Working with RFx Instances[edit]


= Working with RFx Instances =

The Icertis Sourcing app enables buyers to create and manage end-to-end RFx process. RFx is an acronym for Request for '''x''', where '''x''' may stand for ''Information ''or''Proposal ''or ''Quotation''. Buyers can create an RFx instance, add line items, select suppliers and supplier contacts, create agreements with the suppliers, add team members to the instance for review and approval process and send the instance for approval. Here is the RFx workflow at a glance:
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 1.png|720px|7.9 Sourcing RFX Instances 1.png]]</div> <div class="image-green-border">&nbsp;</div> 
=== Creating the RFx Instance ===

1.&nbsp;'''Click''' the ''Sourcing'' tile on the ''Dashboard''. The ''Sourcing'' page opens. A list of all the RFx instances is displayed.
<div class="image-green-border">2.&nbsp;'''Click '''the ''Create RFx'' tile. The ''Create RFx'' page opens.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">3.&nbsp;'''Select '''a Sourcing Entity from the ''Select Sourcing Entity'' drop-down in the ''Contract Type Details'' ''(Step 1 of 4)'' section. The contract type is configured in the system with default Attributes.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">4.&nbsp;'''Click''' ''Next''. The ''Attributes'' ''(Step 2 of 4)'' page opens. The attributes are grouped under various categories. For example, ''RFx Information'', ''RFx Configs, etc''.</div> 
5.&nbsp;'''Select '''or'''enter '''the values for all the required Attributes in the ''RFx Information'' group:

*Enter the RFx Name. For example, ''Procurement for Admin department''. 
*Enter the information of the RFx instance in the ''AppSrc Description'' field. 
*Select an ''AppSrc Category'' from the drop-down. For example, ''Office Supplies''. 
<div class="note-box">'''Note''': You can also add a new category by clicking the plus icon next to AppSrc Category option.</div> 
*'''Select '''the ''Round Start Date'' and ''Round End Date''. When you enter the dates, a round is created automatically as soon as the RFx instance is approved. 
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 5.png|720px|7.9 Sourcing RFX Instances 5.png]]</div> 
6.&nbsp;'''Select''' appropriate values and settings under the ''RFx Configs'' group.

*''View Bids'': '''Select''' an appropriate option from the drop-down. There are following options: 
**''Sealed Envelope'': When you select this option, the bid and bid responses are not visible to the buyer until the round is closed. 
**''Open RFx'': When you select this option, the bid and bid responses are visible to the buyer throughout the duration of the round, as and when the supplier submits the bid.   
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 6.png|720px|7.9 Sourcing RFX Instances 6.png]]</div> 
*'''Select''' ''Yes'' or ''No'' for the following Configuration settings as per your requirement: 
**''Auto Copy Bids from Previous Rounds: '''''Select '''''Yes ''if you want to allow copying bids from previous rounds to the new round. This displays the bids from the current rounds and the bid responses with values added in the most recently closed round in ''Draft ''state to the suppliers. The default value for this option is set to ''Yes.&nbsp;'' 
**''Allow Foreclosure of Rounds'': '''Select''' ''Yes'' if you want to close the round before the selected round end date. This displays the ''Close Round ''button on the ''Round Details ''page to close the round manually. If you select ''No, ''then the round will be closed automatically only after the selected round end date. The default value for this option is set to ''Yes.'' 
**''Allow New Supplier During RFx Phase'': '''Select''' ''Yes'' if you want to allow new supplier(s) to be added during the entire RFx lifecycle. However, the newly added supplier(s) can participate in a new round only, not in an ongoing round. The default value for this option is set to ''No.''   

*'''Enter '''the ''Terms For Participation'' in the given field. They will be visible to the suppliers only if the buyer adds it when creating the RFx. The suppliers should accept the Terms before they can participate in the bidding process of the RFx. For example, if a supplier has multiple contacts and if one of the contacts accepts the terms for participation, then other contacts are not required to take any action on that and the ''Terms for Participation ''will not be displayed to the remaining contacts. 
*''Allow New Line Item During RFx Phase'': '''Select''' ''Yes'' if you want to allow new line items to be added during the entire RFx lifecycle, However, the newly added line item(s) can be part of a round only before it starts and not in an ongoing round. The default value of this option is set to ''No.'' 
*'''Select''' the following contracts (if applicable) by clicking&nbsp;the drop-down arrow or the ''Lookup Search icon:'' 
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 7.png|720px|7.9 Sourcing RFX Instances 7.png]]</div> <ul style="margin-left: 40px;">
<li>''Associate Contracts'': Sourcing app allows the buyers to create contracts such as NDA, for all the suppliers selected when creating RFx. A separate contract will be created for each supplier.</li>
<li>''Mandatory Contracts'': It is the contract that should be present for all the suppliers before the RFx moves to the next phase. The value in this option will be populated automatically based on the value selected in the earlier option. You cannot select any value in this option if you don’t select anything in the&nbsp;''Associate Contracts ''option.</li>
<li>''Prerequisite Contracts'': The Supplier can access the RFx instance only after it is in ''Approved'' state. After the Round is started, a ''Terms for Participation ''window is displayed to the supplier with an option to accept or decline. The Suppliers can access the RFx only after they sign the Prerequisite Contract after accepting the terms for participation. If the Suppliers do not sign the contracts a message is displayed by ICM, along with a list of documents asking the suppliers to complete the documents before accessing the RFx.</li>
</ul>

The values selected in these fields are populated on the RFx ''Details'' page under the ''Agreements'' tab. This enables the buyer to create Agreements relevant to the RFx that is created.
<div class="note-box">'''Note''': Selecting an Associate Contract automatically populates the values in ''Mandatory Contracts ''and ''Prerequisite Contracts. ''If you do not select any values in any of the contracts, these values be displayed as blank when you create the RFx.</div> 
The attributes for mandatory and prerequisite contracts are interlinked and both the attributes display the list of different contract types that can be associated with the RFx. ICM validates whether the prerequisite and mandatory contracts added to the RFx are in ''Approved'' state.

