new *Close Date and Close Time*. The event must be opened for at least three hours from the current time. {% endstep %} {% step %} Click **Reopen**, and then from the drop-down list select if you want to *Reopen and Notify* (suppliers) or *Reopen without notification.*\ The event is moved to Open status with the new close date, and if selected, a notification is sent to invited suppliers. {% endstep %} {% endstepper %}
# Manage requesters When working on an event, you can add a requester to the event so they can view the event in their events list, add internal notes, and participate in conversations with suppliers. {% hint style="info" %} **Note**: A requester can be added to an event in a Draft, Opened, Closed, Awarded, or Canceled status. {% endhint %} {% hint style="info" %} **Note**: You can add a requester even if they did not initially request an event. {% endhint %} ### Add a requester {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Add Requester**.\ The Add Requester dialog box displays. {% endstep %} {% step %} In **Requester Name**, enter a requester's name. As you type, matching users with the Requester role display. {% endstep %} {% step %} Click **Add**. The user is added as requester, and a label with their name will now display on the event. {% endstep %} {% endstepper %} ### Change a requester If a requester has already been associated with an event, you may need to update the event with a new requester. {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Change Requester**.\ The Change Requester dialog box displays. {% endstep %} {% step %} In **Requester Name**, click the **Remove** :x: button, and enter the new requester's name. As you type, matching users with the Requester role display. {% endstep %} {% step %} Click **Update**. The new user is added as requester, and a label with their name will now display on the event. {% endstep %} {% endstepper %} ### Remove a requester {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Change Requester**.\ The Change Requester dialog box displays. {% endstep %} {% step %} Select the **Remove the requester** check box. The Requester name field is disabled. {% endstep %} {% step %} Click **Update**. The requester is removed from the event. {% endstep %} {% endstepper %} # Reassign an event 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. ### Reassign an event To reassign an event from one buyer to another in your organization, do the following: {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Reassign**.\ The Reassign dialog box displays. {% endstep %} {% step %} In **Reassign this RFQ from to**, select a buyer from your team. {% endstep %} {% step %} Click **Confirm**. The event is reassigned to the selected buyer. {% endstep %} {% endstepper %} ### Reassign multiple events To reassign multiple events to a buyer in your organization, do the following: {% stepper %} {% step %} From the Events list, select one or more events. A blue banner displays at the top of the list, confirming the number of events you selected. {% endstep %} {% step %} Click **Reassign**. The Reassign RFQs dialog box displays. The ID for each selected event displays. {% endstep %} {% step %} From the drop-down list, select a buyer from your team. {% endstep %} {% step %} Click **Confirm**. The events are reassigned to the selected buyer. {% endstep %} {% endstepper %} # Withdraw an event If you have an open event and need to make major changes, such as adding line items or changing quantities, you can withdraw the event. Withdrawn events are moved back to **Draft** status and can be edited like a new event. When you withdraw an event, any existing supplier responses are removed, and participating suppliers are notified that the event has been withdrawn. After making your changes, you will need to open the event again to invite suppliers to respond. **Withdrawing an event cannot be undone.** If your event only requires minor changes, you may be able to [edit your event](https://docs.fairmarkit.com/buyers/request-for-quote-rfq/edit-a-request-for-quote-rfq) instead. > **Note:** Multi-round events cannot be withdrawn. ### Withdraw event {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Edit**.\ A confirmation window displays.
{% endstep %} {% step %} In **Withdraw reason**, select the reason you need to withdraw the event. This reason is not sent to suppliers. {% endstep %} {% step %} Click **Withdraw RFQ**. The event is moved to Draft status and it is opened on the [create screen](/buyers/request-for-quote-rfq/create-a-request-for-quote). {% endstep %} {% step %} Make any necessary changes to your event, and then reopen or archive it. {% endstep %} {% endstepper %} # Cancel an event ## Cancel an event If you have opened an event and no longer need it, or you need to create a replacement event, you can cancel an event. Suppliers invited to the event will be notified that the event was canceled, but they will not see why it was canceled. ### Cancel an event {% stepper %} {% step %} From the Events list or the event Details screen, select **Actions > Cancel**.\ A cancel dialog box displays. {% endstep %} {% step %} In **Cancellation reason**, select the reason you want to cancel the event. {% endstep %} {% step %} Click **Cancel RFQ**. The event is canceled and moved to Canceled status. A notification is sent to all suppliers. If a supplier submitted a quote, they are alerted that it is no longer valid. {% endstep %} {% endstepper %} # Review Supplier responses After suppliers respond to your event, you can review their responses on the Details screen.
### View an event * From the Events list, click an event to view its details. ### Review responses ### Header In the header area, you can review a summary of your event. It includes the event name, [event labels](/glossary/glossary/event-labels) (labels can provide information like the [event status](/glossary/glossary/event-status-buyers) and significant event dates), and the [round](/buyers/events/review-supplier-responses/multi-round-events-rfq-and-auction), [share](/buyers/events/collaboration-tools/manage-collaborators), [internal comments](/buyers/events/collaboration-tools/internal-comments)/[supplier messages](/buyers/events/communicate-with-suppliers/supplier-messages), and [actions](/glossary/glossary/event-actions) options.
#### Line items In the line items area, Each line represents a line item from the event. Each line item includes the description, relevant tags, and a benchmark price (if defined). The Award ![](https://docs.fairmarkit.com/content/resources/images/buttons/award_21x20.png) button displays once the event is closed.
* **Supplier response summary**: Each column summarizes a response from a supplier. At the top of the column, you can view the Supplier name, a link to the full response, the supplier type, relevant labels, file attachments, and the Award ![](https://docs.fairmarkit.com/content/resources/images/buttons/award_21x20.png) button (full event). * **Supplier line item summary**: For each line item, you can review the total price, a breakdown of quantity and item price, quoted delivery days, comments, attachments, and the Award ![](https://docs.fairmarkit.com/content/resources/images/buttons/award_21x20.png) button (line item). If you entered a benchmark price, a high/low indicator displays. The quote with the lowest price is highlighted in green. * **Subtotal**: Displays a subtotal (before shipping) for the supplier's response. If you entered benchmark prices, a high/low indicator displays. * **Shipping**: Displays any shipping charges. If shipping is included in the price, included displays. * **Bid Total**: Displays the full quote amount, including the subtotal and shipping amounts. If you entered benchmark prices, a high/low indicator displays. #### Requests In the Requests area, you can review supplier invitations. If your event is still open, you can edit the event and add additional suppliers. For more information on supplier invitations, see [Manage supplier invitations](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation).
For each email sent, a status icon indicates how suppliers have interacted with your invitation. [![Closed](https://docs.fairmarkit.com/Skins/Default/Stylesheets/Images/transparent.gif)Supplier email status](/buyers/events/review-supplier-responses) ### Tips for reviewing responses See [Tips for reviewing supplier responses](/buyers/events/review-supplier-responses/tips-for-reviewing-supplier-responses) for information to help you review and assess the suppliers' responses. # Tips for reviewing supplier responses After your event closes, you can review the suppliers' responses on the event Details screen. The details screen provides you with a summary of all suppliers' responses, allowing you to quickly review and compare responses. The following tips will help you review and assess the suppliers' responses.
### View response status In the **Requests** area, you can review supplier invitations. For each invitation sent, a status icon in the first column indicates how suppliers have interacted with your invitation. [**Supplier email statu**](/buyers/events/review-supplier-responses)[**s**](/buyers/events/review-supplier-responses):
IconDescritpion
SentThe event invitation email was sent to the supplier.
OpenedThe supplier accessed the page for the event.
InterestedThe supplier marked that they were interested in the event. This may mean that they need additional time to collect data.
SubmittedThe supplier has submitted a response for the event, and it is ready for your review.
Not interestedThe supplier indicated that they are unable to submit pricing for the event.
Delivery issueThere were issues delivering the invitation email. Typically delivery issues occur with incorrect email addresses.

