Add the parts, materials, services, or other items you want suppliers to quote.
An RFQ can contain one item or many items. Before adding them, you’ll select the item template that defines the information included in the request and the fields suppliers complete with their bids.
You must add at least one item before publishing an RFQ.
Before you begin
Make sure:
- The RFQ has been created and is in Draft status.
- The item template you need is available.
- Your item information is ready.
If you need a different set of fields, create or update the item template before continuing.
[Create and manage RFQ item templates]
Select an item template
From the draft RFQ:
- Click Template: N/A.
- Select the template you want to use from the popup window.
- Click Choose Template.
The selected template determines the columns displayed in the item list and the information suppliers are asked to provide.
Choose how to add items
You can add items in two ways:
- Enter Single – Add one item at a time.
- Import Multiple – Upload multiple items from a CSV file (BOM).
Manual entry works well for short requests. Use the import option when the RFQ contains several items or when the item information already exists in a bill of materials, ERP export, or spreadsheet.
Add one item manually
To add an individual item:
- Click the Add Items dropdown.
- Select Enter Single.
- Complete the item information.
- Click Add Item.
- Repeat these steps for each additional item.
The required fields are:
- Part #-Rev
- Quantity
- UM
- Price
Complete as many additional fields as possible. Clear part descriptions, specifications, drawings, dates, and other details help suppliers provide more complete and accurate bids.
Import multiple items
To add several items at once, first download the import file created from the selected template.
Download the item import template
- Click Item Import Template.
- Download and save the file.
The downloaded file contains the columns from the RFQ item template you selected.
Complete the file
Enter the item information into the downloaded template.
When completing the file:
- Keep the existing column headings.
- Add one item on each row.
- Complete Part #-Rev, Quantity, UM, and Price.
- Complete as many additional buyer-provided fields as possible.
- Use the format expected for each column.
- Review part numbers, quantities, and units of measure for accuracy.
- Save the completed file as a CSV.
You can copy item data from a bill of materials or ERP export into the matching columns.
Do not add, remove, or rename columns in the downloaded template.
Import the items
After completing the CSV file:
- Return to the RFQ.
- Click the Add Items dropdown.
- Select Import Multiple.
- Select the completed CSV file from your computer.
- Upload the file.
- Review the imported items.
SourceDay uses the CSV data to create the items in the RFQ.
Review the item list
Before continuing, confirm:
- Every item suppliers need to quote is included.
- Part numbers and revisions are accurate.
- Requested quantities are correct.
- Units of measure are consistent.
- Prices and other buyer-provided values are accurate.
- Descriptions and specifications provide enough information.
- No duplicate or unintended items were added.
Suppliers use this information to prepare their bids. Complete and accurate item data helps reduce questions, incorrect pricing, and incomplete responses.
Edit an item
While the RFQ is in Draft status:
- Find the item in the item list.
- Click the lightning bolt next to the item.
- Select Edit.
- Update the item information.
- Save your changes.
Delete an item
While the RFQ is in Draft status:
- Find the item in the item list.
- Click the lightning bolt next to the item.
- Select Delete.
- Confirm the deletion.
Make sure you are removing the correct item before confirming.
Change items after publishing
Once an RFQ has been published, use Revise Items to change its item information.
The revision workflow allows you to add, edit, or delete items before sending the updated item list to suppliers. Suppliers who previously submitted a bid are notified and can update their responses.
What happens next?
The items are now part of the draft RFQ. Suppliers cannot view or bid on them until the request is published.
Next, add the supplier contacts you want to invite.