7.&nbsp;'''Click''' ''Next''. The ''Select Template'' ''(Step 3 of 4)'' page opens. This is an optional step depending upon how the application is configured. Usually there would be only one template associated with the RFx that is selected automatically. However, multiple templates can be configured in ICM as per the business requirement.
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 8.png|720px|7.9 Sourcing RFX Instances 8.png]]</div> 
8.&nbsp;'''Click''' ''Next''. The ''Verify'' ''(Step 4 of 4)'' page opens. Verify all the information you have just entered.
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 9.png|720px|7.9 Sourcing RFX Instances 9.png]]</div> 
9.&nbsp;'''Click''' the ''Create RFx'' button. The RFx ''Details'' page opens.&nbsp;&nbsp;
<div class="image-green-border">[[File:7.9 Sourcing RFX Instances 10.png|720px|7.9 Sourcing RFX Instances 10.png]]</div> 
=== RFx Details Page ===

Buyers can view the current status and details of the RFx in various sections of the left navigation pane on ''RFx Details'' page. Buyers can also perform a variety of actions based on the current state of the RFx.

Here is a brief description of the options in the left navigation pane of ''RFx Details ''page.

*RFx Information: This section displays the basic details of the current RFx instance. It has the following sub-sections. 
**Summary: Displays the name of the RFx instance (that is added while creating), who created it, and RFx instance details. 
**Details: Displays the details specified while creating the RFx instance. 
**Preview: Displays how the RFx document would actually look. '''Click '''the ''click here ''in ''To see full document click here ''to download and view the full document in pdf format.   
*RFx Package: This section displays the following details. 
**Line Items: '''Click '''this option to view the list of line items associated with the RFx. '''Click '''the plus icon next to ''Line Items ''on RFx ''Details'' page to add a new line item. 
**Internal Attachments: Displays the list of existing internal attachments associated with the RFx. Internal attachments are associated documents uploaded by the buyers and only available to the buyer team. '''Click '''the plus icon next to internal attachments to add new to the list. 
**External Attachments: Displays the list of existing external attachments associated with the RFx. External attachments are associated documents uploaded by the buyers and available to both buyers and suppliers. '''Click '''the plus icon next to external attachments to add new to the list.   
*Supplier Information: Displays the list of existing suppliers and allows buyers to add new suppliers along with their contact information. 
**Suppliers: Displays the list of suppliers added to the RFx created by the buyer. '''Click '''the plus icon next to ''Suppliers ''to add a new supplier. 
**Supplier Contacts: Displays the list of supplier contacts that are populated automatically after you select the suppliers in the previous step.   
*Agreements: Displays all the agreements that were selected initially when creating the RFx. 
*Collaboration: Allows the internal or external team members to communicate with other internal or external team members by creating topics and posting messages in it. 
*Round: Displays the list of rounds associated with the RFx along with their current state. '''Click '''the plus icon next to Round to add a new round. 
*Awarding: Displays the RFx instance awarded to the supplier. After the rounds are closed and awarding is initiated by the buyer, an awarding object is created. 
*Team: Displays the members added to the team for this RFx instance. '''Click '''the plus icon to add new team members to the RFx. 
*Notes: Displays the additional information about the RFx if it is added. 
*History: Displays how the RFx has progressed till now. The actions performed by the buyer are displayed by the buyer on the RFx instance are displayed under ''History'' in the left navigation pane on RFx ''Details'' page. 

Buyers can perform the following actions from the ''RFx Details ''page:

*''Download RFx Document: '''''Click '''this button to download the RFx document in Microsoft Word format. The downloaded document is based on the template selected while creating the RFx instance. 
*Edit: '''Click '''this button to go back and make changes to the RFx that you created. 
*Send for Approval: '''Click '''this button to send the RFx instance for approval. 
*Download Package: '''Click '''this button to download the RFx instance along with all its associations. You can select specific associations that you want to download or select the RFx instance checkbox to download the RFx package. RFx package is downloaded as a zip file that contains all the attachments relevant to the RFx. When the zip file is exported on user’s local machine, a folder structure is created that resembles the RFx structure, and the files are located in the respective locations.The files names will be the same when downloading or uploading them to ICM. The files will be downloaded as per the defined folder structure which helps users to easily identify files under individual folders of the RFx and avoid any discrepancies.&nbsp;Downloading the RFx package displays the folders for RFx, round, bid as they are displayed in ICM. The rounds and bids folders are merged in a single folder and the template files are added to the relevant round or bid folder. 
*Delete: '''Click '''this button to delete the RFx instance. After deleting the RFx instance, the ''Sourcing ''page opens and the deleted RFx will not be available on the user interface. 

=== &nbsp; ===

=== Copy RFx&nbsp; ===

Buyers can now:&nbsp;

*Copy the Sourcing event. 
*Select and copy associations such as line items, questions, questionnaires, suppliers, supplier contacts, internal and external attachments, and commitments.&nbsp; 
*Copy the RFx association team based on the configured rule. Copying any user (other than the primary owner) makes that user a primary owner of the RFx, and the user who was initially the primary owner then becomes the secondary owner of the copied RFx.&nbsp; 

Additionally, global sourcing involves globally distributed buyers team. This team may clone the sourcing event at the regional level to identify and shortlist suppliers&nbsp;and link the sourcing events with one another.&nbsp;Linking the copied RFx to the original version can be achieved by selecting Yes for Link To RFx.

'''Note''': This depends on the RFx configuration.&nbsp;

You can copy an RFx from the:

*''Sourcing index&nbsp;''page 
*RFx&nbsp;''details&nbsp;''page 

To copy an RFx from the&nbsp;''Sourcing&nbsp;''index page:&nbsp;

1.&nbsp;'''Click '''dots''next to the RFx on the Sourcing index page and then '''click '''''Copy Record''. The ''Copy Record ''window opens.

