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&nbsp;''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:7.12-RFxWorkflow.png|720px|7.12-RFxWorkflow.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">[[File:7.12-SourcingTile.PNG|720px|7.12-SourcingTile.PNG]]</div> <div class="image-green-border">&nbsp;</div> <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&nbsp;'''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 ''Description'' field. 
*Select the&nbsp;''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&nbsp;''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.   

*'''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:'' 
<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.

*Primary Currency: '''Select''' the primary currency for the RFx. If the user preferred currency is not added in the currency master, then the corporate currency is set as the primary currency of the RFx. For example, if user preferred currency is SGD which is not added in currency master, then the primary currency is set as USD assuming it is set as the corporate currency.&nbsp; 
*Allowed Currency:&nbsp;'''Select''' the allowed currency for the RFx. This is the currency allowed by the buyers for the suppliers operating from a different country. The selected allowed currencies can be used by suppliers for bidding. Suppliers can view the newly added currencies even when the round is Open and select them as required. Buyers can update the allowed currency at any time using ''Modify RFx'' option. The allowed currencies cannot be deleted after the RFx is approved. 
*Exchange Rate Basis:Buyers can view the exchange rate throughout the RFx lifecycle by clicking the View Exchange Rate Table icon at RFx, Line Items, Bids, Bid Responses. The exchange rate basis can have one of the following values: 
**RFx Open Date: This is selected by default.&nbsp;When this is selected, system uses the start date of first round for determining exchange rates 
**RFx Closed Date: This date must be selected same as the round end date. When this is selected, system uses close date of the last round for determining applicable exchange rates 
**User selected: This is the date from when the exchange rates are made applicable by the buyers. It is mandatory to select the Exchange Rate Date that is enabled after selecting User Selected as the Exchange Rate Basis. The selected date is used as the date to determine the exchange rate and all calculations of currency conversion.&nbsp;Buyers can view the exchange rate information when selecting the Exchange Rate Basis as RFx Open Date or RFx Closed Date after the RFx is approved and the round is created.   

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">8.&nbsp;'''Click''' ''Next''. The ''Verify'' ''(Step 4 of 4)'' page opens. Verify all the information you have just entered.</div> <div class="image-green-border">9.&nbsp;'''Click''' the ''Create RFx'' button. The RFx ''Details'' page opens.&nbsp;&nbsp;</div> <div class="image-green-border">&nbsp;</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 and folder naming conventions&nbsp;which helps users to easily identify files under individual folders of the RFx and avoid any discrepancies.&nbsp;The folder names for associations are now same as the contract type display names such as line items, internal attachments, round, bid response and so on.Downloading the RFx package displays the folders for RFx, round, bid, RFI Response 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. This is applicable for RFx and RFI.&nbsp;&nbsp; &nbsp; 
*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. 

== 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> 
&nbsp;

=== Adding Bulk Line Items&nbsp; ===

The bulk associations capability has enabled ICM to handle large number of associations in the tune of thousands, by presenting itself as a lightweight association as well as tremendously improving performance. The Sourcing event can include many line items for an RFx ranging from 500 to 50,000 maximum. In Sourcing, line items are considered as associations.&nbsp;<br/> The bulk association configuration has now been simplified by providing a Enable Bulk Processing flag at contract type definition level which triggers a set of defaults that has been intentionally restricted. The end user experience for the bulk association has not changed from the way that the conventional association is handled from the UI, rather the underlying data structure has been further enhanced to make it go the distance.&nbsp;<br/> Performance has been the key while introducing and designing this new association, which has given way to the new type of instance, namely the Proxy Instance, which is retrieved in every GET call. The actual instances are referred by using this proxy instance, thereby reducing the load on the GET APIs. Specialized GET and SET APIs have also been introduced for bulk associations to improve its adaptability and ease-of-use.<br/> Bulk associations have very effectively consumed the Elastic Search Bulk API to sync a large set of data at one go, rather than the traditional way of one instance at a time, adding to the boost in performance.<br/> Bulk association is enhanced&nbsp;to be able to address the large volume of data&nbsp;that Sourcing apps require, including:

*The associations do not have a workflow. 
*Simplifying the association team by maintaining single team at proxy level for all instances, instead of each instance having its own team. 
*Restricting document assembly, for individual instances, but the instances can be assembled in the parent agreement as a table or saved search.&nbsp; 
*Reduced the attributes to be indexed in the parent, so as to cater to more number of instances driven by the configuration key.<br/> &nbsp; 

To enable the Bulk Processing flag:&nbsp;

1.&nbsp;'''Click''' ''Configuration'' > ''Create Contract Type''. &nbsp;The ''Select a type of contract'' window opens.&nbsp;
<div class="image-green-border">[[File:Add Bulk Line Items 1.png|720px|Add Bulk Line Items 1]]</div> 
2.&nbsp;'''Select '''the Contract Type. For example, ''Associated Document.''
<div class="image-green-border">''[[File:Add Bulk Line Items 2.png|720px|Add Bulk Line Items 2]]''</div> 
3''.&nbsp;'''''Click&nbsp;'''''Next. ''The ''Create Contract Type Wizard ''page opens.

4. '''Enter''''''a ''Contract Type Name''. For example,''Acme Bulk Pro''.''

5.&nbsp;'''Toggle '''''Enable Bulk Processing'' flag to ''Yes''.
<div class="image-green-border">[[File:Add Bulk Line Items 3.png|720px|Add Bulk Line Items 3]]</div> 
6.&nbsp;'''Click&nbsp;'''''Next.''

''7.&nbsp;'''''Enter&nbsp;'''details on the following tabs.&nbsp;

8.&nbsp;'''Click&nbsp;'''''Create''&nbsp;on the&nbsp;''Verify&nbsp;''tab to create the contract type. It will now be in the&nbsp;''Draft&nbsp;''status.&nbsp;

9.&nbsp;'''Click''' ''Send for Approval'' to send the contract type for approval. When approved, the contract type ''Acme Bulk Pro'' will be displayed in the grid in the ''Approved'' status.
<div class="image-green-border">[[File:Add Bulk Line Items 4.png|720px|Add Bulk Line Items 4]]</div> 
&nbsp;

=== Uploading Bulk Associations (Line Items) ===

'''Prerequisites:'''

*RFx is created''.'' 
*In the RFx, line item exists as an association with&nbsp;''Enable Bulk Processing&nbsp;''flag as&nbsp;''Yes.'' 
*The event rule&nbsp;''Associated Document Created&nbsp;''is created. 

To upload bulk associations:&nbsp;

1.&nbsp;'''Click '''''Create RFx''.

2.&nbsp;'''Enter&nbsp;'''the ''RFx Name''. For example, Acme Bulk Pro RFx.
<div class="image-green-border">[[File:Add Bulk Line Items 5.png|720px|Add Bulk Line Items 5]]</div> 
3. '''Click '''''Next''. The ''Select Template'' page opens.

4. '''Select''' the template and click Next. The ''Verify ''page opens.

5. '''Click '''''Create RFx''.
<div class="image-green-border">[[File:Add Bulk Line Items 6.png|720px|Add Bulk Line Items 6]]</div> 
The created RFx will be displayed in the grid.

6. '''Click''' ''Line item Details ''on the ''RFX Details'' page''.'' The line items''Details'' page opens.

7. '''Click '''the ''Import associated document'' ''data template'' icon. The ''Upload Document'' page opens.
<div class="image-green-border">[[File:Add Bulk Line Items 7.png|720px|Add Bulk Line Items 7]]</div> 
8. '''Click '''''Select File''. Upload the file with the list of line items''.''
<div class="image-green-border">''[[File:Add Bulk Line Items 8.png|720px|Add Bulk Line Items 8]]''</div> 
''9.&nbsp;'''''Click'''''<b>&nbsp;</b>Upload File. The record processing details will be updated.''
<div class="image-green-border">''[[File:Add Bulk Line Items 9.png|720px|Add Bulk Line Items 9]]''</div> 
10.&nbsp;'''Click '''''Ok''. The ''RFx Details'' page opens. The Line Items associations are updated.
<div class="image-green-border">[[File:Add Bulk Line Items 10.png|720px|Add Bulk Line Items 10]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Add Bulk Line Items 11.png|720px|Add Bulk Line Items 11]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note:''' The ''team'' for any one instance of line item is same for any other instances of 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. The name of the existing&nbsp;''Supplier Contact Name''&nbsp;has been modified to&nbsp;''Supplier Contact Full Name.&nbsp;''For example, John Doe.&nbsp;Buyers can remove the supplier contact from the Supplier Contact page. This updates the count of selected supplier contact.The selected supplier contact’s full name is displayed on the new selected supplier contacts interface.The suppliers and supplier contacts saved earlier are now displayed as pre-selected when adding more suppliers and supplier contacts.