### Review prices #### Rounding Supplier responses of $1 or more are rounded to two decimal places. Values below $1 are not rounded. Full decimal places are available in Excel exports and when sent back to your purchasing application. #### Lowest price The lowest priced response for each item is highlighted in yellow. If two responses have matching low prices, both are highlighted.
#### Response price vs. Benchmark price If you entered a Benchmark price, you can view the response price against the benchmark price
* **High/low benchmark arrows**: An arrow displays next to each response value to show if the value is above (up) or below (down) the benchmark price. * **Benchmark savings**: Hover over the benchmark arrow to view the value and percent savings compared to the benchmark value. * **No benchmark**: If you didn't enter a Benchmark price, you will see an information circle that show potential savings against the average of bids received from suppliers. #### Converted UOMs When a supplier responds, they can enter their response in a different UOM (unit of measure), and it will be automatically calculated for your requested UOM. Hover over the alert icon ![](https://docs.fairmarkit.com/content/resources/images/buttons/alert_22x20.png) to review the formula used to convert the value.
#### Review additional quantities If your company has enabled additional quantities, you can request pricing on additional quantities of items for information on tiered or volume pricing. You will need to request this when creating your event.
{% hint style="info" %} **See**: [Request Additional Quantities](/buyers/request-for-quote-rfq/create-a-request-for-quote/request-additional-quantities) {% endhint %} ### Review delivery days The **Quoted delivery** displays the number of days the supplier needs to deliver the item. While one supplier may have a lower price, you will want to make sure that you will receive your items in the necessary time frame.
### Review alternative items If a supplier sent a response including an alternative item or service, an **Alternative** ![](https://docs.fairmarkit.com/content/glossaries/images/alternative_65x20.png) label displays, and you can view the alternative items on an indented line item under the originally requested item.
### Review supplier attachments Suppliers can add attachments to the event and/or line level of their response. When added, a label is added at the event response and line item levels indicating the number of attached files. Click the label to ![](https://docs.fairmarkit.com/content/resources/images/buttons/download_52x20.png) download the attachments.
{% hint style="info" %} See: [Attachments](/glossary/glossary/attachments) {% endhint %} ### View detailed response While the details screen provides you with a summary of all suppliers' responses, you can click the Quote # to view the detailed response.
### Download responses You can download a summary of all of the responses and all file attachments by selecting Actions > Download details. {% hint style="info" %} **See**: [View event details and history](https://docs.fairmarkit.com/content/buyers/events/view-event-history.htm) {% endhint %} ### Review or send a message to a supplier You may want to review any previous messages sent to or from the supplier. Additionally, if you have any additional questions, you can send additional messages
{% hint style="info" %} **See**: [Supplier messages](https://docs.fairmarkit.com/content/buyers/events/supplier-messages.htm) {% endhint %} ### Collaborate with your team #### Invite collaborators When working on an event, you can invite collaborators to help you build and review your event. Click the Share button to add collaborators or adjust their permissions.
{% hint style="info" %} See: [Manage collaborators](https://docs.fairmarkit.com/content/buyers/events/manage-collaborators.htm) {% endhint %} ### Review internal comments & notes Internal comments and internal notes allow you to communicate with your team about an event. These notes are for internal use only and will not be shared with suppliers. **Internal comments** To view, click the comments button, and then select Internal comments.\ See: [Internal comment](https://docs.fairmarkit.com/content/buyers/events/internal-comments.htm)
**Internal notes** To view, select Actions > View notes.\ See: [Internal note](https://docs.fairmarkit.com/content/buyers/events/internal-notes.htm)
#### Review scorecard If you invited evaluators to score the suppliers' responses on request for information or request for proposal events, click View Scorecard to review their responses.
{% hint style="info" %} **See**: [Evaluation and scoring](https://docs.fairmarkit.com/content/buyers/events/se/overview.htm) and [Evaluate a scorecard](https://docs.fairmarkit.com/content/buyers/events/se/evaluate.htm) {% endhint %} ### Add a round If after you've reviewed the responses, you want to request additional responses or information from suppliers, you can run another round on your event.
{% hint style="info" %} See: [Multi-round events (RFQ & auction)](https://docs.fairmarkit.com/content/buyers/events/multi-round-rfq.htm) and [Multi-round events (RFP & RFI)](https://docs.fairmarkit.com/content/buyers/events/multi-round.htm) {% endhint %} ### Why is a response locked? If a supplier edits an existing response, the response will display as grayed out (locked) and cannot be awarded until they have resubmitted it.
### Ready to award? When you've reviewed and are ready to make your selections, you can award your event. {% hint style="info" %} **See**: [Award an event](https://docs.fairmarkit.com/content/buyers/events/award-event.htm) {% endhint %} # Multi-round events (RFQ & auction) With multi-round, you can run multiple rounds for your request for quote and auction events. Once your event is closed, you can add a new round, adding or deleting line items and suppliers. Any changes made between event rounds are tracked in the event log. Invited suppliers will receive a new email invitation for the round. Their original responses are retained, and they are only required to respond to new line items and submit their response. {% hint style="info" %} For more information about enabling and using this feature, contact your Fairmarkit Customer Success Manager. {% endhint %} {% hint style="info" %} **Multi-round RFP/RFI events**: See [Multi-round events (RFP & RFI)](/buyers/events/review-supplier-responses/multi-round-events-rfp-and-rfi) {% endhint %} ### Create a new round #### Create a new request for quote (RFQ) round {% stepper %} {% step %} From the event Details screen, click **Run new round**. If you've already created more than one round, click the round field, and then select *Run new round*.\ The Create a new round window displays.
{% endstep %} {% step %} Select **Request for quote (RFQ)**.
{% endstep %} {% step %} Update and verify the *Close date* and *Close time* as needed, and click **Create**.\ The event opens in the create screen, moving to Draft status. The round displays at the top of the screen. {% endstep %} {% step %} Update your event. You can add or delete line items and invited suppliers as needed. Changes are specific to the round and will not impact previous rounds. {% endstep %} {% step %} Send your event. {% endstep %} {% endstepper %} ### Create a new auction round {% stepper %} {% step %} From the event Details screen, click **Run new round**. If you've already created more than one round, click the round field, and then select *Run new round*. The Create a new round window displays.
{% endstep %} {% step %} Select **Reverse auction**.
{% endstep %} {% step %} Update and verify the new dates as needed, and click **Create**.\ The event opens in the create screen, moving to Draft status. The round displays at the top of the screen. {% endstep %} {% step %} Update and verify the new dates as needed, and click Create.\ The event opens in the create screen, moving to Draft status. The round displays at the top of the screen. {% endstep %} {% step %} Send your event. {% endstep %} {% endstepper %} ### Create a new AI Negotiation round (beta) For information on this functionality see AI Negotiations ### Delete a draft round If you create a new round and change your mind, you can delete the draft round from your event. * With the draft round selected, scroll to the bottom of the event and select **Discard**.\ The round is deleted.
### Review rounds To view the event details and supplier responses for a previous round, open an event with multiple rounds. In addition to the normal tools you have when [reviewing supplier responses](/buyers/events/review-supplier-responses), when you review rounds, you can also view a supplier's responses across rounds and view previous rounds for your event.
#### Compare supplier's response across rounds To view a summary of a supplier's responses by round, hover over the savings value.
#### View a previous round To view a different round, select a **Round** to view.
### Reopen last round If you want to reopen the last round of an event, go the Events list or the event Details screen, select **Actions > Reopen**. See [Change event dates](/buyers/events/manage-opened-events/change-event-dates).
### Award lines between rounds When running a multi-round event, you can select to award line items and send any remaining lines to a new round. At the end of the event when you finalize awarding, you can change your awarding selection, if needed. You cannot select to pre-select to award line items in the first round of an event and create a new round. {% stepper %} {% step %} For the line item, click the **Select to award** :trophy: button. A confirmation banner displays.
{% endstep %} {% step %} Click the **Award items** button. The line it marked to be awarded and will not be included in the next round.
{% endstep %} {% endstepper %} ### Award event {% stepper %} {% step %} Click **Finalize awarding**. The event displays on the award screen.
{% endstep %} {% step %} At the top of the supplier's column, click the **Award** :trophy: button. If needed, you can switch between rounds, and award line items in different rounds. Any items preselected for awarding will already be selected. For more information on awarding, split awarding, and partially awarding, see [Award an event ](/buyers/events/award-an-event). {% endstep %} {% step %} Click **Award**. The awarded supplier is notified, and the event moves to Awarded status. {% endstep %} {% endstepper %} ### Are multi-round events labeled? When you add a round to an event, a *round* label is added, and when you open the event, the round number is displayed in the top-right corner of the screen. Additionally, when suppliers access the event, they will see the round number on their response screen. Their original responses are retained, and they are only required to respond to new sections and questions, which are marked with a *New* label. ### How are response rates calculated? #### Event & line items count, dollar value, and awarded value For reporting purposes, each round is a unique event. However, line items, responses, and awarded totals are event specific and not unique to each round, meaning a line item could be included in multiple rounds, but it will only be considered once in terms of savings, value sourced, items sourced, etc. Use the following example multi-round event where your buying org sources 10 items for $1000 (not 20 for $2000). If you add additional items, your reports would reflect them cumulatively. | Round | Line items | Total | | ----- | --------------- | ----- | | 1 | 10 | $1000 | | 2 | 10 (same items) | $1000 | #### Supplier response rate Each time a supplier respond to an event, it is included in the response rate. This means that if a supplier responds in multiple rounds of an event, it counts as multiple responses. When a supplier does not respond to an event in any rounds, it counts as a 'no quote.' If an event has multiple rounds, and a supplier responds in one round but not in another, it does not count as a 'no quote.' | Supplier | Round Response 1 | Round Response 2 | # of Responses | | -------- | ---------------- | ---------------- | -------------- | | A | Yes | Yes | 2 | | B | No | Yes | 1 | | C | No | No | No quote | # Multi-round events (RFP & RFI) With multi-round, you can run multiple rounds for your request for proposal and request for information events. Once your event is closed, you can add a new round, adding or editing the available sections, questions, and invited suppliers. Any changes made between event rounds are tracked in the event log. Invited suppliers will receive a new email invitation for the round. Their original responses are retained, and they are only required to respond to new sections and questions and submit their response. **Multi-round RFQ/reverse auction events:** See [Multi-round events (RFQ & auction)](/buyers/events/review-supplier-responses/multi-round-events-rfq-and-auction) ### Create a new round {% stepper %} {% step %} From the event Details screen, select **Actions > New Round**. A window allowing you to set dates for the new event round displays.
