Or, from the View and Manage RFx(s) page, click the Create RFx button. Create New RFx - Use this button to create an RFQ from scratch.

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1 Request for Quote How to Create Create an RFQ To create any RFx (RFI, RFQ, RFP, Auction or Buyer Survey), from the View and Manage RFx(s) page, click on the Create RFx button. Follow the steps below to create an RFQ: 1. From the top toolbar, go to RFx(s) Create New RFx Or, from the View and Manage RFx(s) page, click the Create RFx button 2. In the pop-up window, click the Create New RFx button There are several ways to create a new RFQ in this system: Create New RFx - Use this button to create an RFQ from scratch. Create From Template This allows you to build an RFQ from a previously developed RFQ. Create From Import This uses a previous RFQ that can be imported into your system. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 1

2 Basic Information Type - Choose RFQ from the drop down menu. Name - The naming convention for the RFQ is controlled by the host of the event. It could be descriptive of the organization, products being purchased, or both. Unique ID - This ID is for internal use only. The database uses it to identify this event. If this field is left blank, the system will automatically use what has been entered into the Name field. Description - An optional field used to describe the RFQ for external reference. Business Unit Select the business unit with which the event is to be associated (if applicable). Currency Decimal Places Used to set a default number of decimal places for currency fields in the RFQ. For Test Use Select if you want to exclude this event from management reports. Main Category Use search or the link to select a category for the event (useful for reporting). Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 2

3 Basic Information, continued To configure an RFQ: 1. For the Type, select RFQ from the drop down menu. 2. Enter the Name of the RFQ. 3. Enter the Unique ID. 4. Enter the Description information of the RFQ (optional). 5. Optionally, select the Business Unit from the drop down menu. 6. To change the default decimal places, use the Currency Decimal Places drop-down menu. 7. Click the For Test Use radio button as needed. 8. Click Save, and then Next. This will take you to the RFQ wizard for the event. RFQ Wizard The RFQ Wizard can guide you through the steps needed to create an RFQ event. Once the Basic Information is completed and saved, you will need to identify the currencies used in the event. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 3

4 RFQ Bidding Currencies The system supports multiple currencies. The primary currency defaults to the organization s currency but can be changed as appropriate to the event. If the host has suppliers who will be bidding in currencies other than the primary, those can be added as secondary currencies. To define currency: 1. From the Currency step of the Wizard, click the Bidding Currencies button. 2. Select the currencies you want to have available. Click the right arrow to move them to the selected side. 3. Highlight the currency to be primary and click the Set as Primary button. 4. Click Save, and then click Next to go to the next step in the RFQ wizard. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 4

5 Exchange Rates Currency conversion is done from the available currencies to the primary currency. The host of the RFQ will set the conversion rate(s). The exchange rates should be entered by selecting the current exchange rate table. Note: All analysis is done in primary currency. Suppliers can bid in any currency available in the dropdown box while bidding. To set exchange rates: 1. Click the Select button to choose the exchange rate table that lists each currency. The Currency Table list is displayed. 2. Click the checkbox for the desired table. 3. Click the Select Currency Table button. The currency exchange rates are entered for each of the selected local currencies. 4. Click the Next button to save. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 5

6 Define Bidding Rules The bidding rules control how suppliers can respond to an RFQ. The buyer may set up the RFQ so that the suppliers have the option to offer various types of discounts on products or services. These rules also control how the buyer manages the event. The buyer can determine the bidding options for this RFQ. To enable supplier advanced bidding options, click the checkboxes next to the options. Enable Bundle Bidding: The supplier is able to bundle items together in the RFQ on which a discount can be offered. This can include simple bids or take the place of a simple bid. Enable Volume Discount Bidding: The supplier can offer a discount based on the quantity of items purchased for a specific line item. Enable Business Volume Discount: The supplier can offer discounts based on amount spent. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 6

