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.
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Click on Purchasing
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Click on Request for Quote
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Click on Create New RFQ Draft
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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.
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Select a Quote Due Date
This is the deadline for you to have quotes in hand.
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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.
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Select the Project Delivery Due Date
This is the date you want the completed project in hand.
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Click on Create New RFQ Draft
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Select the Location This Project Is Going To
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Click on Create
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Now You Can Define The Aspects of Your Project
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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.
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Add Your Individual Line Items
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Click on Add Line Item
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Add Your Line Items
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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.
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Click Save
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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.
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Want Help Finding Suppliers?
By turning this feature on you are asking for assistance from MainStem's Supplier Concierge.
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Select A Category
By selecting a category, you are narrowing down the vendors that can be invited to bid on your request.
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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.
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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.
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Once You've Completed Defining Your RFQ, Click Initiate RFQ
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Click on Confirm
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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.
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Check Out Your Bids
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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.
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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.
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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.
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Click on Confirm
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Click On Generate Order
Once you've accepted a bid, you'll notice a new button that says "Generate Order."
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Click on The Individual Line Item
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Click on Generate Purchase Order
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Click on Confirm
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Click on Generated Orders
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Click on 17056
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Click on Approve Order