&nbsp;

2.&nbsp;'''Select''' ''Yes'' next to ''Link To RFx'' that is being copied.&nbsp;

&nbsp;

3.&nbsp;'''Select''' the checkbox next to the RFx that you want to copy and then '''click''' ''Copy'' to copy the RFx without the associations.&nbsp;

&nbsp;

4.&nbsp;'''Select''' the ''Associations'' checkbox to select all the associations of the RFx to copy. You can select specific associations that you want to copy.&nbsp;

&nbsp;

=== Adding Line Items ===

You can add line items at any stage of the RFx instance depending upon RFx configuration settings. Line items are products that the buyer is looking to procure through the RFx instance. When you create the RFx instance, the RFx ''Details'' page opens with the RFx status displayed as ''Draft''. You can use the left navigation pane to add one or more line items. You can also add line items using Microsoft Excel import by selecting the file from your local machine and uploading it to ICM Sourcing.
<div class="image-green-border">[[File:7.9 Sourcing Adding Line Items 1.png|720px|7.9 Sourcing Adding Line Items 1.png]]</div> 
To add line items:

1.&nbsp;'''Click''' the ''Create Association'' icon next to ''Line Items'' under the ''RFx Package'' tab. The ''Line Items'' window opens.
<div class="image-green-border">[[File:7.9 Sourcing Adding Line Items 2.png|720px|7.9 Sourcing Adding Line Items 2.png]]</div> 
2. '''Enter '''the values in the following fields:

*''Name'': '''Enter''' the name of the items you want to procure. For example, ''Laptops''. 
*''Part Number'': '''Enter''' the specific details of the item. For example, Model number. 
*''Description'': '''Enter''' more information of the item. 
*''Unit of Measure'': '''Select''' appropriate unit of measure depending upon the item. For example, ''Piece, Each, Pack'', etc. 
*''Unit of Order'': '''Select''' the unit of order you want to procure. For example, in the multiples of 10s or 100s etc. 
*''Desired Quantity'': '''Enter''' the quantity of the item you wish to procure. 
*''Bid Currency'': '''Select''' the currency from the drop-down. 
*''Additional Details'': You can upload a file that contains additional details about the item. 
<div class="image-green-border">[[File:7.9 Sourcing Adding Line Items 3.png|720px|7.9 Sourcing Adding Line Items 3.png]]</div> 
3. '''Click''' ''Create''. The Line Item is created. The Count is updated in the left navigation pane on the RFx&nbsp;''Details'' page.
<div class="image-green-border">[[File:7.9 Sourcing Adding Line Items 4.png|720px|7.9 Sourcing Adding Line Items 4.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note: '''Repeat steps 1-3 to add more line items.</div> 
=== Selecting Suppliers ===

Suppliers are the businesses that participate in the RFx bidding process. The suppliers and their information such as ''Names, Addresses, Contact Numbers, Email Addresses,'' and&nbsp;''Supplier Contacts'' are added to the Masterdata.

To add suppliers:

1.&nbsp;'''Click '''the ''Create Association'' icon next to ''Suppliers''. The ''Supplier'' window opens.
<div class="image-green-border">[[File:7.9 Sourcing Selecting Suppliers 1.png|720px|7.9 Sourcing Selecting Suppliers 1.png]]</div> 
2.&nbsp;'''Search''' for the desired supplier(s) or '''select''' the suppliers from the displayed list under the ''Supplier'' tab.
<div class="image-green-border">[[File:7.9 Sourcing Selecting Suppliers 2.png|720px|7.9 Sourcing Selecting Suppliers 2.png]]</div> 
3. '''Click''' ''Next''. The ''Supplier Contacts'' tab opens displaying the contact details of the suppliers.
<div class="image-green-border">[[File:7.9 Sourcing Selecting Suppliers 3.png|720px|7.9 Sourcing Selecting Suppliers 3.png]]</div> 
4.&nbsp;'''Click '''''the View Record ''icon next to the supplier’s name. The supplier’s contact details are displayed.
<div class="image-green-border">[[File:7.9 Sourcing Selecting Suppliers 4.png|720px|7.9 Sourcing Selecting Suppliers 4.png]]</div> 
5.&nbsp;'''Select''' the desired ''Supplier Contact(s)''.

6. '''Click '''''Save''. The selected supplier(s) and supplier contact(s) are added to the RFx instance. The count is updated under the ''Supplier Information'' tab in the left navigation pane.
<div class="image-green-border">[[File:7.9 Sourcing Selecting Suppliers 5.png|720px|7.9 Sourcing Selecting Suppliers 5.png]]</div> 
=== Error Validations&nbsp; ===

Buyers will now receive a system message when:

*Sending an RFx for approval in case prerequisite contracts are not in the Approved status for suppliers. 
*Sending an RFx for approval in case mandatory contracts are either not created or exist in one of the states - ''Cancelled'', ''Expired'', or ''Terminated'' for suppliers.&nbsp; 

The selected suppliers will be able to view the validations for these contracts and they will not be displayed to suppliers who are not selected. The validations will be applicable on one contract type instance of each prerequisite contract type that is in Approved or later status.

For example, if there are two prerequisite contract types such as a Warranty Agreement Q1 (in ''Approved'' status), and Warranty Agreement Q2 (in ''Draft'' status), and a mandatory contract such as Annual Fixed Cost (in ''Approved'' status), then the validations will be displayed only for the selected suppliers of the agreements - Warranty Agreement Q1 and Annual Fixed Cost.