7 Define Bidding Rules, continued Enable Item Sets: Turns the Set functionality on. Allows buyers to create item sets such as All-or-None sets or Substitution sets. Allow Supplier to Enter Capacity Constraints: The default setting is No. The buyer can allow the supplier to set constraints on the quantity of units in a bid based on manufacturing, inventory, distribution, or other capacity. Lock Bids from View: The default setting is No. The buyer can view the bids while the event is open. Selecting Yes will lock bids from the buyers view until the RFQ has closed. Provide optimization feedback to suppliers and % decrement for optimization feedback: If active, this allows the host to turn on the Creative Negotiation for the suppliers. The system will offer bid suggestions to the supplier based on the % decrement defined by the host. Attachment Rules: Define where the supplier may make attachments during a response or bid. Notification Rules: Indicates if the host and bidders can send notifications from within the event. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 7

8 Item Lots Item Lots allow you to organize the RFQ items into logical groupings. Several items may be associated within a lot. If the host adds an item and determines that it is not needed, the lot can be deleted from the event by clicking on the check box on the far right and then clicking on the trash can icon. To create Item Lots: 1. Select Item Lots from the left sidebar Wizard menu. 2. Click the Create Lot button. The Create Lot dialog box is displayed. 3. Enter a Lot Name. 4. Enter a description of the items in the lot. 5. Click Save. Or, Save and Add Next to continue adding other lots as needed. 6. Click Close. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 8

9 Item Definition Fields The fields in an Item Definition are used by buyers to describe the items to a supplier or as part of the analysis later in the event. There are system generated item definition fields that are included for all event items. The RFQ host can create additional fields that can be used to better describe RFQ items. This allows the buyer to better describe the item and provide that information to potential suppliers. When an item definition field is created in the RFQ, it is immediately applied to every item in the RFQ, both for new and existing RFQ objects. Any number of fields can be created. Examples of these fields include color, size, weight, or manufacturer part number. These would appear on the form for an RFQ item or bid, along with the standard system fields such as Item Name, Unique ID, Reserved Price, etc. Fields can be easily defined to be a required field, of a maximum length, and hold a default value. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 9

10 System Generated Item Fields These fields are provided by the system. Some can be deleted if they are not applicable to the goods or service being sourced. This screen lists the attributes by Name, provides a brief Description, and identifies the type of information or data that is required from the supplier in the Field Type. Some of the key fields are: Name: Reference for the particular good or service being sourced. Minimum Desired Quantity: Minimum quantity of the item to award as a result of the event. (e.g., demand). Maximum Desired Quantity: Maximum quantity to award as a result of the event (e.g., maximum Minimum Bid Quantity: The minimum bid volume accepted for the item. Maximum Bid Quantity: The maximum bid volume accepted for the item. Unit of Measure: Units applicable to quantity specified for this item. Reserved Price: The per unit price ceiling for this item. (This field is only visible to the buyer.) Historical Cost: Value used to calculate savings or loss over the previous purchase of this item. (This field is only visible to the buyer and is used for evaluating savings.) Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 10

11 System Generated Item Fields, continued The buyer can remove some of the fields as appropriate to the event. To delete an item field: 1. Select a field to delete by clicking on the box on the far right of the screen. 2. Click on the trash can icon. Note: The deleted fields are not deleted permanently, but are just hidden. The user can bring them back if desired. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 11

12 Create Item Specifications The buyer can create a custom item definition field within an RFQ. For Example: When sourcing computer equipment, you may need to specify how much memory is needed. To create item definition fields: 1. From Items > Item Definition Fields, click on the Create button. The Create Item Specification dialog box is displayed. Name: A unique name that identifies the Item Specification. Description: A description of this field. Field Type: Identifies how the data are defined. 2. Enter an Item Definition field Name. 3. Enter a Description. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 12

