Use Revise Items when you need to add, edit, or delete items after publishing a request for quote (RFQ).
Your changes remain hidden from suppliers while you prepare the revision. When the revised item list is ready, submit it to suppliers so they can review the changes and update their bids.
Before you begin
Use the item-revision workflow when:
- The RFQ has a status of Published.
- An item needs to be added or removed.
- A quantity, description, specification, or other item value needs to change.
- Suppliers need an updated item list before bidding continues.
Before starting, gather all required changes so suppliers receive one clear revision whenever possible.
Consider whether the response deadline also needs to be extended to give suppliers enough time to review and respond.
Start an item revision
From the published RFQ:
- Under Bid Settings.
- Click Revise Items.
The RFQ status changes from Published to Published (Pending Updates).
Understand Published (Pending Updates)
While the RFQ is in Published (Pending Updates):
- You can work with the item list as you would in a draft.
- Suppliers continue to see the previously published item information.
- Your pending changes are not visible to suppliers.
- Suppliers are not notified until you submit the revised items.
This gives you time to review and correct the changes before sharing them.
Update the item list
While the revision is pending, you can:
- Edit an existing item
- Add a new item
- Delete an item
Depending on the template, you may update information such as:
- Part number or revision
- Description
- Quantity
- Unit of measure
- Price
- Material or specification
- Drawing number
- Required date
- Other buyer-provided fields
Changes are identified in the item table:
- Red text indicates a deleted item.
- Green text indicates a new or changed item.
Review the revision
Before submitting the revised items, confirm:
- Every intended change is included.
- New items contain all required buyer-provided information.
- Updated quantities, dates, descriptions, and specifications are accurate.
- The correct items are marked for deletion.
- No unintended items were changed or removed.
- Suppliers have enough time to respond before the RFQ deadline.
- Any supporting documents, FAQs, or instructions are still accurate.
Pay particular attention to part numbers. SourceDay uses the part number to connect items in the revised RFQ with items from the previous version.
Submit the revised items
When the changes are ready:
- Review the revised item list.
- Click Submit Items.
- Confirm the action if prompted.
The revised items are sent to suppliers, and the RFQ returns to Published status.
Cancel a pending revision
If you do not want to send the changes:
- Review the pending revision.
- Click Cancel.
- Confirm that you want to return to the original RFQ.
Canceling the revision discards the pending item changes and returns the RFQ to its previously published version.
What suppliers experience
Suppliers who previously submitted a response receive an email notifying them that the RFQ has been revised.
The revised request appears with a Revised status on their dashboard.
When the supplier opens the RFQ, they can:
- Review which items were added, changed, or removed.
- Update their previous responses.
- Enter bid information for new items.
- Submit the revised bid to the buyer.
What happens to existing supplier responses?
SourceDay preserves previously submitted values for items whose part number also appeared in the original RFQ.
This includes:
- Items that were not changed
- Existing items that were edited
Suppliers can review those saved values and make updates when needed.
New items do not have a previous response. Suppliers must complete the applicable bid fields for those items before resubmitting.
After reviewing the revised request, the supplier clicks Submit to Buyer to send the updated bid.
View an earlier RFQ version
The original request and its supplier submissions remain available after a revision.
To view the earlier version:
- Open the current RFQ.
- Click Previous RFQ.
- Review the earlier item list.
- Use the submissions icon to review bids submitted before the revision.
Return to the revised RFQ
From an earlier version, click Next Revision to return to the newer RFQ.
If the request has been revised more than once, use Previous RFQ and Next Revision to move through the revision history.
This history helps you understand:
- What changed between versions
- Which bids were submitted before each revision
- How supplier responses changed
- Which version was active at a particular point in the sourcing process
What happens next?
After submitting the revision:
- The updated RFQ is available to suppliers.
- Previous supplier responders are notified.
- Suppliers can review the changes and submit updated bids.
- The RFQ returns to Published status.
- Earlier versions and submissions remain available in the revision history.
Monitor the RFQ for updated supplier responses and questions.