Creating an "RFQ" in MainStem

In this article, we will show how to generate a Request For Quote (RFQ) and manage from the MainStem platform

Whether it's coming up with the design or sourcing vendors that meet your needs, ordering for special projects can be overly stressful, time consuming and cost ineffective. MainStem has made this easier with our 'Request for Quote' Feature.

From the convenience of one platform, operators now have control over the scope of their special projects.  Easily define the project, whether it be custom packaging or large-scale equipment/machinery, set the criteria, and then open the quote for bids among our extensive verified vendor network. Don't waste time sourcing vendors or living with the uncertainty of whether your project can ultimately be fulfilled - with MainStem's RFQ Feature, what you need is what you get. 

  1. Click on Purchasing

    Click on Purchasing
  2.  

    Click on Request for Quote

    Click on Request for Quote
  3.  

    Click on  Create New RFQ Draft

    Click on  Create New RFQ Draft
  4.  

    Choose A Name For Your RFQ

    This name can be anything. This will the be name that the vendor sees when deciding to accept or deny the quote. Make it concise in order to not miss out on opportunities.

    Choose A Name For Your RFQ
  5.  

    Select a Quote Due Date

    This is the deadline for you to have quotes in hand.

    Select a Quote Due Date
  6. Select An Estimated Award Date

    This is the date you plan to make a decision on the vendor and bid you plan to go with.

    Select An Estimated Award Date
  7.  

    Select the Project Delivery Due Date

    This is the date you want the completed project in hand.

    Select the Project Delivery Due Date
  8.  

    Click on  Create New RFQ Draft

    Click on  Create New RFQ Draft
  9.  

    Select the Location This Project Is Going To

    Select the Location This Project Is Going To
  10.  

    Click on Create

    Click on Create
  11.  

    Now You Can Define The Aspects of Your Project

    Now You Can Define The Aspects of Your Project
  12.  

    Add Any Relevant URL's

    A lot of clients will search google before placing an RFQ. If you have similar designs, products, or projects add the URL to give the vendor the best idea of what they're bidding on. The more information, the better bid results.

    Add Any Relevant URL's
  13.  

    Add Your Individual Line Items

    Add Your Individual Line Items
  14.  

    Click on Add Line Item

    Click on Add Line Item
  15.  

    Add Your Line Items

    Add Your Line Items
  16.  

    Fill Out All Necessary Information

    Add any relevant notes and fill out all the necessary information. Users can add as many line items as they'd like.

    Fill Out All Necessary Information
  17.  

    Click Save

    Click Save
  18.  

    List the RFQ To The MainStem Vendors

    By turning this feature on, you are asking MainStem to invite all of our verified vendors within our network to bid on your RFQ.

    List the RFQ To The MainStem Vendors
  19.  

    Want Help Finding Suppliers?

    By turning this feature on you are asking for assistance from MainStem's Supplier Concierge.

    Want Help Finding Suppliers?
  20.  

    Select A Category

    By selecting a category, you are narrowing down the vendors that can be invited to bid on your request.

    Select A Category
  21.  

    Click On One Of Our Vendors

    After selecting or creating a category, MainStem will automatically list vendors who offer those types of products and services.

    Click On One Of Our Vendors
  22.  

    Decide Your Payment Methods

    MainStem gives its users flexibility when deciding their payment methods. However, please note, most vendors require 50% down for custom projects and capital equipment.

    Decide Your Payment Methods
  23.  

    Once You've Completed Defining Your RFQ, Click Initiate RFQ

    Once You've Completed Defining Your RFQ, Click Initiate RFQ
  24.  

    Click on Confirm

    Click on Confirm
  25.  

    Active Bids

    Once a vendor accepts your quote and places a bid, the MainStem system will notify you of an active bid within your Bids section.

    Vendors can submit multiple bids, bid on individual line items, or bid on the entire project.

    Active Bids
  26.  

    Check Out Your Bids

    Check Out Your Bids
  27.  

    Click on Award Bid

    Once you've narrowed down your quotes to the one you'd like to move forward with, go ahead and select award bid. 

    Click on Award Bid
  28.  

    Click on Confirm

    This will notify the vendor that you have confirmed their quote and allow the MainStem system to facilitate the creation of a Purchase Order.

    Click on Confirm
  29.  

    Click on Decline Bid

    If you do not like the quote you received, or have move forward with another vendor, the MainStem System gives you the option to decline alternate bids. 

    Click on Decline Bid
  30.  

    Click on Confirm

    Click on Confirm
  31. Click On Generate Order

    Once you've accepted a bid, you'll notice a new button that says "Generate Order."

    Click on group
  32.  

    Click on The Individual Line Item

    Click on document
  33.  

    Click on Generate Purchase Order

    Click on Generate Purchase Order
  34.  

    Click on Confirm

    Click on Confirm
  35.  

    Click on Generated Orders

    Click on (1) Generated Orders
  36.  

    Click on  17056

    Click on  17056
  37.  

    Click on Approve Order

    Click on Approve Order