13 Create Item Specifications, continued The criteria entered in this window will vary depending on the attribute selected. Some of the more common entries are listed below: Field Type: Identifies how the data are defined. Default Value: Value appears automatically during the item creation process. Use in Formulas: This enables the information to be available for formulas. Required: If enabled, the buyer must define a value when creating an item. The field is required when a Default Value is set. Available for List Screens: Can be displayed as a column in the Item Attribute screen. Include on Search Form: The field appears in a search form. Visibility: Defines which parties are to see this Item Specification. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 13

14 Create Item Specifications, continued To create an item definition field: 1. Select a Field Type from the drop down menu. 2. Enter Selection list or other data criteria depending on the field type you choose. 3. Enter a Default Value if desired. 4. Enable the Required functionality if desired. 5. Set the Visibility. 6. Click the Save button. Ideas for fields that can be added as item definition fields: Description: Description that would be helpful to the supplier. Unique ID: Any identification value that would be helpful to the supplier or that would identify this for the buyer or buyer organization. Specification URL: The Internet location of a specification document or description. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 14

15 Manage Items Once you have added the item definition fields to the RFQ, you are ready to start creating items. The buyer can add an unlimited number of items. There are three choices to creating items as follows: Single Item A single sourced item the buyer needs. All or None Set The buyer can group together a number of items to be bid on as a single item. Substitution Set The buyer can define a set of items that are equally acceptable and the supplier may select any one of them. Copy Item the buyer can copy an item to create a new item. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 15

16 Single Items The RFQ host will add Single Items (also called Simple Items) to the RFQ. The definition of a Simple Item is an item/product that stands alone, not part of a set of items. Every item can be manually added to the RFQ, or selected from the Category Manager if it is populated. The one rule to follow is that every item added to the RFQ must be associated with a category in the Category Manager. To create items: 1. From Items > Create Items, click the Create Single Item button. The fields displayed are those that were identified in the Item Specification list. Your items may have a different set of definition fields if you deleted some system fields or added custom fields for your items. 2. From Items > Create Items, click the Create Single Item button. For this example, the fields include: Category (required): Linking to a category is beneficial when inviting suppliers that are linked to a category and also when creating various reports. Name (required): Must be unique within the RFQ. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 16

17 Add Simple Items, continued Revision: Any revision number or value. Specification: Any specific values needed to define the item. Minimum Desired Quantity (required): The minimum amount of the item that the buyer will purchase. Maximum Desired Quantity: The maximum amount of the item that the buyer will purchase. When a host defines Minimum Bid Quantity and Maximum Bid Quantity, the values are displayed during the bidding. The suppliers are bound by the parameters set by the event host. RFQ s allow hosts to analyze the results using delivery optimization (e.g. supplier bids can be adjusted to take into account early or late delivery). Items can have a delivery date or a number of lead days set. If a Reserved Price is defined, the supplier must bid at or below the reserve price for the system to consider the bid during analysis. Note: This value is hidden from suppliers and only used in analysis. The Historical Cost is used during analysis to measure the savings from baseline values. The Thickness Layers field we added to the Item Specifications. Once an item is saved to the RFQ, attachments can be added to the item. 3. Click Save or Save and Add Next to add another item to the event. 4. Click Close to close the dialog box. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 17

18 Bid Fields Bid Fields are used by suppliers to enter their bids. In addition to the system-supplied fields, custom-bid fields are created in a similar fashion to item fields, although there are some differences. These fields are created by the RFQ host, but populated by the suppliers. There are several system-defined fields. The RFQ host typically adds bid fields to the system-defined fields when more information is required from the supplier. For example: In a product sourcing event, the host may want prices on tooling and shipping in addition to price per unit. In a service sourcing example, the host may ask for wage rate per hour and number of hours to create a formula for price per unit. The RFQ host can configure a default value, apply fields to one or more items, specify the type of data, and can weight, score and use Bid Fields in formulas. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 18

