To create a Request for Proposals from a Purchase Request, please follow these steps.
1. Navigate to the left side of the menu, click Request for Proposals and click the Create from Requisition button. The red sticker number on that button shows how many purchase requests can be included in the RFP.
2. Choose the location for an RFP and click a Plus sign in the Action column.
3. On the next page, you can preview the items requested and choose which ones should be included in the RFP by checking the box on the left. Once done, click the Create button.
4. Select the due date (until the RFP is valid), desired delivery date, and currency. Once done, click the Create button.
5. On the RFP draft page, you can see the information block and fields for adding suppliers, items. Also, you can add comments and notes for the specific RFP.
6. To add suppliers to your Request for Proposal, click the Add Supplier button and choose from the list of suppliers in Precoro, or add them manually using the Enter Supplier button.
7. To add items, click the Add Item button to select items from the existing catalog or Add Empty Row to manually add items from outside of the catalog to your RFP.
8. Once everything is set up, click the Confirm button.
Suppliers will receive the notification to their mailboxes based on the emails listed in your request for proposal and could complete it on their side.
9. You will get an email notification when a supplier submits a proposal. You can keep track of suppliers proposals by clicking on the clock/paper symbol in the Status column.
10. You can also track product statuses in your proposal:
- Draft - the RFP has been created but not submitted yet. You need to add products and suppliers to it first.
- Pending - a supplier for this product has not yet been selected.
- Rejected - the supplier will not be able to deliver this product.
- No proposal - no suppliers will be able to provide this product.
- Supplier selected - the supplier for this product is chosen in another proposal.
- Approved - the supplier for this product has already been selected.
11. You can select more than one supplier in the request for proposal or even approve a supplier for each item in the order. It will help you choose only the best deals and save money.
12. Suppliers whose products have been approved will be notified of your decision.
If you have approved all available items, the request for proposal status will be automatically changed to Completed, and the supplier will be notified about your decision by email. Now you can create a PO from the requests. Related PO(s) will be displayed in the "Related documents" column.
13. Also, if you have approved only some of the items, you can complete the request for proposals by yourself using the Complete button. The status of the Request for Proposals will be changed to Completed, and the statuses of unapproved ites will be changed to No Proposals.