Now, the buyers can use any supplier and supplier contact masterdata contract type to add suppliers.

The&nbsp;supplier contact full name column will be displayed by default on:

*''Supplier Contact&nbsp;''selection page 
*''Details&nbsp;''page of Supplier Contact 
*Grid view of the supplier contact association&nbsp; 

This makes it is easier for buyers and Administrators to identify and select the correct supplier if there are multiple suppliers with the same first name. This is applicable for bulk agreements too.&nbsp;
<div class="note-box">'''Note''': This is applicable for RFx, RFI and Rounds.&nbsp;</div> 
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:7.12-SupplierContactFullName.png|720px|7.12-SupplierContactFullName.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:7.12-SupplierContactRecord.PNG|720px|7.12-SupplierContactRecord.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> 
&nbsp;

=== Error Validations&nbsp; ===

Buyers have the option to select mandatory and pre-requisite contracts while creating the RFx. The attributes for mandatory and prerequisite contracts are interlinked. The prerequisite contracts are derived from the mandatory contracts. So, if the buyers select the following contracts – NDA, Warranty Agreement, Fixed Cost Agreement as mandatory, then they have the option to select one or more, or all as prerequisite contracts.

Suppose the NDA is the prerequisite contract for accessing the RFx, then the validations are done such that ICM expects that the Instance of an NDA contract type for all the suppliers is associated with the RFx and contract should be in Approved state. Similarly, if Contract Types are made mandatory, then the instances of these should exist before RFx is sent for approval.

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; 

Buyers will be able to view the validations for the prerequisite and mandatory contracts for the shortlisted suppliers only.<br/> For a shortlisted supplier, if all the prerequisite contracts are inactive or if any one of the contracts is active but not in Approved or later state, then the validations will be displayed.&nbsp;<br/> For example, if there is one shortlisted supplier with two prerequisite contracts NDA 1 (in Draft state) and NDA 2 (in Waiting for Approval) state, then validations will be displayed.&nbsp;<br/> The validations will not be displayed for shortlisted suppliers when at least one active prerequisite contract exists, and all such contracts are in Approved or later state.&nbsp;<br/> For example, if there is one shortlisted supplier with two prerequisite contracts NDA 1 (in Approved state) and NDA 2 (in Expired state), no validations will be displayed since one of the two prerequisite contracts (NDA 1) is in Approved or later state.<br/> &nbsp;

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">&nbsp;</div> <div class="image-green-border">[[File:7.12-Validations-1.png|720px|7.12-Validations-1.png]]</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:7.12-Validations-2.png|720px|7.12-Validations-2.png]]</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:7.12-Validations-3.png|720px|7.12-Validations-3.png]]</div> 
&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;

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

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

== Modifying RFx ==

=== Initiating RFx modification and workflow ===

'''Prerequisite:'''

*RFx is created and is in ''Approved'' or later status until awarding is initiated. For example, ''Bidding Open'' status. &nbsp; 
<div class="image-green-border">[[File:Mr1.png|720px|Mr1.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">
*Suppliers and line items are added in RFx. For example, two suppliers (Acme Corporation, Contesso), and three line items. (Line item no. 1, Line item no. 2, Line item no. 3). 
*Approver is added in the team (For example, approver is ''Administrator'', added in the team). 