19 System-Generated Bid Fields The system-generated bid fields that the suppliers will use for bidding are as follows: Minimum Quantity: Suppliers can enter a minimum quantity of items that they can provide. Partial amounts are also allowed here (e.g., 6.5 barrels). If a minimum bid quantity was entered in by the host, the supplier s value will have to be at or above that quantity. The system will always try to find the minimum quantity that the buyer wants. If the supplier does not enter in a value, the system will use the Minimum Desired Quantity that was set by the host. Maximum Quantity: Decimal type bid field. Can be made required or not and can be displayed to buyers and suppliers or hidden. Price Per Unit: Currency type bid field. This field is required. Visibility has to be for both buyers and suppliers. This field can be converted into a formula. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 19

20 Create Bid Fields As the host of an event, you can create bid fields for your RFQ. For example, you may want to have the supplier enter a Transportation Cost or a Tooling Cost. Note: You can only create bid fields while an RFQ is in a Created status. To create bid fields: 1. From the Bid Fields step of the Wizard, click the Create button. 2. Provide Name and Description for your new bid field. 3. Choose a Field Type The system will create more data fields based on the type of bid field that you selected. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 20

21 Create Bid Fields, continued To create bid fields (continued): 4. Enable Auto Score if desired. 5. Set Minimum, Maximum and Default values to bind the suppliers. 6. Select Use in a Formula to make available for formulas. 7. Enable Required if applicable. 8. Identify if the field is available for List Screens or Search Forms. 9. Set the Visibility. 10. Define the Scope of the field, for the Entire RFQ or just a single Item. 11. Click the Save button. 12. Click Close. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 21

22 Some ideas for bid fields that you may want to add: One Time Charge: Currency type bid field. Can be made required. Visibility has to be for both buyers and suppliers. This field can be converted into a formula. Delivery Date: The date on which the buyer wants the goods or service delivered. Visible to buyers and suppliers if Delivery Date is set on a line item. Lead Days: Decimal type bid field. Visible to buyers and suppliers if Lead Days is set for the Delivery Policy on a line item. Cost Adjustment Amount: Currency type bid field. This field is not visible to suppliers. Item Bid Form Select a folder first, and then click Create. Custom bid fields can be scoped for a specific item by creating an Item Bid form. For example: You may want to create a bid field for Freight that applies to a specific item. You will have to map it to that item by creating an item bid form. To create an item bid form: 1. On the wizard, go to Bids > Item Bid Form. 2. Select the folder for the item that will use the custom bid field. 3. Click the Create button on the bottom pane. 4. Enter the information for this Item Bid form the process is similar to creating the standard item bid forms. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 22

23 Invite Suppliers When inviting suppliers to your RFQ, you have the option to invite suppliers from the general list of suppliers or from a previously run RFI. In addition, you can use the Quick Search feature to identify a specific supplier agent or group of agents. To invite suppliers: 1. From Suppliers > Invite Suppliers, click the Invite from Supplier List button. When a buyer invites a supplier to the entire RFQ, the supplier is asked to bid on every Item in the RFQ. A buyer can also invite a supplier to bid on separate Categories, Lots, or Items in an RFQ. Note: In this example, we will invite suppliers for the entire RFQ. 2. Click the Invite for RFQ button. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 23

24 Invite Suppliers, continued The host will invite users within supplier organizations from this screen. Suppliers that have not already been invited will be listed. The suppliers displayed are filtered through the use of the drop down menu to the left of the Invite for RFQ button. Active: (The default) Suppliers that have approved status by the content manager. My Org Suppliers: Suppliers that have been linked to your buyer organization. My Suppliers List: Supplier that are on your personal list. To invite suppliers (continued): 3. Use the page numbers and arrow icons to navigate to the page with the supplier s name. 4. Click in the checkbox next to those suppliers you wish to invite. 5. Click on the Invite for RFQ button. The suppliers are added to the event list. 6. Continue selecting suppliers as needed. 7. When finished, check the list of Invited Suppliers on the screen and then click Next. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 24