{% endstep %} {% step %} Update and verify the new dates as needed, and click **Create**.\ The event opens in the create screen, moving to Draft status. The round displays at the top of the screen. {% endstep %} {% step %} Update your event, editing the available sections, questions, and invited suppliers as needed. Any additions or edits are specific to the round and will not impact previous rounds. {% endstep %} {% step %} Publish your event. {% endstep %} {% endstepper %} ### Reopen last round If you want to reopen the last round of an event, go the Events list or the event Details screen, select **Actions > Reopen**. See [Change event dates](/buyers/events/manage-opened-events/change-event-dates).
### View a previous round To view the event details and supplier responses for a previous round, open an event with multiple rounds, and then select a **Round** to view.
### Are multi-round events labeled? When you add a round to an event, a *Multi-round* label is also added. Also, when you open the event, the round number is displayed in the top-right corner of the screen. Additionally, when suppliers access the event, they will see a *Multi-round* label and the round number on their response screen. Their original responses are retained, and they are only required to respond to new sections and questions, which are marked with a *New* label. ### How are response rates calculated? #### Event & line items count, dollar value, and awarded value For reporting purposes, each round is a unique event. However, line items, responses, and awarded totals are event specific and not unique to each round, meaning a line item could be included in multiple rounds, but it will only be considered once in terms of savings, value sourced, items sourced, etc. Use the following example multi-round event where your buying org sources 10 items for $1000 (not 20 for $2000). If you add additional items, your reports would reflect them cumulatively. | Round | Line items | Total | | ----- | --------------- | ----- | | 1 | 10 | $1000 | | 2 | 10 (same items) | $1000 | #### Supplier response rate Each time a supplier respond to an event, it is included in the response rate. This means that if a supplier responds in multiple rounds of an event, it counts as multiple responses. When a supplier does not respond to an event in any rounds, it counts as a 'no quote.' If an event has multiple rounds, and a supplier responds in one round but not in another, it does not count as a 'no quote.' | Supplier | Round response 1 | Round 2 Responses | # of Responses | | -------- | ---------------- | ----------------- | -------------- | | A | Yes | Yes | 2 | | B | No | Yes | 1 | | C | No | No | No quote | # Response QuickView With Response QuickView you can automatically receive an email with AI-generated summaries of supplier responses when your request for proposal and request for information events close. Additionally, you can easily generate and download these summaries in PDF format directly from your event page. {% hint style="info" %} Contact your Fairmarkit Customer Success Manager to enable this feature. {% endhint %}
### How does it work? Response QuickView uses AI to automatically generate a summary of supplier responses for an event. Based on the structure of your event, the process provides a summary of each supplier's response to each section of your event. Additionally, if the supplier provides any text-based attachments, they will be included in the section summary. ### How can I optimize my event? To ensure the best summary of supplier responses, use the following best practices: #### Use Fairmarkit Structure Build your event using the event sections, questions, and sub-questions in Fairmarkit. The process uses your event structure to build and generate the summary of supplier responses. Information added via attachments and outside of this framework will likely not be included in the summary. #### Organize your questions Arrange your questions so that each section can stand alone. Avoid referencing questions or information in other sections. #### Write detailed questions Make questions specific and descriptive, preferably in the form of questions that suppliers can easily respond to. #### Text-based attachments Recommend suppliers to only attach text-based file formats (e.g., .txt, .pdf, .docx, etc.). Non-text-based files will not be included in the summary. ### When will I receive my summary? When a request for information or request for proposal event with supplier responses closes, Response QuickView is automatically generated and emailed to the event owner. ### Can I manually run Response QuickView? Yes, from the Events list or the event Details screen, you can generate Response QuickView (if it wasn't automatically generated) or you can download a copy of the PDF file.
#### Generate summary
* From the Events list or the event Details screen, select **Actions > Generate Summary**.\ A message displays, letting you know that the file will be emailed after it is generated. #### Download summary
* From the Events list or the event Details screen, select **Actions > Download Summary**.
# Evaluation and scoring With Evaluation and Scoring, you and your team of evaluators can now enter scores on your request for proposal events, allowing you to make informed awarding decisions and keep a historical record of your decisions. ### [Add evaluation criteria](/buyers/events/evaluation-and-scoring/add-evaluation-criteria) On the Evaluation criteria page in your request for proposal or request for information event, you can set up the criteria to use when scoring and evaluating your event. For your event, you'll want to set an evaluation period and then set an evaluation weight for each section, skipping any unnecessary sections. You can add or edit evaluation criteria from the Evaluation criteria page while the event is in draft, open, or closed status.
### [Invite evaluators](/buyers/events/evaluation-and-scoring/manage-evaluators) With Evaluation and Scoring, you and your team of evaluators can now enter scores on your request for proposal and request for information events, allowing you to make informed awarding decisions and keep a historical record of your decisions. Evaluators can only view the sections they are assigned and cannot view other evaluators' scores. Only you, the event owner, admins, supervisors, and team leads can see the evaluators' responses. You can add evaluators until the evaluation period ends.
### [Score the event](/buyers/events/evaluation-and-scoring/score-an-event) Evaluators will have access to either view or edit the event, allowing them to review all of the invited suppliers' responses and then score the event on the Scoring page. Evaluators can only score the assigned sections and not view other evaluators' scores.
### [Evaluate scorecard](/buyers/events/evaluation-and-scoring/evaluate-a-scorecard) At the end of the evaluation period, you can review the consolidated scorecard, which ranks supplier responses by score and highlights the highest-ranking supplier response in each section.
# Add evaluation criteria On the Evaluation criteria page in your request for proposal or request for information event, you can set up the criteria to use when scoring and evaluating your event. For your event, you'll want to set an evaluation period and then set an evaluation weight for each section, skipping any unnecessary sections. You can add or edit evaluation criteria from the Evaluation criteria page while the event is in draft, open, or closed status. {% hint style="info" %} **Add evaluators**: Use the **Share** button to add any evaluators to the event. See [Manage evaluators](/buyers/events/evaluation-and-scoring/manage-evaluators). {% endhint %}
### Evaluation period Set the open period when evaluators can review and score supplier responses to the event. #### Generate an evaluation period (auto) * Click Set **Evaluation Timeline.** By default, the start date is set to the event's Close Date and Close Time, and the end date is 7 days after the Close Date. You can manually adjust the dates and times as needed. #### Set or edit the evaluation period (manual) * Enter the start and end time for the evaluation. * **Evaluation start date**: Enter the date the evaluation period begins. On this date, evaluators can enter their scoring on the event responses. The date is used with the Evaluation start time and must be after the event's Close Date. * **Evaluation start time**: Enter the time the evaluation period begins. At this time, evaluators can enter their scoring on the event responses. The time is used with the Evaluation start date and must be after the event's Close Time. * **Evaluation end date**: Enter the date the evaluation period ends. On this date, the event closes for scoring. The date is used with the Evaluation end time. * **Evaluation end time**: Enter the time the evaluation period ends. At this time, the event closes for scoring. The time is used with the Evaluation end date. #### Start evaluation period early Once your event is closed, you can start the evaluation period early. This option is only available when the event is closed and the evaluation period hasn't begun. * Click **Start evaluation now**. The evaluation period is started, and the Scoring page is displayed.
### Add section weights For each section of your event that you want scored and evaluated, enter the weighted percent to use when scoring the event. For example, the scores in some sections may be more important than others, so you assign a higher weighted percentage to the more important sections. You can skip any unnecessary sections; however, the **Total Sections Weight** must equal 100%. To quickly distribute the weights across the event, click **Apply Weights Evenly**. You cannot change section weights once the evaluation period begins. ### Add line item weights to a section In addition to adding a scoring weight to a section, you can also assign a weight to each line item within a section. For example, the scores for some questions may be more important than others, so you assign a higher weighted percentage to the more important questions. You can skip any unnecessary questions; however, the **Total items weight** must equal 100% for the section. {% stepper %} {% step %} For the section, click the **Line level weighting** option.
{% endstep %} {% step %} Click **Show line items**. A window with the section line items displays.