The following keys are toggled to ''Yes'' when RFx is created. &nbsp;&nbsp;

*''&nbsp;Allow Line Item changes in RFx''&nbsp;&nbsp;&nbsp;&nbsp; 
*''&nbsp;Allow New Supplier During RFx Phase'' 
*''Allow Supplier attachment changes in RFx'' 

[[File:Mr2.png|720px|Mr2.png]]

*Rounds are created with different status to check modification impact on round status. For example, five rounds are created (Round One for RFx Axial compressor, Round two, Round three, Round Four, Round Five)&nbsp; and are in different statuses such as ''Draft, Waiting For Approval, Approved, Open, ''and&nbsp;''Closed''.&nbsp; 

[[File:Mr3.png|720px|Mr3.png]]

==== Modifying the RFx ====

'''To modify RFx:'''

#'''Click''' ''Sourcing'' > ''RFx'' on the ''Home'' page. The RFx index page opens. 
#'''Click''' ''View'' ''Record'' icon next to the RFx you want to modify. For example, ''Axial Compressor''. The RFx ''Details'' page opens. 

[[File:Mr4.png|720px|Mr4.png]]

3. '''Click '''''Modify RFx ''on the RFx&nbsp;''Details ''page. The status of RFx changes from ''Bidding Open'' to ''In Modification.''

''[[File:Mr 5.5.png|720px|Mr 5.5.png]]''

4.'''Expand''' the ''Round'' tab on the navigation pane. The ''Round'' associations section opens.

&nbsp;

5.&nbsp;'''Click''' ''Round'' tab on the left navigation pane. The Round ''Details'' page opens.The status of all rounds (except ''Closed'') changes to ''On Hold.&nbsp; ''The status of ''Closed'' round remains unchanged.

[[File:Mr6.png|720px|Mr6.png]]

6.'''Click''' ''View Record'' icon''next to ''Round One for RFx Axial Compressor.''The ''round''details ''page''opens.''

[[File:Mr7.png|720px|Mr7.png]]

For rounds in ''On Hold'' status, ''View RFx'' and ''Edit ''are the only two buttons available for buyer.

[[File:Mr8.png|720px|Mr8.png]]

'''Accessing RFx from supplier side'''

The rounds which had moved from ''Draft'', or ''Waiting For Approval'', or ''Approved'' status to ''On Hold'' status, the supplier bid will not exist for the same. However, the round that had moved from ''Open'' to ''On Hold'' status, supplier bid will exist and&nbsp; ''Submit'', ''Decline RFx, Recall Bid &nbsp;''buttons will not be available and ''View Round'' and ''View RFx'' buttons will be available for supplier at this stage.

For example, ''Round Three'' had moved from ''Open'' to ''On Hold'' Status.&nbsp;This will have ''View Round'' and ''View RFx'' buttons available and ''Submit'', ''Decline'' RFx, ''Recall Bid'' buttons will not be available.

[[File:Mr9.png|720px|Mr9.png]]

7.'''Click '''''Send For Approval'' on the RFx ''Details'' page.

Note: Here buyer will first make required changes (described in subsequent sections) and then send RFx for approval.

[[File:Mr10.png|720px|Mr10.png]]

The approver can approve or reject the approval request. Also, after sending RFx for approval, the buyer may recall the RFx, if required.

*If the changes are approved, then the round and RFx status recalculation is done. For example, When RFx is in ''Bidding Open'' status and round is in ''Open'' status, and buyer initiates modification, then the round will move to ''On Hold'' and RFx will move to ''In Modification ''status. When the buyer makes the required changes and the changes are approved, then status recalculation is done based on round end date. 
<ul style="list-style-type:circle;">
<li>If the round end date has passed, then round status will move to ''Closed'' and corresponding RFx status will move to ''Bidding Closed.''&nbsp;</li>
<li>If the round end date has not passed, then round status will move to ''Open ''and corresponding RFx status will move to ''Bidding Open''. In this case, the supplier will then be able to access the bid and can perform actions such as ''Submit'', ''Decline'' ''RFx'', ''Recall Bid.''</li>
</ul>

*If the approver rejects the approval request or if the buyer recalls, then RFx status changes again to ''In Modification''. 