25 Edit Invitation Message The system has a default invitation to send to the suppliers. SourcePass allows edits to the standard invitation message to fit your needs. Letter text can be cut and pasted from another program or typed directly in the open area. Use the word processing formatting features to customize and format the message. To edit the invitation message: 1. Edit the Message text (if desired). 2. When finished, click Next. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 25

26 Hosts/Co-Hosts>Edit Invitation Next, you will need to identify other internal team members and invite them to the event. The system has a default invitation that can be sent to potential team members within the buyer organization. However, SourcePass allows edits to the standard invitation letter to fit your needs. Letter text can be cut and pasted from another program or typed directly in the open area. Use the word processing formatting features to customize and format the message. To edit the invitation message: 1. From Host/Co-Host > Edit Invitation Wizard item, edit the Message text if desired. 2. Click Next to save the new text. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 26

27 Host/Co-Hosts>Define Team Defining Team Members allows for event collaboration and shared responsibility with other users within the buyer organization. You can choose which of your team members will assist you with the process of hosting the event. The team members can also be used for a quality assurance/control process. To define the team: 1. From Host/Co-Host > Define Team, click the Add Team Members button. 2. From the All tab, select the checkbox next to the members of the buyer organization that will take part in this RFQ. 3. Click on the Add Team Members button. 4. Click on OK. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 27

28 Hosts/Co-Hosts>Assign Team Roles By default, the creator of an RFQ is designated as the Lead Role meaning that this person will have full permissions within the event and is identified as the Primary Contact for the event. A team member must be designated as a Primary Contact. The host will want to designate which role each team member will have. The Member role has the same permissions as the Lead, with the exception of the ability to schedule the event to open or close. The Observer role only has the ability to monitor the RFQ. To assign roles to team members: 1. From Host/Co-Host > Assign Team, select the role type from the drop-down menu. 2. Enter the Role Letter in the Role selection box for each member(s) of your team. 3. Click Save. 4. Click Next. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 28

29 Attachments There may be documents that the buyer wants to include with this RFQ such as documents regarding Terms and Conditions or Technical Specifications. The buyer can add attachments and group them into specific folders. The attachments dialog box will display who created this attachment and the date and time in which it was attached. Note: Attachments stored in the Private Information folder are only visible to buyers/co-hosts invited to this RFQ. Attachments can originate from the local hard drive or from a web server by providing the URL to a specific website. To add attachments: 1. From Attachments, click Add button. 2. Type in a Name for the attachment. 3. Select a Folder to store it in from the drop down menu. 4. Select a Location for the attachment. 5. Click the Browse button to find the document. 6. Click Save. Note: Use the Update button to replace an attachment with a modified version. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 29

30 Schedule the RFQ The last action step in the RFQ setup is to schedule the RFQ and send out the invitations. Any RFQ can be scheduled to Open Now or to open and close at pre-determined dates and times. The open and close date must be in the future. The close date does not have to be specified; if left blank, it is assumed that the RFQ is perpetual and that the host will manually close it when desired. To schedule the RFQ: 1. Select an Open date/time from the calendar icon or click the Open Now button. 2. Select a Close date/time from the calendar icon. 3. Select an invitation option (manual or automatic). 4. Indicate if you want to send reminders for the opening or closing of the RFQ. 5. If using rounds, enter a name and description to identify this round of the event. 6. Click Save or Next. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 30

31 Schedule the RFQ, continued The host can override either the open or close date at any time by clicking an Open Now or Close Now button. Whenever a change is made to a scheduled date, notifications are sent out to all invited suppliers as well as team members. Manual Invitation: The Send Invitation buttons are only enabled only after a future date for opening is entered and Save is pressed. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 31