{% endstep %} {% step %} Enter the weighted percent to use when scoring the event. To quickly distribute the weights across the event, click **Apply Weights Evenly** for the section. {% endstep %} {% step %} Click **Save**. {% endstep %} {% endstepper %} ### Add evaluation sections With evaluation-only sections, you can create evaluation sections that will not be sent to the suppliers as part of the event. For example, you might want evaluators to score a supplier's response rate as part of your evaluation. {% stepper %} {% step %} Click **Add Section**. The Add section window displays.
{% endstep %} {% step %} Enter a **Section name** and click **Add**. A evaluation-only section is added.
{% endstep %} {% endstepper %} # Manage evaluators With Evaluation and Scoring, you and your team of evaluators can now enter scores on your request for proposal and request for information events, allowing you to make informed awarding decisions and keep a historical record of your decisions. Evaluators can only view the sections they are assigned and cannot view other evaluators' scores. Only you, the event owner, admins, supervisors, and team leads can see the evaluators' responses. You can add evaluators until the evaluation period ends. ### Invite an evaluator {% hint style="info" %} **Collaborator**: If you want the user to be able to view or edit the event, select either the Can View or Can edit option. See [Manage collaborators](/buyers/events/collaboration-tools/manage-collaborators). {% endhint %} {% stepper %} {% step %} Click the **Share** button. The Invite people to this event window displays.
{% endstep %} {% step %} In **Invite by email or search for name**, enter the name or email address of the person you want to invite to your event. {% endstep %} {% step %} Select the **Can evaluate** option. {% endstep %} {% step %} In **Sections**, select the sections of the event that the evaluator will score. {% endstep %} {% step %} Click **Invite**. An email invitation is sent to the evaluator for the event. {% endstep %} {% endstepper %} ### Change permissions {% stepper %} {% step %} Click the **Share** button. The Invite people to this event window displays. {% endstep %} {% step %} At the bottom of the screen, select *Edit* from the drop-down list for the invited evaluator. {% endstep %} {% step %} Update the permissions as needed, and then click **Update**. {% endstep %} {% endstepper %} ### Remove an evaluator {% stepper %} {% step %} Click the **Share** button. The Invite people to this event window displays. {% endstep %} {% step %} At the bottom of the screen, select *Remove* from the drop-down list for the invited evaluator. {% endstep %} {% endstepper %}
# Score an event If you're an evaluator on an event, you can view or edit the event, allowing you to review all of the invited suppliers' responses and then score the event on the Scoring page. You can only score your assigned sections, and you cannot view other evaluators' scores. You cannot submit scores after the event is awarded, and incomplete scores are not included in the final scoring. Once you submit your scores, you cannot edit them. The evaluation start and end dates display at the top of the Scoring page. You will receive an email reminder if you still need to score your event 24 hours before the event closes.
### Score a section
* In the **Score** field for a section (row) and a supplier (column), select if the response was *Poor*, *Fair*, *Average*, *Good*, or *Excellent*. ### Score line items in a section Note: You can only **score** individual line items in a section if it was selected by the event owner. {% stepper %} {% step %} For a section, click **Score line items**. A window with the section line items displays.
{% endstep %} {% step %} In the **Score** field for a line item (row) and a supplier (column), select if the response to the line item was *Poor*, *Fair*, *Average*, *Good*, or *Excellent* {% endstep %} {% step %} Click **Close**. {% endstep %} {% endstepper %} ### Decline to score a section
* In the **Score** field for a section (row) and a supplier (column), select *Decline*. ### Add a section comment For each section, you can add a comment to explain the reason for your score or provide additional details to the event owner. {% stepper %} {% step %} For a section (row) click the Comment ![](https://docs.fairmarkit.com/content/buyers/images/eval-comment-btn_20x20.png) button.\ The add comment window displays. {% endstep %} {% step %} Enter your comment, and click **Save**. {% endstep %} {% endstepper %} ### Score all sections and items
* In the **Apply to all sections and items** field for a supplier (column), select if the overall response was *1 Poor*, *2 Fair*, *3 Average*, *4 Good*, or *5 Excellent*. ### Decline to score the event
* In the **Apply to all sections and items** field for a supplier (column), select *Decline*. ### Submit your scores
After you have completed scoring all sections for each supplier response, you will need to submit your scores and comments to the event owner. {% stepper %} {% step %} Click **Submit Scores**. A confirmation message displays. Once you submit your scores, you cannot edit them. {% endstep %} {% step %} Click **Yes, Submit Scores**. {% endstep %} {% endstepper %} # Evaluate a scorecard After the evaluation period ends, you can evaluate a summary of responses from all invited evaluators to help you award your event. If an evaluator did not complete their scores, they are not included in the final score calculation. ### Access scorecard 1. Open your event, and select the **Details** page. 2. At the top of the page, click **View Scorecard**. ### Review scorecard From the Scorecard window, you can view a **summary of scores** from all evaluators. For each section, you can expand to view how each evaluator responded to the section and line items (if enabled) and review any notes they added. The highest score overall and for each section is highlighted in green. Additionally, the top three responses will be marked.
Scoring scale | Score name | Score value | | ----------- | ------------ | | 5 Excellent | 5 | | 4 Good | 4 | | 3 Average | 3 | | 2 Fair | 2 | | 1 Poor | 1 | | Decline | Not included | #### Section score The section score is calculated as *Total evaluator score SUM / total available points*. #### Total supplier score The total supplier score is calculated as *Section weight x total section score*.
### Download scorecard to PDF * From the Scorecard window, click **Download PDF**.\ A summary of your scorecard is generated and opened in PDF format. # Award an event ## Award an event Once an event is closed and you’ve reviewed supplier responses, it’s time to award the event. Depending on your needs, you can award the entire event to one supplier, split award line items among multiple suppliers, or partially award some items to different suppliers. This finalizes your procurement process in Fairmarkit. Awarding in Fairmarkit may also update data in your purchasing application, depending on the event type and your organization’s integration settings (e.g., updating a purchase requisition with an awarded supplier and a price). See [Integrations](/buyers/integrations). {% hint style="info" %} **Event close:** An event will typically need to be closed to award a response. However, your organization may allow you to award open events. Events automatically close on the Close Date and Time, but you can also manually close an event. See [Change event dates](/buyers/events/manage-opened-events/change-event-dates). {% endhint %} {% hint style="info" %} **Value rounding**: Supplier responses of $1 or more are rounded to two decimal places. Values below $1 are not rounded. Full decimal places are available in Excel exports and when sent back to your purchasing application. {% endhint %} {% hint style="info" %} **Download responses**: If you want to view a supplier's response outside of Fairmarkit, you can download a summary of their response and any attachments. See [View event details and history](/buyers/events/view-event-details-and-history). {% endhint %} ### Award an event With a full award, you can award an entire event to one supplier. {% stepper %} {% step %} From the Events list, click on an event to view it. {% endstep %} {% step %} At the top of the supplier's column, click the **Award** :trophy: button.\ The supplier's entire response is selected and highlighted in purple. A blue confirmation banner displays above the response table. {% endstep %} {% step %} On the confirmation banner, Click the **Award Items** button.A confirmation message displays. {% endstep %} {% step %} If you want to include the purchase order number for the awarded supplier, select the **Add PO** Number option and then enter a **PO number**. {% endstep %} {% step %} If you didn't award the event to the lowest-price response, you will need to select a **Reason to award**. {% endstep %} {% step %} Click **Award**. The awarded supplier is notified, and the event moves to Awarded status. {% endstep %} {% endstepper %} ### Split award an event With split awarding, you will award an entire event but will split the awarded line items between several suppliers. Split awarding can help you find the most savings. However, you will need to issue additional purchase orders for each awarded supplier. {% hint style="info" %} **Note**: The ability to split and partially award events may be disabled for your organization. If you are interested in using these features, contact your Fairmarkit Customer Success Representative. {% endhint %} {% stepper %} {% step %} From the Events list, click on an event to view it. {% endstep %} {% step %} For each line item you want to award, click the Award :trophy: button.\ The supplier's response for the line item is selected and highlighted in purple. A blue confirmation banner displays above the response table, letting you know how many items across how many suppliers were selected. {% endstep %} {% step %} On the confirmation banner, Click the **Split Award Items** button. A confirmation message displays. {% endstep %} {% step %} If you want to include the purchase order number for the awarded supplier, select the **Add PO** **Number** option and then enter a **PO number**. {% endstep %} {% step %} If you didn't award a line item to the lowest-price response, you will need to select a **Reason to award**. {% endstep %} {% step %} Click **Award**. The awarded suppliers are notified that they were awarded part of the event. {% endstep %} {% endstepper %} ### 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. If a supplier submitted a response with a lower quantity, a red warning icon is displayed for the line with the amount they responded to. {% stepper %} {% step %} From the Events list, click on an event to view it. {% endstep %} {% step %} For the line, click the line level **Award** :trophy: button for each supplier you want to award to.
{% endstep %} {% step %} Update the quantity you want from each supplier. The quantity will need to be equal to or less than the quantity you originally requested. {% endstep %} {% step %} Award any other items on the event as needed. {% endstep %} {% step %} On the confirmation banner, Click the **Split award items** button. A confirmation message displays. {% endstep %} {% step %} Click **Confirm award**. The awarded suppliers are notified, and the event moves to Awarded status.