To view the error validations:&nbsp;
<div class="image-green-border">1.&nbsp;'''Click&nbsp;'''''Send for Approval&nbsp;''on RFx&nbsp;''Details&nbsp;''page. The&nbsp;''Contract Status Validation&nbsp;''window opens.&nbsp;</div> <div class="image-green-border">[[File:Validations - pre req & mandatory 1.PNG|RTENOTITLE]]</div> 
2.&nbsp;'''Click&nbsp;'''the ''Mandatory Contracts&nbsp;''tab next to the&nbsp;''Prerequisite Contracts&nbsp;''tab.&nbsp;
<div class="image-green-border">[[File:Validations - pre req & mandatory 2.PNG|RTENOTITLE]]</div> 
A message is displayed as above indicating that the contract types are either not created or exist in one of the statuses as Expired, Terminated, or Cancelled. In this example, the contract types Fixed Cost and NDA are not created.&nbsp;

3.&nbsp;'''Click&nbsp;'''the plus icon to the mandatory contract that was configured when creating the RFx and create the mandatory contracts using the process to create the bulk agreement.&nbsp;

4.&nbsp;'''Click&nbsp;'''''Send for Approval.&nbsp;''The&nbsp;''Contract Status Validation&nbsp;''window opens displaying only the Prerequisite contracts.&nbsp;
<div class="image-green-border">[[File:Validations - prereq contracts only.PNG|RTENOTITLE]]</div> 
&nbsp;

&nbsp;

=== Creating Bulk Agreements ===

The Sourcing App offers you a convenient way of creating bulk agreements with the suppliers, without having to move out of RFx instance that you are working on. The agreements must be already configured in ICM. These agreements may be made mandatory for the supplier to sign before the supplier can participate in the RFx. The RFx displays all the agreements created from the RFx and they have all the agreement information. This allows the buyer to conveniently navigate between the RFx and the agreement associated with the RFx.

To create an agreement:

1.&nbsp;'''Click''' the ''Create Association'' icon next to the agreements in the left navigation pane on the RFx ''Details'' page. For example, NDA, Warranty Agreement.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 1.png|720px|7.9 Sourcing Creating Bulk Agreements 1.png]]</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 2.png|720px|7.9 Sourcing Creating Bulk Agreements 2.png]]</div> 
2. The ''Attributes (Step 2 of 4)'' page opens in the new browser tab.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 3.png|720px|7.9 Sourcing Creating Bulk Agreements 3.png]]</div> 
3. '''Enter''' values for all the attributes, some of which may be mandatory.

4. '''Click '''the ''Select Multiple Suppliers ''icon next to ''Suppliers and Agreement Details. ''The ''Supplier ''page opens.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 4.png|720px|7.9 Sourcing Creating Bulk Agreements 4.png]]</div> 
5. Repeat steps 2 to 6 from the ''Selecting Suppliers'' section to add a supplier.

6.&nbsp;'''Click '''''Next''. The ''Select Template'' ''(Step 3 of 4) ''page opens.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 5.png|720px|7.9 Sourcing Creating Bulk Agreements 5.png]]</div> 
7.&nbsp;'''Select''' a Template.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 6.png|720px|7.9 Sourcing Creating Bulk Agreements 6.png]]</div> 
8.&nbsp;'''Click '''''Next. ''The ''Verify'' page opens. Verify all the information you have entered.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 7.png|720px|7.9 Sourcing Creating Bulk Agreements 7.png]]</div> 
9. '''Click''' the ''Bulk Create Agreement ''button. The agreement is created.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 8.png|720px|7.9 Sourcing Creating Bulk Agreements 8.png]]</div> 
10.&nbsp;'''Click''' the ''View Record'' icon next to the NDA instance on the ''Sourcing'' page. The NDA’s ''Details'' page opens with the NDA in the ''Draft'' state.
<div class="note-box">'''Note''': The number of instances of the selected NDA Agreement created matches with the number of suppliers selected while creating the RFx.</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 9.png|720px|7.9 Sourcing Creating Bulk Agreements 9.png]]</div> 
After the Agreement is created for a supplier, you can proceed with the agreement workflow as configured. For example, you can send the agreement for approval.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 10.png|720px|7.9 Sourcing Creating Bulk Agreements 10.png]]</div> 
11. '''Click''' the ''Send For External Signature'' button on the ''Details'' page. The agreement is sent to the supplier(s) for signatures. The status of the agreement changes to ''Executed'' when all the suppliers sign the NDA.
<div class="image-green-border">[[File:7.9 Sourcing Creating Bulk Agreements 11.png|720px|7.9 Sourcing Creating Bulk Agreements 11.png]]</div> <div class="image-green-border">&nbsp;</div> 
=== Link Existing Contracts&nbsp; ===

Buyers can now:&nbsp;

*Link existing supplier contracts (prerequisite, mandatory, associated contracts) allowing buyers to leverage existing contracts with suppliers.&nbsp; 
*View the contracts of the supplier when creating the bulk agreement that allows assigning any supplier contact as a signatory for the agreement. 
*View the signatory of the prerequisite contracts that allows the suppliers to connect with the signatory if there are any issues with the contracts.&nbsp; 
*Send the agreements for approval in bulk that helps avoid sending the agreements for approval individually.&nbsp; 
*Select the new signature type&nbsp;''Click to Sign&nbsp;''allowing suppliers to participate in the sourcing event by previewing, accepting, or declining the terms and conditions set by the buyer.&nbsp; 

To link existing contracts:&nbsp;

1.&nbsp;'''Click&nbsp;'''the&nbsp;''Create Association&nbsp;''next to the agreements in the left navigation pane on the RFx&nbsp;''Details&nbsp;''page. For example, NDA, Warranty Agreement. The&nbsp;''Please Confirm&nbsp;''window opens.&nbsp;

&nbsp;

2.&nbsp;'''Click '''''Existing Contracts. ''The&nbsp;''Select existing contracts to link to RFx page&nbsp;''opens.&nbsp;

&nbsp;

3.&nbsp;'''Select&nbsp;'''the contract that you want to link with the RFx and&nbsp;'''click&nbsp;'''''Link Contracts.&nbsp;''

&nbsp;

The selected contract is linked with the RFx.&nbsp;&nbsp;

&nbsp;

=== Adding Team Members ===

A team of Approvers, Reviewers, and Observers can be added to the RFx instance for completing the workflow.