32 Summary The last option in the RFQ Wizard is the Summary Report. The Summary Report is a good place to review the RFQ and ensure it is in good order. Attachments can be added on this page. Some of the buttons available on this screen are: Copy RFQ into Template Copies the contents of this RFQ into a template that can be used for future RFQ s. Create Clone RFQ Makes a copy of this RFQ that can be used as a test copy. View Details This will bring up the details of the RFI including invited suppliers listed under Invitations as well as supplier profile details which include name and address. RFQ Print Preview This provides a summary of the major sections of the RFQ that you can review and then print out to provide yourself with a hard copy. Round History View the different Rounds for the event if the event uses Rounds. Export Export the event to an Excel spreadsheet. This is the same as the export function available from the View and Manage RFXs page. Clicking on the View Details button will bring up the RFQ Summary window, including invited suppliers listed under Invitations as well as supplier profile details which include name and address. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 32

33 Request for Quote (RFQ) Advanced Bidding Options Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 33

34 Bundling and Discounts RFQ s offer the option to use creative grouping of items and discounting of price to allow suppliers to offer lower prices, create differentiation, increase revenue potential, and unload additional inventory. The three types of discount options are: Bundle Bid Different items are placed together and offered at a cheaper price than they would be separately. Volume Discount Bid The buyer gets a better price by ordering larger amounts of an item. Business Volume Discount A discount is offered if a certain currency amount threshold is met. The event host must configure bidding rules of the event to allow these options to be available for suppliers. Bundle Bids Bundle Bid - A bid for a number of items in an RFQ (rather than a separate bid for each item). Bundle bids are available only with RFQ s and the buyer can choose to ignore them when performing analyses on returned bids. Mixing high- and low-margin items together, suppliers can protect some profit margin while offering their best price. This unique feature of SourcePass maximizes supplier bidding flexibility while providing price benefits to buyers. For example: The supplier combines Item A, which has a very high profit margin, with Item X, a commodity with a low profit margin and is slow to move. The supplier offers a lower price for the bundle than would otherwise be paid for each item alone. Note: Bundle Bids are placed only after the supplier placed bids on all items that they wish to include in a bundled bid. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 34

35 Bundle Bids, continued To create bundle bids: 1. From the View Items page, click on the Place New Bid button to the right of the item on which you wish to bid. 2. Click the Bundle Bid tab from the Create Bid window. 3. Click the Plus Sign next to each item to expand all of the items to show the simple bids. 4. Select the checkbox for each of the bids that will be a part of the bundle. 5. Click the Create Bundled Bid button. The Confirm Action dialog box is displayed. 6. Provide a name for the bundle bid in the Enter a unique bundle name box. 7. Check the indicator if you would like to save the original simple bids or delete them in place of the new bundled bid. 8. Click Add to Bundled Bid to create the bundle. Notice the total Bundle Price at the top of the screen. This will change as the discount is applied to the bundle. You will choose which items to bundle together in order to receive the discount. The user can click the Add Bid to Bundle to add other simple bids to the existing bundle. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 35

36 Bundle Bids, continued To create bundle bids (continued): 9. Click the check boxes to select the line items that will receive the same discount percentage. 10. Click the Apply Discount to Bundled Bid button to set the discount percentage. 11. Enter the Price Per Unit Discount % for the item(s) that were selected from the prior screen. 12. Enter the One Time Charge Discount %. 13. Click OK to save discount percentages. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 36

37 Bundle Bids, continued After closing the confirmation page, the Manage a Bundled Bid page will now show the new discounted prices for the Price Per Unit, One Time Charge fields and the Total Bundle Price. To create bundle bids (continued): 14. Click the Close button for the Manage Bundle Bids windows. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 37

38 Volume Discount Bids Volume Discount Bid - A quote or bid in which the supplier specifies a quantity range, each with a bid price. A supplier may define several quantity ranges, each with a bid price, for each RFQ item or RFQ set. A one-time charge can be included with the bid for each quantity range. For example: The buyer purchases 500 units at a price per unit (PPU) of $90. The supplier offers the following discounts for purchases in these quantities: units purchased PPU $ units purchased PPU $ units purchased PPU $60.00 The supplier can easily add more schedule lines. SourcePass treats each line of the schedule as a separate bid in the system; the system will select the most appropriate bid to include in the analysis. Suppliers can offer a volume discount if the buyer purchases specified volumes. Volume Discount bids can only be accessed through the Single Bid tab. To create a volume discount: 1. From the Single Bid tab, Click on the Place New Bid button for the item. 2. Click the Volume Discount Bid tab from the Create Bid window (continued on next page). Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 38

