Create and manage RFQ item templates

An RFQ item template defines the information buyers and suppliers provide for each item in a request for quote.

The template establishes:

• The item details buyers provide
• The information suppliers return with their bids
• Which supplier responses are required or optional
• The type of data accepted in each field

Templates can be reused across multiple RFQs.

Before you begin

Create your template as an Excel or CSV file.

The file should contain column headings in the first row, but no item data. You’ll add the actual parts and quantities when you create an RFQ.

An RFQ template is not an item catalog. It defines the fields used in an RFQ rather than storing a master list of parts.

Using an existing BOM: If you already have a bill of materials (BOM), you can use its top row—the column headers—as the starting point for your RFQ template. Copy the header row into a new Excel or CSV file and remove the item data below it. The template defines the fields used in the RFQ; you’ll add the actual parts and quantities when creating the request.

Plan your template fields

Before creating the file, decide what information suppliers need from you and what information you need from them.

Buyer-provided fields

These fields give suppliers the information they need to prepare an accurate bid.

Examples include:

• Part number
• Item description
• Requested quantity
• Unit of measure
• Drawing number
• Material
• Revision
• Required delivery date
• Ship-to location

Suppliers can view these fields but do not enter or change their values.

Supplier-response fields

These fields collect the information you need to evaluate each bid.

Examples include:

• Unit cost * Required response from supplier
• Available quantity
• Lead time
• Delivery date
• Minimum order quantity
• Country of origin
• Supplier part number

Supplier-response fields can be required or optional.

Include the required fields

Every RFQ template must include fields mapped to:

• Part number
• Quantity
• Cost
• Unit of measure

You can name the columns differently in your spreadsheet, but you must map them to the corresponding SourceDay fields when creating the template.

For example:

Create the template file

In Excel or another spreadsheet application:

1. Add each field as a column heading in the first row.
2. Include the four required fields.
3. Add any additional buyer-provided or supplier-response fields.
4. Leave the remaining rows blank.
5. Save the file as an XLSX or CSV file.

Keep column names short and clear so buyers and suppliers understand what information belongs in each field.

The example below includes the four required fields in red. 

• The buyer will provide the Item number, drawing number, part description, qty, unit of measure, & delivery date 
• Suppliers will provide the unit price and lead time  

Upload the template

To create the template in SourceDay:

Go to Items. Click New Template. Select your Excel or CSV file. Enter a clear name for the template. Configure each imported field. Map the required SourceDay fields. Review the completed template. Click Save.

Use a name that helps buyers understand when to use the template.

For example:

• Direct materials
• Manufactured parts
• Electrical components
• Services
• Price-break request
• Capital equipment

Select a data type

Choose the type of information each field accepts.

Available data types include:

• Text – Letters, numbers, and special characters
• Number – Numeric values
• Date – Dates entered in the required date format

Choose the data type carefully. It determines which values buyers or suppliers can enter in the field.

Use Text when a value may contain both letters and numbers, such as a part number or drawing number.

Define who completes each field

For every column, decide whether it is completed by the buyer or supplier.

Buyer-provided field

Leave Response Required and Response Optional unselected.

The buyer will provide the value when adding items to the RFQ. Suppliers can view the information but cannot enter a response in that field.

Common buyer-provided fields include:

• Part number
• Description
• Requested quantity
• Unit of measure
• Material
• Drawing number

Required supplier response

Select Response Required when the supplier must enter a value before submitting the bid.

Use this option for information you must have to evaluate the response.

Common required fields include:

• Unit cost
• Lead time
• Delivery date
• Available quantity

Optional supplier response

Select Response Optional when the information would be useful but is not required to submit the bid.

Use optional fields carefully. Too many response fields can make bids more difficult for suppliers to complete.

Map the required fields

Map the appropriate spreadsheet columns to the required SourceDay fields:

• Part number
• Quantity
• Cost
• Unit of measure

For example, if your spreadsheet uses Item ID instead of Part number, map Item ID to the SourceDay Part number field.

Complete all required mappings before saving the template.

Review and save the template

Before saving, confirm:

• All spreadsheet columns were imported.
• Each field uses the correct data type.
• Buyer-provided fields are not open for supplier entry.
• Required supplier responses are marked correctly.
• Optional responses are not accidentally required.
• Part number, quantity, cost, and unit of measure are mapped.
• The template name clearly describes its purpose.

Click Save when the template is ready.

The template will appear under Items and can be selected when adding items to an RFQ.

Update an existing template

To update a saved template:

1. Go to Items.
2. Select the template from the left navigation.
3. Click Update.
4. Make the available changes.
5. Save the template.

You cannot add or remove columns from an existing template.

If the fields need to change, create and upload a new template. Use a distinct name so buyers can identify the current version.

For example:

• Manufactured parts – Current
• Manufactured parts – 2026
• Manufactured parts – With price breaks

Before replacing a commonly used template, communicate the change to other buyers who create RFQs.

Delete a template

To remove a template:

1. Go to Items.
2. Select the template.
3. Click Delete.
4. Confirm the deletion.

Before deleting a template, confirm that other buyers no longer need it.

Template best practices

• Create reusable templates based on sourcing workflows—not individual RFQs.
• Use consistent field names across related templates.
• Only require information needed to evaluate the bid.
• Use clear supplier-facing field names.
• Include units or expected formats when the field name alone may be unclear.
• Avoid duplicate fields that ask suppliers for the same information.
• Test a new template before using it for an important sourcing event.
• Establish an internal owner for template changes.

What happens next?

Once the template is saved, you can select it when adding items to a draft RFQ.

The template determines the columns displayed in the item list and which fields suppliers complete when submitting their bids.

[Create your first RFQ: quick start]