{% endstep %} {% endstepper %} ### Partially award an event If you are not ready to award an entire event, you can partially award line items to one or more suppliers. You can return and award the remaining line items later. However, you will need to issue additional purchase orders for each awarded supplier. {% hint style="info" %} **Note**: The ability to split and partially award events may be disabled for your organization. If you are interested in using these features, contact your Fairmarkit Customer Success Representative. {% endhint %} {% stepper %} {% step %} From the Events list, click on an event to view it. {% endstep %} {% step %} For each line item you want to award, click the **Award** :trophy: button.\ The supplier's response for the line item is selected and highlighted in purple. A blue confirmation banner displays above the response table, letting you know how many items and suppliers were selected. {% endstep %} {% step %} On the confirmation banner, Click the **Award Items** button. A confirmation message displays. {% endstep %} {% step %} If you want to include the purchase order number for the awarded supplier, select the **Add PO Number** option and then enter a **PO number**. {% endstep %} {% step %} If you didn't award the bid to the lowest-price response, you will need to select a **Reason to award**. {% endstep %} {% step %} Click **Award**. The awarded supplier is notified that they were awarded some of the event. A Split Awarded label is added to the event. {% endstep %} {% endstepper %} # View event details and history If you need to review, download, or print a history of an event, there are a few options. ### View activity log During an event, an audit trail of actions on the event is tracked. This includes the action, message, user, and date and time. * From the Events list or the event Details screen, select **Actions > View activity.**
From the list you can: * **Sort**: Click a header to sort the list by the column. * **Filter:** Filter the list based on an action. * **Search**: Search the messages in the list. * **Download Excel**: Download the entire list in Microsoft Excel format. ### Print event details If you need event details outside of Fairmarkit, you can print the information. * From the Events list or the event Details screen, select **Actions > Print**.
### Response QuickView For request for proposal or request for information events, an AI-generated summary of supplier responses, known as the [Response QuickView](/buyers/events/review-supplier-responses/response-quickview), can be automatically emailed to you once your event closes. Additionally, you can manually generate and download the Response QuickView PDF file from your event page. {% hint style="info" %} Contact your Fairmarkit Customer Success Manager to enable this feature. {% endhint %} #### Generate summary * From the Events list or the event Details screen, select **Actions > Generate Summary.**\ A message displays, letting you know that the file will be emailed after it is generated. #### Download summary * From the Events list or the event Details screen, select **Actions > Download Summary.** ### Download event details If you need event details outside of Fairmarkit, you can download the information to PDF or Microsoft Excel format. For multi-round events, details of each round are included. From the Events list or the event Details screen, select **Actions** and then one of the following options: #### Download PDF This option allows you to download a PDF with data from the event.
#### 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.
#### Download Excel This option allows you download a Microsoft Excel spreadsheet with data from the event.
# Request for quote (RFQ) Requests for quote are at the core of Fairmarkit and are built to help you be more efficient and effective in your sourcing process. On a request for quote, you will enter a list of items or services that you need to purchase and then invite suppliers to send quotes for your sourcing process. ### Basic workflow This outlines the basic workflow to create, submit, and award a request for quote. However, there are many variations to this workflow. {% hint style="info" %} **Note**: An event goes through multiple statuses during the request process.[ For more information, see Event status (Buyers)](/glossary/glossary/event-status-buyers) {% endhint %}
* [Create a request for quote](/buyers/request-for-quote-rfq/create-a-request-for-quote): Create an event with information about the items and services you need to purchase and select suppliers to invite. * **Send for quotes**: Once submitted, suppliers can submit quotes, including their prices and terms, within a specified time frame. If they have questions, they can message you directly. * [Award a quote](/buyers/request-for-quote-rfq/review-and-award-a-request-for-quote-event): Once the event is closed, you can review and award your preferred quote. # Buyer - request for quote overview (video) The Buyer request for quote overview is a quick, step-by-step video to help you, as a buyer, create a request for quote (RFQ) in Fairmarkit. It walks you through the essential steps of the process, making it easier for you to create, submit, and award your event. \\ {% embed url="" %} # 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. {% hint style="info" %} Collaborators: For information on how to add a collaborator, see [Manage collaborators](/buyers/events/collaboration-tools/manage-collaborators). You can select if they are able to view or edit the event. {% endhint %} {% hint style="info" %} Field descriptions: See [Request for quote-available fields](/buyers/request-for-quote-rfq/create-a-request-for-quote/available-fields). {% endhint %} ### Create a request for quote For additional ways to create, clone, or import an event, see [Create an event](/buyers/events/create-an-event). If your events are created via integration, you can access your request for quote events from your [events list](/buyers/events). {% hint style="info" %} **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. {% endhint %} {% stepper %} {% step %} From the **menu**, click *Create*. A window displays, asking What would you like to create? {% endstep %} {% step %} Click **Request for quote (RFQ)**. A new, blank request for quote event is created. {% endstep %} {% endstepper %} ### 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](/buyers/auctions/english-classic-auction/create-an-english-auction/english-auction-available-fields#header). Enter the following required fields: {% hint style="info" %} **Tip**: While not required fields, the *Shipping Address,* *Category*, and *Subcategory* fields assist in returning supplier recommendations, helping to make your event more successful. {% endhint %} * 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. {% hint style="info" %} **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. {% endhint %} {% stepper %} {% step %} Click one of the following buttons to add a [line item](/buyers/events/create-an-event/line-items). 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](/buyers/request-for-quote-rfq/create-a-request-for-quote/add-item-by-internal-part-number) * [Import / Export](/buyers/request-for-quote-rfq/create-a-request-for-quote/import-line-items-from-excel) {% endstep %} {% step %} Enter any r[equired fields](/buyers/request-for-quote-rfq/create-a-request-for-quote/available-fields#item-fields). While some fields are optional, but you’ll receive better quotes if you provide suppliers with more information. {% endstep %} {% endstepper %} ### 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](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation). ### 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](/buyers/marketplace-buyers), 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](/buyers/administration/company-settings/edit-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](/glossary/glossary/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 . ### 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. {% stepper %} {% step %} Click **Save and Send**. A confirmation message displays. {% endstep %} {% step %} 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](/buyers/events). When the event closes, you'll be able to award a quote. {% endstep %} {% endstepper %} # Available fields ### Options
FieldDescription
Default / Reverse AuctionSelect this option to switch between a request for quote or a reverse auction event. This option only displays when Reverse auctions are enabled. To turn on this feature, contact support@fairmarkit.com.
Test eventSelect this option to mark this event as a simulated event, allowing you to test without sending emails to suppliers or impacting usage reports. You can only create a test event from a manually created event in Draft status. Once the test event is open, you can generate randomized supplier responses, and then close, award, or cancel the event as needed. By default, all test events, independent of their status, are archived 3 days after they are created. Suppliers will not see or receive emails about test events.
ShareWhen working on an event in Draft status, you can invite collaborators to help you build and review your event. For your collaborators, you can manage their permissions, controlling if they are able to view or edit everything in the event.
commentsClick to access the Comments pane, which allows you to add and view internal comments and supplier messages for the event. This option is only available after the event is opened.
actionsA list of available actions for the event. The available actions are dependent on the type of event and its current status.
### Header
FieldDescription
*TitleEnter a brief title that describes what is included in the event. The title is included in emails to suppliers and helps them to get a general idea about the event.
Business UnitSelect the business unit that requested or is related to the event. This is an optional field that may not be configured for your organization. To turn on this feature, contact support@fairmarkit.com.
RFQ IDThis is typically populated with the purchase requisition or purchase order number from your purchasing application. If not entered, Fairmarkit will automatically assign an ID, which can be edited later, as needed.
Client CompanySelect the client company that is related to the event. This is an optional field that may not be configured for your organization. To turn on this feature, contact support@fairmarkit.com.
*Close DateEnter the date that the event will close. At this date, suppliers will no longer be able to submit responses to the event. This date is used with the Close Time. By default, the event will close three days after being created, but you can edit the date. Your event must be opened for at least 3 hours.
*Close timeEnter the time that the event will close. At this date, suppliers will no longer be able to submit responses to the event. This time is used with the Close Date. By default, 12:00 pm is selected, but you can edit the time. Your event must be opened for at least 3 hours.
Preferred Delivery DateEnter the date when the line items are needed. This date helps when defining shipping timelines and scheduling services.
Requester / ReferenceEnter text like a name, email, or phone number to reference the requester.
Shipping Address