39 Volume Discount Bids, continued To create a volume discount (continued): 3. Click the Volume Discount Bid tab from the Create Bid window. 4. Enter the Minimum and Maximum Quantities for the set. 5. Enter the Price Per Unit (required). 6. Enter a One Time Charge and Lead Days as appropriate. 7. Click Add New or Modified Set button to add the set to the list. 8. Repeat Steps 4-7 to create more steps with different quantities for an item. 9. Click the Save button to commit the Volume Discount schedule. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 39

40 Volume Discount Bids, continued Click the Revise Bids/History button to view the Volume discount Bids on the View Bids page. Note that Volume Discounts appear with the same (+) icon as Sets. Clicking the (+) icon expands the bid, showing the individual Volume Sets. The example above shows a Volume Discount bid expanded (4 bids within the Volume Discount). Business Volume Discounts Business Volume Discounts allow the supplier to specify additional discounts for awards that exceed particular currency thresholds. Business Volume Discounts can be defined for one or multiple categories. Discounts can be expressed as percentages or amounts. Multiple Business Volume Discounts (either category or multi-category) can be in effect for a particular supplier at any one time. The supplier fills in a multiple-line pricing schedule, initially offering two different discounts per different amounts. The supplier can easily add additional discount sets. SourcePass treats each line of the schedule as a separate bid in the system; the Analyzer will select the most appropriate bid to include in the analysis. SourcePass will make sure that the minimum/maximum quantity ranges do not overlap. Suppliers can specify additional discounts for awards that exceed particular thresholds % or Currency Available for one or multiple Category(ies) Suppliers can offer a Business Volume Discount if the buyer spends specified currency amounts. The Business Volume Discount can be offered for a specific category or for all categories. If a supplier would like to have a discount for all categories, they must update as new categories are added to the Category Manager List. When bidding on an RFQ, make sure that the discount is set for the categories of the RFQ if desired. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 40

41 Business Volume Discounts, continued Business Volume Discount - A Business Volume Discount (BVD) permits a bidder to specify discounts for different awards that exceed particular dollar thresholds. BVD s can be defined for one or more categories. Discounts can be expressed as percents or dollars, and can be positive or negative. A supplier can have one or more BVD s in effect at any given time. For example: The buyer is prepared to spend $500,000 on a project. The supplier offers a discount of 3% on any purchase amount over $500,000, a 5% discount on any purchase amount over $510,000, etc. Note: None of these discount bids can be entered until a simple bid has been submitted. To create Business Volume Discounts: 1. Viewing all items in the RFQ, click the Manage Business Volume Discounts button. 2. Click the Create button to add a new Business Volume Discount. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 41

42 Business Volume Discounts, continued To create Business Volume Discounts (continued): 3. Either Select All Categories by checking the selection check box, or click on the Browse Categories link to select from the list of categories. 4. Select the Currency Type from the drop down menu. 5. Fill in the Volume amount (in the selected currency) for the discount. 6. Enter the Discount value. 7. Identify if the Discount is in the Currency or a %. Select from the drop-down menu. 8. Click Add Row to create additional discount thresholds. 9. Click on Save. Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 42

43 Summary Suppliers must accept invitations to RFQ s to place a bid. Bidding on RFQ s involves: Minimum and maximum number of units Price per unit One-time charge Multiple bids: In an RFQ, it adds a new bid Hosts may invalidate bids; suppliers may cancel bids Advanced bidding options allow suppliers to provide flexible spend options through: Volume discounts and step volume discounts Bundled bids Business volume discounts Copyright 2014 Exostar LLC All Rights Reserved RFQ Create: 43

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