To add team members:

1.&nbsp;'''Click''' the ''Team'' tab on the RFx ''Details'' page. The ''Add Team'' page opens in the right pane.
<div class="image-green-border">[[File:7.9 Sourcing Adding Team Members 1.png|720px|7.9 Sourcing Adding Team Members 1.png]]</div> 
2.&nbsp;'''Click''' the ''Add Team'' icon. The ''Select User'' window opens.

3.&nbsp;'''Enter '''the search term in the ''Search User'' field to search for a desired user.

4.&nbsp;'''Select '''a User from the displayed user tiles.

5.&nbsp;'''Select '''a ''Role''. For example, ''Approver'', ''Business Owner'', ''Observer'', etc.

6.&nbsp;'''Select''' or '''enter''' the ''Step Number'' if you select ''Approver'' in the ''Select Role'' field.

7.&nbsp;'''Enter '''a comment in the ''Add Note'' field (optional). You can see this comment under the ''Notes'' tab.

8.&nbsp;'''Select '''the ''Send Notification ''checkbox if you want to the user to receive a notification of the task.

9.&nbsp;'''Click '''''Add''. The ''User has been added successfully'' message is displayed.
<div class="image-green-border">[[File:7.9 Sourcing Adding Team Members 2.png|720px|7.9 Sourcing Adding Team Members 2.png]]</div> 
=== Sending the RFx Instance for Approval ===

The RFx instance must be in ''Approved ''state before a round is created automatically and the RFx workflow can be completed.

1.&nbsp;'''Click''' the ''Send For Approval ''button on the RFx ''Details'' page. The RFX instance is sent for approval to the approver(s) you have selected in the ''Team''.
<div class="image-green-border">[[File:7.9 Sourcing Internal Approval for RFX Instance 1.png|720px|7.9 Sourcing Internal Approval for RFX Instance 1.png]]</div> 
The status changes to ''Waiting For Approval. ''A task is created for each approver.
<div class="image-green-border">[[File:7.9 Sourcing Internal Approval for RFX Instance 2.png|720px|7.9 Sourcing Internal Approval for RFX Instance 2.png]]</div> 
When all the approvers approve the RFx instance, the status changes to ''Approved''. After the RFx is approved, the first round is created automatically.

== Working with Rounds ==

One cycle of seeking proposals/bids from suppliers and evaluating them is referred to as a round. A complete Sourcing event may comprise of multiple rounds. The first round is created automatically (if the start and end dates are entered) as soon as the RFx instance is approved. You can see the round on the RFX ''Details'' page. You must open the round instance and fill in additional details. There can be multiple rounds for one RFx instance.

Here is the round workflow at a glance:
<div class="image-green-border">[[File:7.9 Sourcing Working With Rounds 1.png|720px|7.9 Sourcing Working With Rounds 1.png]]</div> 
=== Starting the Scheduled Rounds ===

You can schedule a round by entering the ''Round Start Date'' and ''End Date'' when creating the RFx instance. The buyer must click the ''Start Round'' button on the ''Round'' ''Details'' page to start the round.

To start the round:

1. '''Click''' ''Round'' on the RFx ''Details'' page. The auto created round instance is displayed.
<div class="note-box">'''Note''': Only the first round is created automatically. The buyers must create the other rounds manually as required.</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Scheduling Rounds 1.png|720px|7.9 Sourcing Scheduling Rounds 1.png]]</div> 
2. '''Click '''the ''View Record'' icon. The Round’s ''Details'' page opens with the round in ''Draft'' state.
<div class="image-green-border">[[File:7.9 Sourcing Scheduling Rounds 2.png|720px|7.9 Sourcing Scheduling Rounds 2.png]]</div> 
3. '''Click '''the ''Start Round'' button to start the Round. The status of the round changes to ''Approved ''when the round is approved and the status of the RFx changes to ''Round(s) Ongoing''.
<div class="note-box">'''Note: '''When the round is approved the status changes to ''Approved and Scheduled''. When the current date is equal to start date of the round, the status changes to ''Published''.</div> 
=== Creating Rounds ===

The buyer can also create a round manually if they need to conduct multiple rounds with the supplier. The buyer can create the round manually only if the RFx instance is in ''Approved ''state.

To create a round (manually):

1. '''Click''' the ''Create Association'' icon under the ''Round'' tab on the RFx ''Details'' page. The ''Create RFx -Round'' page opens.
<div class="image-green-border">[[File:7.9 Sourcing Creating Rounds 1.png|720px|7.9 Sourcing Creating Rounds 1.png]]</div> 
2.&nbsp;'''Click''' the ''Organization Unit'' icon to select the ''Organization Unit''.

3.&nbsp;'''Enter''' an appropriate name for the round.

4.&nbsp;'''Enter''' relevant details in the ''AppSrc Description'' field.

5. '''Select''' a ''Round Start Date''. This field is already populated with the current date. You can select a different date and time if required.

6. '''Select''' a ''Round End Date ''and time.
<div class="note-box">'''Note''': The date and time is displayed based on the user’s locale settings. When the user with different locale views the RFx, the date and time are converted to their locale.</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Creating Rounds 2.png|720px|7.9 Sourcing Creating Rounds 2.png]]</div> 
7. '''Click '''''Next''. The ''Verify'' page opens. Verify all the information.
<div class="image-green-border">[[File:7.9 Sourcing Creating Rounds 3.png|720px|7.9 Sourcing Creating Rounds 3.png]]</div> 
8. '''Click '''the ''Create Round'' button. The Round’s ''Details'' page opens. The round is now created in ''Draft ''state.
<div class="image-green-border">[[File:7.9 Sourcing Creating Rounds 4.png|720px|7.9 Sourcing Creating Rounds 4.png]]</div> 
9. '''Click '''the ''Start Round'' button to begin the Round. The status of the round changes to ''Approved and Scheduled''. When the round is approved the status changes to ''Approved and Scheduled''. When the current date is equal to start date of the round the status changes to ''Published''.