Select an address to receive the line items. As you type, matching addresses display. This field is optional, but recommended. It allows suppliers to provide more accurate pricing by including shipping costs or by directing you to the appropriate sales representative in your area.

Note: If your address isn’t available, click Add new to add your address to Fairmarkit. It will be available for future use.

*Payment processSelect how you will pay for the line item. This information is shared with suppliers. Available options include PO, Invoice Only, and Credit Card.
*Currency

Select a currency (3 characters) for the event.

Note: If you update the event currency on an event, verify the Benchmark price for your line items. Depending on the event type and your company settings, the Benchmark value might not automatically convert when changing the currency,

Shipping TypeSelect your preferred shipping method.
Carrier

Select your preferred shipping carrier.

Note: You can use the Notes to supplier field to add an account number.

Urgency

Let suppliers know if your request is urgent with the Rush and Emergency options. By default, events are set to Normal urgency. If you select Rush, RUSH is appended to the description and your event is highlighted in yellow on the events lists and the supplier's bid page.

If you want to receive an email whenever a supplier responds to a Rush or Emergency event, select the High Urgency RFQ Bid Email option in Email Preferences.

Sealed bidSelect if you want to seal supplier responses until the event is closed. This is an optional feature that may not be configured for your organization. To turn on this feature, contact support@fairmarkit.com.
If enabled, you may have the choice between a 1 or 2 envelope sealed bid. See: Sealed bids
### Request items #### Item fields
\*Required | *Supplier recommendation data* | Additional information area
FieldDescription
Internal Part #Enter your organization's part number for the item. To turn on this feature, contact your Fairmarkit Customer Success Manager.
ManufacturerEnter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.
MFG part #Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.
*DescriptionEnter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See Descriptions for more information.
*UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
*Quantity

Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).

When enabled, you can add additional quantities to potentially benefit from tiered and volume-based pricing. For more information, see Request Additional Quantities.

Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

Suppler part #Enter a supplier's part number. This can be used to match to price book items when enabled and is only available when price books are enabled.
Auto quoting #Enter a supplier's item number. This is used when integrated quoting is enabled to automatically get quotes from suppliers and is not visible to suppliers invited to the event. To turn on this feature, contact your Fairmarkit Customer Success Manager.
CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
#### Group fields
The group fields define the grouping of items the supplier can choose to submit a quote for. \*Required | *Supplier recommendation data* | Additional information area
FieldDescription
Internal Part #Enter your organization's part number for the item. To turn on this feature, contact your Fairmarkit Customer Success Manager.
*Group of equivalent substitute itemsEnter a brief description of the line item you want to purchase. For example, you can enter Laptop, and then add each specific type of laptop you'll accept quotes for in the line items.
*UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
*Quantity

Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).

When enabled, you can add additional quantities to potentially benefit from tiered and volume-based pricing. For more information, see Request Additional Quantities.

CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
The line items are the list of preapproved items that the supplier can submit a quote for.
FieldDescription
ManufacturerEnter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.
MFG part #Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.
*DescriptionEnter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See Descriptions for more information.
Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

#### Service fields
\*Required | *Supplier recommendation data* | Additional information area
FieldDescription
*Service DescriptionEnter a brief description of the service you want to purchase. You can enter up to 4000 characters. This description helps to improve your supplier matches.
*UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
*Quantity

Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).

When enabled, you can add additional quantities to potentially benefit from tiered and volume-based pricing. For more information, see Request Additional Quantities.

Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
#### Group service fields **Group fields**
\*Required | *Supplier recommendation data* | Additional information area
FieldDescription
*Group service title

Enter a brief description of the service you want to purchase. You can enter up to 4000 characters. This description helps to improve your supplier matches.

**Line item fields**
FieldDescription
*Service componentEnter a service component.
*UOMSelect a unit of measure. The default value is Each. For more information, see Available UOMs.
*Quantity

Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres).

When enabled, you can add additional quantities to potentially benefit from tiered and volume-based pricing. For more information, see Request Additional Quantities.

Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

CommentsEnter a comment specific to the line item. Comments can contain up to 5,000 characters.
Date RangeSelect the start date and end date for the date range. This is typically used for services and software subscriptions and licenses.
CategoryAdd one or more categories or category/subcategory combinations (e.g., IT Hardware and Laptops) to define your event. Categories and subcategories are defined when your company was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Customer categories can be turned on at the event or line item level; to turn on categories at the line item level, contact your Fairmarkit Customer Success Manager.
AttachmentsAdd attachments that are specific to the line item. For example, you may want to attach a specification or design document to explain a line item further. Multiple attachments can be added. File names cannot be longer than 255 characters. Click the remove button to delete an attachment.
Internal TagsAdd additional information about the line item. Information is added as free text key and value pairs. You can define multiple keys and multiple values for a single key. These are internal values that are not available to suppliers.
### Customer categories
Select one or more category and subcategory (e.g., *IT Hardware* and *Laptops*) combinations to help further define your event. Customer categories and subcategories were defined when your organization was set up in Fairmarkit. They’re made to match your business practices and can be used to organize and track your analytics in a way that makes sense to your organization. Categories can be turned on at the event or line item level; to change your preference, contact your Fairmarkit Customer Success Manager. ### Suppliers invitation
In the **Suppliers invitation** area, you can invite trusted suppliers from the Fairmarkit database to 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.
{% hint style="info" %} **Supplier invitations**: [Manage supplier invitations](/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation) {% endhint %} ### 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. ### 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](/glossary/glossary/attachments) for more information. # Import line items from Excel When you're manually creating a request for quote and need to add a large number of line items, you can import lines to make the process faster. {% hint style="info" %} **Note**: The template files work with Microsoft Excel 2007 and later versions. {% endhint %} ### Download Excel template {% stepper %} {% step %} Open a draft request for quote. {% endstep %} {% step %} In the **Request items** area, click the **Import/Export** button. {% endstep %} {% step %} Select *Download template for import*. The Excel template is downloaded. {% endstep %} {% endstepper %} ### Add line items Warning! Additional columns cannot be added to the spreadsheet.
Column Descriptions
ColumnDescription
*#

This column is used to number your line items. Use the following numbering based on the line item type:

  • Item: Number the line items sequentially (e.g., 1, 2, 3).
  • Item Group:Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).
  • Service: Number the line items sequentially (e.g., 1, 2, 3).
  • Service Group: Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).
*Type

Enter the line item type.

  • Item
  • Service
  • GroupItem
  • GroupService
Internal Part Number

Enter your organization's part number for the item.

To turn on this feature, contact your Fairmarkit Customer Success Manager.

*ItemEnter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See Descriptions for more information.
ManufacturerEnter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.
MFG Part #Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.
QuantityEnter the quantity of the line item needed. The quantity measure is based on your selected UOM. Value must be a whole number.
UOMEnter a unit of measure. For a successful import, select an existing Fairmarkit UOM for the line item type and make sure it is entered in lowercase (UOMs are case sensitive). You will need to adjust the UOM name for some values, such as No Response to no_response and Yes/no to yes_no. To review a list of available values, see UOM.
Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

Note: Currency type is determined within Fairmarkit, so the spreadsheet does not allow a currency symbol in this column.

Start dateEnter the start date for the line item. This is typically used for services and software subscriptions and licenses.
End DateEnter the end date for the line item. This is typically used for services and software subscriptions and licenses.
CommentsClick to access the Comments pane, which allows you to add and view internal comments and supplier messages for the event. This option is only available after the event is opened.
{% stepper %} {% step %} Open the template in your preferred spreadsheet program. {% endstep %} {% step %} Add line items. You can quickly and easily add up to 150 rows. {% endstep %} {% step %} Save your spreadsheet. {% endstep %} {% endstepper %} ### Import from Excel {% stepper %} {% step %} Open a draft request for quote and click the **Import/Export** button. {% endstep %} {% step %} Select Import from Excel and then select and open your saved file. New line items with the information you defined are added. **Note:** *If there are any issues with your import file, you will receive a message that will tell you which line and column has an issue.* {% endstep %} {% step %} Make any necessary additions or changes to the event before you send it to suppliers. {% endstep %} {% endstepper %} ### Export line items
Column Description
ColumnDescription
*#

This column is used to number your line items. Use the following numbering based on the line item type:

  • Item: Number the line items sequentially (e.g., 1, 2, 3).
  • Item Group:Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).
  • Service: Number the line items sequentially (e.g., 1, 2, 3).
  • Service Group: Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).
*Type

Enter the line item type.

  • Item
  • Service
  • GroupItem
  • GroupService
Internal Part Number

Enter your organization's part number for the item.

To turn on this feature, contact your Fairmarkit Customer Success Manager.

*ItemEnter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See Descriptions for more information.
ManufacturerEnter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.
MFG Part #Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.
QuantityEnter the quantity of the line item needed. The quantity measure is based on your selected UOM. Value must be a whole number.
UOMEnter a unit of measure. For a successful import, select an existing Fairmarkit UOM for the line item type and make sure it is entered in lowercase (UOMs are case sensitive). You will need to adjust the UOM name for some values, such as No Response to no_response and Yes/no to yes_no. To review a list of available values, see UOM.
Benchmark

Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: Benchmark.

Benchmarks can be added manually, imported from your purchasing application, or suggested from historical data (optional).

This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (optional).

Note: Currency type is determined within Fairmarkit, so the spreadsheet does not allow a currency symbol in this column.

