After logging into the system, please go to the "eControl" module and click on "RFP" in the menu that pops up.
Now, all RFPs maintained in the system are displayed on the left in the "RFP overview" field, sorted by their status. A distinction is made between new, current and expired alerts.
Now please click on the button "Create new RFP".
The call for RFPs will then open on the right with various input fields in which all the information and data for the new call for RFPs can be entered.
First, the RFP must be given a title. In this example, it should be an RFP for printer paper.
Next, a runtime must be defined. Select any period of time by clicking in the "from" and "to" boxes and selecting a respective date.
Now you can specify a language, as well as (if desired) a fixed delivery date, an expiration reminder, a contract duration and a contract volume by clicking in the respective box.
Next, please go to the "organisational facts" tab. Under this tab you will find several mandatory fields in which you must enter information about the call for entries.
These fields include company code, purchasing organization, currency, purchasing group, standard material group, payment terms, and delivery terms.
The fields are filled in by clicking on the respective magnifying glass symbol and selecting the desired designations/values in the dialog window.
Finally, you can enter a cover letter, other information and an internal comment in the "Texts" tab.
Next, please add an item position to the RFP. This is done by clicking on the button "+ new position".
After clicking the button a new dialog window will open where you can select whether you want to add a free text item or a catalog item.
Example: from catalog item
A new dialog window will open, in which you can search for a specific term, as well as for a manufacturer. You can also set filters for the search.
After entering the search term and confirming with "Search", results for this search term will be displayed. Please select the desired position from these results by clicking on the plus symbol.
Now the information about the added article, like name, description, quantity etc. is loaded and can still be adjusted. It is still missing: description of the functions mandatory position etc.
Now you have added the selected item position to the RFP. If you want to make changes to the position afterwards, you can do this using the pencil icon next to the position. Furthermore, you can delete or copy a selected position via the respective buttons.
Next, please click on the "Assigned suppliers/offers" tab.
Under this tab, a supplier can be added via the "?" button on the right. You can add a supplier from the supplier master or a CPD supplier (one-time supplier).
A new dialog window opens with all the suppliers stored in the system. Now enter the desired supplier in the Designation column. This will automatically update the list and show all suppliers with the entered term.
Now please take over the suppliers from these suppliers by clicking on the mouse and then on the button "Take over marked position(s)".
Note: If the selected suppliers do not yet have access to the system, they can be sent access data for the system via the "Send supplier login" button!
Now please click on the button "Publish call".
A dialog window opens, in which you can select by a check mark to which of the stored suppliers the RFP should be sent. In addition, an info text can be entered for the suppliers. The contact persons of the suppliers who have been activated for the RFPs are also displayed here (under eService/Contact persons, a check mark is placed next to Communication RFPs).
With a click on the button "Send now" the tender becomes active and the deposited suppliers receive an information at their next login into the system.
Thereupon, they can submit a bid to the RFP.