== Working with Bids ==

A bid is a collection of quotes for each Line Item.&nbsp;The system generates bids when a round is in ''Published'' state. The supplier can view the bids that were submitted in the previous rounds if the buyer selects ''Yes ''in the ''AppSrc Auto Copy Bids from the Previous Round ''option when creating the RFx.

Depending upon how the RFx instance is configured in the organization, suppliers must sign all the prerequisite agreements before submitting the bid responses. The suppliers won’t be able to view the RFx instance until the prerequisite agreement is in ''Executed'' state.

Here is the bid workflow at a glance:
<div class="image-green-border">[[File:7.9 Sourcing Working With Bids 1.png|720px|7.9 Sourcing Working With Bids 1.png]]</div> 
=== Submitting&nbsp;Bids ===

A supplier can submit bid responses when the round is published.

To submit bid responses:

1. '''Click''' the ''Sourcing ''tile on the ''Dashboard'' after logging on to ICM. The ''Sourcing'' page opens. This page displays a list of all the RFx instances, rounds, and bids that the supplier is a part of.
<div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 1.png|720px|7.9 Sourcing Submitting Bids 1.png]]</div> 
2. '''Click''' the ''View Record'' icon next to the bid that you want to respond to. The Bid’s ''Details'' page opens with the bid is in ''Draft'' state.
<div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 2.png|720px|7.9 Sourcing Submitting Bids 2.png]]</div> 
3. '''Click''' ''Bid Response'' under ''Quotation Details ''tab. The bid response is displayed in the grid along with its details such as ''Item Name'', ''Quotation ID'' etc. As the buyer had added two line items, the count is updated to 2 next to ''Bid Response''.
<div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 3.png|720px|7.9 Sourcing Submitting Bids 3.png]]</div> 
4. '''Click''' the ''Edit'' icon. The ''Edit Bid Response'' window opens. It displays the information of the line item given by the buyer.
<div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 4.png|720px|7.9 Sourcing Submitting Bids 4.png]]</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 5.png|720px|7.9 Sourcing Submitting Bids 5.png]]</div> <div class="image-green-border">
5. '''Enter''' values for the following fields:

*''AppSrc Base Price'': The price for one unit of the product mentioned in the line item. 
*''AppSrc Total Price'': Calculated automatically by ICM depending upon the buyers requirement of the number of pieces and the base price you entered. 
*''AppSrc Quote Currency'': '''Select''' the appropriate currency from the drop-down. 
</div> <div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 6.png|720px|7.9 Sourcing Submitting Bids 6.png]]</div> 
6.&nbsp;'''Click''' the ''Update ''button. The bid response is updated. The ''Bid Response'' window closes.

7. '''Click '''''Submit ''on the ''Bid'' ''Details'' page. The bid response is now submitted to the buyer. The status of the bid changes to ''Submitted.''
<div class="note-box">'''Note''':&nbsp; You should click on submit only after you have entered values for all items.</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 7.png|720px|7.9 Sourcing Submitting Bids 7.png]]</div> <div>&nbsp;</div> <div class="note-box">'''Note''': You can submit the bid responses for one or all line items. Follow steps 1-7 to do so.</div> 
After submitting bids, suppliers cannot edit bids. To edit the bids, the suppliers must '''click '''''Withdraw''. This changes the status of the bid to ''Withdrawn. ''Suppliers can revert withdrawal by clicking ''Revert Withdrawal. ''They can also edit their bids and submit again.

As soon as one supplier submits a bid, the status of the round changes to ''In Bidding''. When all the bid responses are submitted, the buyer can:

*Manually close the round by clicking the ''Close Round'' button on the Round’s ''Details'' page if the ''AppSrc'' ''Allow Foreclosure of Rounds ''is toggled to ''Yes ''when creating the RFx by the buyer. 

Or

*The round closes as per the scheduled ''Round End Date ''and Time. 
<div class="note-box">'''Note''': The buyer can choose to close the round even when only one supplier has submitted the bid or even if no one has submitted a bid. The status of the RFx changes to ''Round'' ''Closed''.</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Submitting Bids 8.png|720px|7.9 Sourcing Submitting Bids 8.png]]</div> 
&nbsp;

Buyers can now view the status of bids for each supplier regardless of whether the RFx is an open or sealed envelope depending on the status of the bid. These statuses include:

*''Submitted and Closed'': Buyers and the user assigned as a surrogate buyer can view the bids in ''Submitted ''status, and the rounds are closed. 
*''Declined'': The suppliers declining the bid cannot participate in the upcoming rounds. The status of the bid is displayed according to the type of RFx when the bid is in Declined state. &nbsp;&nbsp; 
**''Open RFx'': Buyers and the user assigned as a surrogate buyer can view the round in Open and Closed state. 
**''Sealed Envelope'': Buyers can view the bid when the state of RFx changes to ''Closed'' state. The suppliers who declined the bid cannot participate in the ongoing or upcoming rounds nor can they revert decline to participate in the round again.   

Buyers cannot view the status of the bids depending on the following status of the bid.

*''Not Submitted and Closed'': Buyers and the user assigned as a surrogate buyer cannot view the bid response when the bid is not submitted, and the round is closed. 
<div class="note-box">'''Note''': The bid responses are displayed or hidden based on whether the bid was submitted or not submitted by the suppliers.</div> 
&nbsp;

=== Bid Analysis ===

It is the process of analyzing supplier responses with an intent to compare one against the others along the evaluation criteria. When all the desired ''Bid Responses'' are received, you can view and analyze all the responses to be able to take informed decision.

At least one round should be completed for conducting bid analysis, otherwise the user gets an error message indicating that the round must be started to download bid analysis. For an RFx with ''Sealed Envelope'', at least one round must be in ''Closed'' state to download the excel sheet for bid analysis.