Start dateEnter the start date for the line item. This is typically used for services and software subscriptions and licenses.
End DateEnter the end date for the line item. This is typically used for services and software subscriptions and licenses.
CommentsClick to access the Comments pane, which allows you to add and view internal comments and supplier messages for the event. This option is only available after the event is opened.
{% stepper %} {% step %} Add line items to your request for quote. {% endstep %} {% step %} In the **Request items** area, click the I**mport/Export** button. {% endstep %} {% step %} Select *Export to Excel.*\ The line items are downloaded in Excel format. {% endstep %} {% endstepper %}
# Add Item by Internal Part Number When you're adding line items to a request for quote events, you can click the **Add Item by Internal Part Number** button to add one or more line items based on your company's internal part number. To use this option, you will need to work with Fairmarkit to create and configure the line items for each of your internal part numbers you want to use. {% hint style="info" %} For more information, contact . {% endhint %} # Suggest Benchmark from historical data When you add a line item to a request for quote (RFQ) event, the Benchmark value can be automatically generated based on your historical data. This feature simplifies request for quote event creation by automatically populating the Benchmark field, saving time and reducing errors. Leveraging historical data also helps you make informed decisions and quickly assess quote reasonableness, improving procurement efficiency. {% hint style="info" %} [Configurations](https://docs.fairmarkit.com/content/glossaries/configurations.htm): This option is available via an optional configuration setting. To adjust your settings, contact your Fairmarkit Customer Success Manager. {% endhint %} ### How does it work? When you add a line item to your event, your historical data (awarded events and uploaded purchase order line item) is automatically searched for matching items. Items are matched based on the MFG part #, Internal part #, and Description. If a match is found, the Benchmark value is added with a tag icon.
### How does matching work? A suggested Benchmark value is determined by matching line items to your historical data. The search uses *AND* logic, combining multiple criteria for more accurate matches. Exact matches are prioritized. All fields are not required, but providing more information improves the accuracy of the suggestion. If multiple matches are found, a value is not added. Fields are matched in the following order: * **MFG part** # * **Internal Part** # * **Description**\ *Searched if neither part number is matched. Uses 'starts with' to find similar items.* * **Additional Fields** (*UOM*)\ *Can help refine matches but are not required.* ### Can I change the Benchmark value? If needed, you can override the suggested Benchmark with your own value. ### Why a value was suggested? When a suggested value is added, the text displays purple. Hover over the value to see the source of the suggestion (e.g., *Bid: Awarded quote from 'Connection' on 1/22/2026, 10:19:40 AM*).
# Request Additional Quantities To ensure that you're getting the best price on your items, you can request pricing on additional quantities of items for tiered or volume pricing. {% hint style="info" %} To turn on this feature, contact . {% endhint %} ### Add additional quantities From a draft event, you can add additional quantities to a line item: {% stepper %} {% step %} Open an event. {% endstep %} {% step %} On a line item, click the **Add additional quantities** button. The Add additional quantities dialog box displays with a line item for the initial quantity. {% endstep %} {% step %} Click the **Add** button. A new line is added. {% endstep %} {% step %} Enter a *Next Quantity* and a *Benchmark* (optional) value. {% endstep %} {% step %} Repeat steps 2-3 for additional quantities. You can request as many additional quantities as needed. {% endstep %} {% step %} Click the **Save** button. The dialog is closed, and the Add additional quantities button now displays the number of additional quantities that you entered. {% endstep %} {% endstepper %} ### Review additional quantities quotes Once a supplier submits a quote, you can review and award any additional scale pricing your suppliers were able to offer. {% hint style="info" %} When you award your event, you can confirm the quantity with the supplier on the purchase order generated from your purchasing application. {% endhint %} {% stepper %} {% step %} Open the quote. {% endstep %} {% step %} Under *Benchmark price*, click the **Other Quantities** button.\ The screen expands to display a line for each additional quantity that the supplier quoted. {% endstep %} {% endstepper %}
# Fairmarkit categories Fairmarkit provides a list of predefined categories that you can add to your events. While working on a draft request for quote event, Fairmarkit can recommend categories for your event. You can also manually add categories. By adding Fairmarkit categories, you can help to improve the quality of your supplier recommendations and help to standardize reporting for your events. {% hint style="info" %} **See also**: For a list of available Fairmarkit categories, see [List of Fairmarkit categories](/glossary/glossary/categories#businessservices). {% endhint %} ### Fairmarkit categories list You can view the categories added and recommended for your event in the Fairmarkit categories area on the [Add Request for Quotes](/buyers/request-for-quote-rfq/create-a-request-for-quote) screen. For each category, you can review the following information: * **Selected**: Selected categories are highlighed blue with a selected check box. * **Category**: Displays the full category path (e.g., *Facilities Maintenance & Services > Facilities Maintenance Goods > Office Supplies*) * **Label**: Displays a label indicating if the category was *Recommended* or manually added (*Manual*). * **Confidence**: For recommended categories, displays the likelihood that the suggested category matches the goods and/or services for your event. The confidence score is a value of 1 to 5, with 5 being the most likely to be a match for your event. ### Category recommendations Using the information you've entered for your event, Fairmarkit can predict and recommend categories for your event. If your event was created via integration or created at an earlier date and reopened, suggested categories will be automatically displayed in the **Fairmarkit categories** area. If you cloned an event, only categories that were manually added to the original event are cloned. #### Refresh recommendations If you're creating a new event or have updated your event title or line items, you will need to click **Refresh** to update your category recommendations. This option isn't available until you've entered a Title or a line item. Once refreshed, the top four recommended categories are displayed ordered from highest to lowest confidence of a match. {% hint style="info" %} **Warning**: If you've already selected categories and refresh your recommendations, any manually added categories are saved, but any previously selected recommended categories are removed. {% endhint %} ### Add recommended categories To add a recommended category to your event, select the check box. Once selected, the category is highlighted blue. ### Manually add categories If you want to manually select and add Fairmarkit categories, complete the following: {% stepper %} {% step %} Click **Add** **Fairmarkit Category**. The Edit categories window displays. {% endstep %} {% step %} Select the categories you want to add. {% endstep %} {% step %} Click **Update**. The selected categories are added to your event. {% endstep %} {% endstepper %} ### Add additional categories Once you have added Fairmarkit categories to an event, you can add additional manual categories. {% stepper %} {% step %} Click **Edit Fairmarkit Category**. The Edit categories window displays. {% endstep %} {% step %} Select the categories you want to add. {% endstep %} {% step %} Click **Update**. The selected categories are added to your event. {% endstep %} {% endstepper %} ### Remove a category After you've added a category (recommended or manual), you can deselect the check box on the Fairmarkit categories list to remove it from your event.
# Bundle events ## Bundle events If request for quote events contain line items in the same category, it may be beneficial to bundle the events into a single event before you send them to suppliers. Bundling events can result in greater savings on larger quantities of items or services and create attractive and efficient events for suppliers. You can bundle up to 150 line items into a single event and can include any events you have access to in your organization, regardless of assignment. A blue Bundled label is added to the bundled events, and if you hover over the label you can view the original RFQ IDs that were bundled into the new event; you can also use the [event log](/buyers/events/view-event-details-and-history) to view a list of events included in a bundle. {% hint style="info" %} **Important:** Contact your Fairmarkit Customer Success Representative if you are interested in using bundling. Bundling may not be enabled by default. If you have an integration that sends data back to your purchasing application, make sure to mention it in your discussion. {% endhint %} {% hint style="info" %} **Note:** For events to be eligible to be bundled, they must be in the same currency and shipped to the same country. Additionally, shipping addresses cannot be a combination of mailing addresses and PO boxes. {% endhint %} ### Manually bundle events Use this process to manually bundle two or more events. {% stepper %} {% step %} From the events list, select two or more draft request for quote events. To select an event, click the check box to the left of the event. A bundled event can contain up to 150 line items.\ A banner with options displays below the events list.
{% endstep %} {% step %} Click **Bundle**. A confirmation message displays.
{% endstep %} {% step %} Click **Yes**. A new event is created and displayed with the bundled line items. The original events are archived. A blue Bundled label is added to the new event, and if you hover over the label you can view the original RFQ IDs that were bundled into the new event. If a Title is not entered, the title of the first event is used.
{% endstep %} {% step %} Review the new event, editing as needed, and then submit it to suppliers. [For more information, see Create a request for quote.](/buyers/request-for-quote-rfq/create-a-request-for-quote) {% endstep %} {% endstepper %} ### Unbundle an event * From the events list, select **Actions** ![](https://docs.fairmarkit.com/content/resources/images/buttons/actions-btn_20x20.png) **> UnBundle** on the event line.\ The original events are restored and the bundled event is removed.

# Edit a request for quote (RFQ) Once you send your event to suppliers, it moves to [Open status](/glossary/glossary/event-status-buyers). To ensure suppliers have accurate information for submitting their response, you can only edit fields that do not impact the response process. However, you can invite additional suppliers, change the closing date, or send clarifications. If an event is in Draft status, you can edit it as though it were a new event. Major changes needed?: If you need to make significant adjustments—such as adding line items, changing quantities, or modifying descriptions—you have the option to [withdraw your event](/buyers/events/manage-opened-events/withdraw-an-event) within two days of submission and then resubmit, or you may choose to [cancel](/buyers/events/manage-opened-events/cancel-an-event) and create a new event. ### Edit an event * From the events list or the event Details screen, select **Actions > Edit.**\ The event is opened in the create screen.
You can edit your event in the following ways: #### Edit fields You can view all fields, but you can only edit select fields depending on the event status:
Open * Title * RFQ ID * Client Company * Preferred Delivery Date * Requester / Reference * Payment process * Currency * Urgency * Benchmark * Internal Tags * Line item quantity (only available via configuration setting and may be restricted based on your integration) * Manually add supplier invitations * Marketplaces (select, but not remove)
Closed * Title * RFQ ID * Client Company * Payment process * Benchmark * Internal Tags * Line item quantity (only available via configuration setting and may be restricted based on your integratio
Awarded * Benchmark
#### Invite additional suppliers In the Supplier list area, you can send invitations to additional suppliers.\ See: [Manage supplier invitations](https://docs.fairmarkit.com/buyers/events/create-an-event/add-questions/add-categories/manage-supplier-invitation#editasupplier) #### Share to marketplace In the Marketplaces area, you can send your event to a marketplace.\ See: [Marketplace (Buyers)](https://docs.fairmarkit.com/buyers/marketplace-buyers#posttothemarketplace) ### Change the event dates For Opened events, you can change the Close Date and Close time; select **Actions** > Change close date.\ See: [Change event date](https://docs.fairmarkit.com/buyers/events/manage-opened-events/change-event-dates#change)
### Send a supplier clarification To send a note or attachment to all invited suppliers, go to the Supplier Clarifications area and select Add new.\ See: [Supplier clarification](https://docs.fairmarkit.com/buyers/events/communicate-with-suppliers/supplier-clarifications#viewsupplierclarificationhistory)

# Review and award a request for quote event As supplier responses come in and your event comes to a close, you will need to review and award the event. Fairmarkit puts all of the information you need in a single place for easy reviewing and awarding. {% hint style="info" %} **Event close**: An event will typically need to be closed to award a response. However, your organization may allow you to award open events. Events automatically close on the Close Date and Time, but you can also manually close an event. See [Change event dates](/buyers/events/manage-opened-events/change-event-dates). {% endhint %} ### View an event
* From the Events list, click an event to view its details. ### Review responses
For closed events, you can use the Details screen to review responses. The Details screen contains two areas, which provide a summary of responses received and a list of invitations sent to the suppliers. For more information about how event responses are summarized, see [Event summary](/buyers/events). {% hint style="info" %} **Value rounding**: Supplier responses of $1 or more are rounded to two decimal places. Values below $1 are not rounded. Full decimal places are available in Excel exports and when sent back to your purchasing application. {% endhint %} * **Lowest price**: The lowest price is highlighted. * **High/low response**: If you entered a benchmark price, an up or down arrow displays next to each response to show if the value is above or below the benchmark price. * **Delivery days**: Displays the number of days the supplier needs to deliver the item. While one supplier may have a lower price, you will want to make sure that you will receive your items in the necessary time frame. * **UOM conversion**: If a supplier sent a response using a different UOM, hover over the alert icon ![](https://docs.fairmarkit.com/content/resources/images/buttons/alert_22x20.png) to view the formula used to convert the value. * **Other Quantities**: Click the **Other Quantities** button to expand the screen to display a line for each additional quantity that the supplier quoted. [For more information, see Request Additional Quantities.](/buyers/request-for-quote-rfq/create-a-request-for-quote/request-additional-quantities) * **View attachments**: If a supplier has added attachments to their response, the number of attached files is indicated on a download button ![](https://docs.fairmarkit.com/content/resources/images/buttons/download_52x20.png). Attachments can be added at the response or line level. To download a summary of the response and any file attachments, select Actions > Download RFQ details. [For more information, see Download event details.](/buyers/events/view-event-details-and-history) * **View internal notes**: Select **Comments > Internal Notes** to view internal notes shared about the event. [For more information, see Internal notes.](/buyers/events/collaboration-tools/internal-notes) * **View supplier clarifications**: Select **Comments > Supplier Clarification** to review clarifications sent to suppliers. [For more information, see Communicate with suppliers.](/buyers/events/communicate-with-suppliers) ### Run a new round
If you need to gather additional bids after reviewing a closed event, you can run a new round. This allows you to add or remove suppliers and line items while retaining previous responses. Suppliers receive a new invitation and only need to respond to new items. The Run new round option is available if multi-round is enabled for your company. {% hint style="info" %} **See**: [Multi-round events (RFQ & auction)](/buyers/events/review-supplier-responses/multi-round-events-rfq-and-auction) {% endhint %} ### Award a response Once an event is closed and you’ve reviewed supplier responses, it’s time to award the event. Depending on your needs, you can award the entire event to one supplier, split award line items among multiple suppliers, or partially award some items to different suppliers. This finalizes your procurement process in Fairmarkit. Awarding in Fairmarkit may also update data in your purchasing application, depending on the event type and your organization’s integration settings (e.g., updating a purchase requisition with an awarded supplier and a price). See [Integrations](/buyers/integrations). {% hint style="info" %} **Event close**: An event will typically need to be closed to award a response. However, your organization may allow you to award open events. Events automatically close on the Close Date and Time, but you can also manually close an event. See [Change event dates](/buyers/events/manage-opened-events/change-event-dates). {% endhint %} * **Award the event**: Award the entire event, including all line items, to one supplier. [For more information, see Award an event.](/buyers/events/award-an-event) * **Split award the event**: Award the entire event, splitting awarded line items among several suppliers. [For more information, see Split award an event.](/buyers/events/award-an-event) * **Split award a line item**: Award a line item between multiple suppliers.\ [For more information, see Split award a line item.](/buyers/events/award-an-event) * **Partially award an event**: Award some of the line items on an event to one or more suppliers. [For more information, see Partially award an event.](/buyers/events/award-an-event)
# Add an offline quote 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 the offline pricing against your other suppliers for visibility, transparency, and saving calculations. ### Add an offline supplier First, you will need to add an offline supplier to an existing open or closed event. #### Add an existing supplier {% stepper %} {% step %} Open an open or closed event on the Details screen. {% endstep %} {% step %} Select **Actions > Add offline quote**.\ The Add offline quote dialog box displays. {% endstep %} {% step %} In **Search supplier**, enter a supplier's name. As you type, matching suppliers display. {% endstep %} {% step %} Click **Save**. The event page displays for the selected supplier. {% endstep %} {% endstepper %} #### Add a new supplier {% stepper %} {% step %} Open an open or closed event on the Details screen. {% endstep %} {% step %} Select **Actions > Add offline quote**.\ The Add offline quote dialog box displays. {% endstep %} {% step %} In **Search supplier**, click in the field and then click **Quick Add**.\ The Award another Supplier dialog box displays. {% endstep %} {% step %} Enter the following information: * **\*Company title**: Enter the company name. * **\*Email:** Enter the company contact's email address. * First Name: Enter the company contact's first name. * Last Name: Enter the company contact's last name. * **\*Registered:** Select if the company is registered. {% endstep %} {% step %} Click **Next**.\ The event page displays for the new supplier. {% endstep %} {% endstepper %} ### Enter quote details Next, you will need to enter the quote from the supplier. Using the available fields, add any information that you received from the supplier. You will need to include the following required information: * Supplier quote number * Delivery Days * Unit Price ### Submit the quote After all of the quote information is entered, click the **Submit** button. When you return to the event, this quote will be marked with an offline label, and you can award the quote as usual.
# Reopen line items If you have partially awarded a request for quote event, you can reopen the event and resend any line items that have not been awarded to buyers for responses. This allows you to extend the event dates and receive responses for the remaining line items. Remaining line items on an event can only be reopened once. Any awarded line items will not be impacted. {% stepper %} {% step %} From the events list or the event Details screen, select **Actions > Reopen un-awarded items** for a request for quote event.\ A window displays. {% endstep %} {% step %} Edit the date fields as needed. * **Close Date**: Enter the date that the event will close. At this date, suppliers will no longer be able to submit responses to the event. This date is used with the Close Time. * **Close Time**: Enter the time that the event will close. At this date, suppliers will no longer be able to submit responses to the event. This time is used with the Close Date. * **Preferred Delivery Date**: Enter the date when the line items are needed. This date helps when defining shipping timelines and scheduling services. {% endstep %} {% step %} Click **Reopen**, and then from the drop-down list select if you want to *Reopen and notify* (suppliers) or *Reopen without notification.*\ The event is moved to Opened status, and if selected, a notification is sent to invited suppliers. {% endstep %} {% endstepper %}
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