To analyze bid response:

1.&nbsp;'''Click''' the ''Download Bid Analysis'' button on the RFx ''Details'' page. An Excel sheet containing the bid responses is downloaded.
<div class="image-green-border">[[File:7.9 Sourcing Bid Analysis 1.png|720px|7.9 Sourcing Bid Analysis 1.png]]</div> 
2. '''Open''' the Excel sheet. You can view the all the data collected from the bid responses such as ''Supplier ID, Item Name, Item Description'', etc.
<div class="image-green-border">[[File:7.9 Sourcing Bid Analysis 2.png|720px|7.9 Sourcing Bid Analysis 2.png]]</div> 
=== Downloading Associations and Attachments&nbsp; ===

The ICM Sourcing app offers an ability to download either all or selected associations (line items, attachments, supplier documents) and attachments (files uploaded to the RFx instance) for review and analysis purposes. This is applicable for all types of RFx instances and all documents (buyer’s and suppliers). The application retains the file names of the attachments as they were while uploading them so that they could be recognized easily.

The files names of the attachments&nbsp;will be the same when downloading or uploading them to ICM. The files will be downloaded as per the defined folder structure which helps users to easily identify files under individual folders of the RFx and avoid any discrepancies.&nbsp;

Downloading the RFx package displays the folders for RFx, round, bid as they are displayed in ICM. The rounds and bids folders are merged in a single folder and the template files are added to the relevant round or bid folder.
<div class="note-box">'''Note''': Buyers can select and download attachments of buyers and suppliers as required. Suppliers can only download the attachments to which they have access or the attachments they upload.</div> 
The attachments can be viewed under ''RFx Package'' tab on the RFx ''Details'' page.
<div class="image-green-border">[[File:7.9 Sourcing Downloading Associations and Attachments 1.png|720px|7.9 Sourcing Downloading Associations and Attachments 1.png]]</div> 
To download associations and attachments:

1. '''Click''' the ''Download Package'' button on the RFx Details page. The ''Download'' window opens displaying all the Associations and attachments.
<div class="image-green-border">[[File:7.9 Sourcing Downloading Associations and Attachments 2.png|720px|7.9 Sourcing Downloading Associations and Attachments 2.png]]</div> 
2.&nbsp;'''Select''' the items you wish to download.
<div class="image-green-border">[[File:7.12-DownloadPackage-ICM.png|RTENOTITLE]]</div> 
3. '''Click''' ''Download''. The selected files are downloaded in a zip file.
<div class="image-green-border">[[File:7.12-DownloadedRFxPackage.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''': The selected attachments are downloaded as per the folder structure they are part of in the RFx.</div> 
== Awarding Workflow ==

You can initiate the Awarding workflow after receiving all the required bid responses and after all the rounds are in ''Round(s) Closed ''state. Buyers can award multiple suppliers using Excel upload.
<div class="note-box">'''Note''': After the awarding is initiated, the buyer cannot create new rounds. If a new round is required to be created after awarding is initiated, you must delete the awarding object and then create a new Round.</div> 
=== Creating Awarding Instances ===

To create award instances:

1. '''Click''' the ''Initiate Award'' button on the RFx ''Details'' page.&nbsp; The ''Attributes (Step 2 of 4)'' page opens.
<div class="image-green-border">[[File:7.9 Sourcing Creating Awarding Instances 1.png|720px|7.9 Sourcing Creating Awarding Instances 1.png]]</div> 
2.&nbsp;'''Select''' the ''Organization Unit''.
<div class="note-box">'''Note''': The ''Agreement Code'' is system generated.</div> 
3. '''Select''' the Business Status (Default value - ''Draft'').

4. '''Enter '''the ''Name'' of the Awarding instance. &nbsp;

5.&nbsp;'''Upload '''an ''AppSrc Supporting Document,'' if any.
<div class="image-green-border">[[File:7.9 Sourcing Creating Awarding Instances 2.png|720px|7.9 Sourcing Creating Awarding Instances 2.png]]</div> 
6. '''Click '''''Next''. The ''Select Template (Step 3 of 4)'' page opens.
<div class="image-green-border">[[File:7.9 Sourcing Creating Awarding Instances 3.png|720px|7.9 Sourcing Creating Awarding Instances 3.png]]</div> 
7.&nbsp;'''Select '''the template.

8.&nbsp;'''Click '''''Next''. The ''Verify'' page opens. Verify all the information.
<div class="image-green-border">[[File:7.9 Sourcing Creating Awarding Instances 4.png|720px|7.9 Sourcing Creating Awarding Instances 4.png]]</div> 
9.&nbsp;'''Click''' the ''Create Award Agreement'' button. The RFx ''Details'' page opens with the status ''Awarding Initiated''. The RFx Awarding instance is created with the status ''Draft''.
<div class="image-green-border">[[File:7.9 Sourcing Creating Awarding Instances 5.png|720px|7.9 Sourcing Creating Awarding Instances 5.png]]</div> 
=== Awarding Decision ===

After creating the Awarding instance, you must create an Awarding ''Decision'' as an Association. The awarding decision contains all the details of all items and the Supplier(s) who are being awarded the RFx along with the other details such as award quantity and price.

To create awarding decision:

1. '''Click '''''RFx Awarding'' on the RFx ''Details'' page. The awarding instance is displayed in the right pane.
<div class="image-green-border">[[File:7.9 Sourcing Awarding Decision 1.png|720px|7.9 Sourcing Awarding Decision 1.png]]</div> 
2. '''Click '''the ''View Record'' icon. The Awarding ''Details'' page opens with the status ''Draft''.
<div class="image-green-border">[[File:7.9 Sourcing Awarding Decision 2.png|720px|7.9 Sourcing Awarding Decision 2.png]]</div> 
3.&nbsp;'''Click '''the ''Create Association'' icon next to ''AppSrc Awarding Decision''. The ''Awarding Decision'' window opens.
<div class="image-green-border">[[File:7.9 Sourcing Awarding Decision 3.png|720px|7.9 Sourcing Awarding Decision 3.png]]</div> 
4. '''Click '''the icon next to ''Download File. ''The ''Awarding Decision ''excel sheet is downloaded on your computer. This excel sheet displays the information such as the price submitted by the supplier, the quantity of line items, currency, etc. This excel sheet contains all the bids for all suppliers for all rounds.
<div class="image-green-border">[[File:7.9 Sourcing Awarding Decision 4.png|720px|7.9 Sourcing Awarding Decision 4.png]]</div> 
5.&nbsp;'''Enter '''values for the required fields entered on Excel.

*''Awarded Quantity: '''''Enter''' the quantity you are procuring through this awarding decision. 
*''Awarded Percentage: '''''Enter''' a value for ''Awarding Percentage''. Awarding can be given to one or more suppliers at a time. For example, the selected supplier may get 60% of the order. If it’s not being shared, it is 100 percent. This process is known as ''Split Awarding''. 
<div class="note-box">'''Note''': You can add either the awarded quantity or the awarded percentage and the other is automatically derived. For example, if you enter the awarded percentage, the awarded quantity will be calculated automatically.</div> 
Some of the important points to note when splitting the award between multiple suppliers are:

*The awarding percentage will be calculated automatically up to 2 decimal places when you add the awarding quantity. 
*The awarding quantity will be calculated automatically based on the percentage entered to the nearest integer. 
*If you want to delete a particular Line Item, delete the records from ''Awarded Quantity ''and ''Awarded Percentage ''columns. 
<div class="image-green-border">[[File:7.9 Sourcing Awarding Decision 5.png|720px|7.9 Sourcing Awarding Decision 5.png]]</div> 
6. '''Click '''''Select File to Upload ''and then '''click '''''Upload File ''to upload the file. The awarding decisions are created automatically after uploading the File.

=== Sending the Awarding Instance for Approval ===

After creating the awarding instance and adding the awarding decision, you must send the awarding instance for approval.

To send the awarding instance for approval:

1. '''Click''' ''Publish'' on the Awarding ''Details'' page. The ''Published Successfully'' message is displayed.

2.&nbsp;'''Click''' ''Send For Approval''. The status of the Awarding instance changes to ''Approved'' once the Approver(s) approve it.
<div class="image-green-border">[[File:7.9 Sourcing Sending Awarding Instance for Approval 1.png|720px|7.9 Sourcing Sending Awarding Instance for Approval 1.png]]</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Sending Awarding Instance for Approval 2.png|720px|7.9 Sourcing Sending Awarding Instance for Approval 2.png]]</div> 
After the awarding instance is approved, the status of the RFx instance changes to ''Awarded''.
<div class="image-green-border">[[File:7.9 Sourcing Sending Awarding Instance for Approval 3.png|720px|7.9 Sourcing Sending Awarding Instance for Approval 3.png]]</div> 
=== Updating the Awarding Contracts ===

Contracts are created for the selected suppliers who are awarded with RFx. You can update the pricing information of the awarded line items in the awarded contracts.
<div class="note-box">'''Note''': You can update the RFx only when it is in ''Awarded ''state and awarding contracts such as NDA is present in the RFx.</div> 
To update awarded contracts:

1. '''Click '''''Update Awarding Contracts ''on the ''RFx Details ''page. The ''Please Confirm ''window opens.
<div class="image-green-border">[[File:7.9 Sourcing Updating Awarded Contracts 1.png|720px|7.9 Sourcing Updating Awarded Contracts 1.png]]</div> <div>&nbsp;</div> <div class="image-green-border">[[File:7.9 Sourcing Updating Awarded Contracts 2.png|720px|7.9 Sourcing Updating Awarded Contracts 2.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''': This validates whether the awarding decision contains any associations.</div> 
2.&nbsp;'''Click '''''Yes. ''The ''Information ''window opens displaying a message ''Update to agreements for awarding decision initiated. Please check the agreements after some time.''
<div class="image-green-border">''[[File:7.9 Sourcing Updating Awarded Contracts 3.png|720px|7.9 Sourcing Updating Awarded Contracts 3.png]]''</div> 
3. '''Click '''''Ok. ''The process of updating awarding contracts starts in the background and the status of the RFx changes to ''Contract Initiated. ''After the process is completed successfully, the status of the RFx changes to ''Contract Created.''

4.&nbsp;'''Click '''the agreement associated with the RFx in the left pane on ''RFx Details ''page. The ''Agreement Details ''page opens.

5. '''Click '''''Awarding Decision ''in the left pane on ''Agreement Details ''page. The awarding decision will be displayed with the updated pricing information.

== Glossary ==

*'''Sourcing event:''' Refers to any solicitation process whether informational, commercial or technical. 
*'''RFx:''' An acronym for X where X may stand for Information, Proposal or Quotation. 
*'''Round:''' A single cycle of seeking proposals or bids from suppliers and evaluating them may be referred to as a Round. There can be multiple Rounds in the complete RFx lifecycle. 
*'''Bid:''' The response submitted by a supplier for an RFx created by the buyer is referred to as a bid. Typically, bid is part of a round and may be revised and resubmitted by the supplier till the round is open. 
*'''Bid Analysis: '''The process of comparing and analyzing the bid responses received from one or more suppliers along with the evaluation criteria created by the buyer. 
*'''Awarding: '''When all the Rounds are closed, and bids are analyzed, the buyer creates the awarding instance that will be awarded to the suppliers that match the evaluation criteria. 
*'''Split Awarding: '''It is the process of awarding the RFx to multiple suppliers with specifically decided quantity or percentage. 

'''Related Topics''':''&nbsp;[[Agreement_Management|Agreement Management]]&nbsp;|&nbsp;[[ICM_Sourcing|ICM Sourcing]]''

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