[[File:Mr11.png|720px|Mr11.png]]

'''Approving the RFx'''

'''To approve the RFx:'''

#'''Login''' with approver credentials (For example, Administrator is an approver) 
#'''Click '''the ''Record Name'' that you want to approve, on ''Home Page'''''. '''For example, ''Axial Compressor.''&nbsp; The task opens. &nbsp; 

[[File:Mr12.png|720px|Mr12.png]]

3.'''Click''' ''Approve.''

''[[File:Mr13.png|720px|Mr13.png]]''

4'''. Open''' the RFx from buyer side again. The RFx status is updated to ''Bidding Open.''

''[[File:Mr14.png|720px|Mr14.png]]''

'''Notes:'''

*Access privileges to Modify RFx action are controlled through Role-Action Mapping. 
*Buyers will have limited access to rounds and Supplier/Surrogate Buyers will have limited access to bids when rounds are in ''On Hold'' status. 
*When the Round returns to the original status after RFx modification approval, buyer get the access for different actions on Round. The supplier gets the access for different actions on Bid such as ''Submit, ''if Round moves back to&nbsp;''Open ''status.&nbsp; 

'''Rejecting the RFx&nbsp;'''

The approver can reject RFx approval request.&nbsp;

To reject approval request:&nbsp;

1.&nbsp;'''Click''' ''Reject ''to reject the approval. The ''Add Note'' page opens.

2.&nbsp;'''Enter '''note text.&nbsp; For example, ''Rejecting the approval.''

3.&nbsp;'''Select '''''Invalid data'' from ''Reason code'' drop-down. &nbsp;&nbsp;

4.&nbsp;'''Click '''''Add.''

''[[File:7.12-Reject-ModifyApproval.png|720px|7.12-Reject-ModifyApproval.png]]''

5.&nbsp;'''Open''' the RFx from buyer side. Note that the status of RFx changes to ''In Modification.''

[[File:7.12-RFxModificationStatus.png|720px|7.12-RFxModificationStatus.png]]

'''Recalling the RFx'''

Buyer may recall the RFx, if certain data needs to be added or edited. The buyer can recall RFx when RFx is in ''Waiting For Approval'' status.

To recall the RFx:&nbsp;

1.&nbsp;'''Click '''''Recall&nbsp;''on RFx ''Details'' page.'''&nbsp; '''The ''Add Note'' page opens.

[[File:7.12-RFxModification-Recall.png|720px|7.12-RFxModification-Recall.png]]

2.&nbsp;'''Enter&nbsp;'''note text. For example, ''Recall RFx.''

3.&nbsp;'''Select&nbsp;'''''Invalid data from Reason code&nbsp;''drop-down.

4.&nbsp;'''Click&nbsp;'''''Add.''

The RFx status changes to ''In Modification.''

=== Modifying line items&nbsp;&nbsp; ===

When RFx is in the ''In Modification'' status, buyers can make the following changes:&nbsp;

*Add line items for rounds in any status, except ''Closed,'' ''Evaluation'' ''Started and Evaluation Closed'' &nbsp;statuses. 
*Edit line item attribute values for rounds in ''Draft'' or ''Waiting for Approval'' status. 
*Remove the line items through shortlisting for round in ''Draft'' and ''Waiting For Approval'' status. 
<div class="note-box">'''Note''': The flag&nbsp;''Allow Line Item changes in RFx&nbsp;''is toggled to ''Yes.''</div> 
The table below indicates line item modifications and its changes reflected in rounds which are in different status. (''Draft, Waiting for Approval, Approved, Open, Closed'')

For example, ''line item no.4'' is added, ''line item.no 3'' is edited to ''line item no.3_Updated'' and ''line item no.2'' is non-shortlisted line item.&nbsp; These line item modifications are elaborated below with example.

[[File:L1.png|720px|L1.png]]

==== Adding a new line item ====

1.'''Click '''+ icon (Create Association) next to ''Line item Details ''on RFx ''Details ''page. The ''Create Association'' page opens.

[[File:L2.png|720px|L2.png]]

2.'''Enter''' all values of the attributes such as ''Name, Part Number, Unit of Measure, Unit of Order'' and ''Desired Quantity''.

*'''Enter''' ''Name.'' For example, ''Line-Item no.4'' ''Added'' 
*'''Select '''''Unit of Measure ''from drop-down'''.''' For example, ''Each'' 
*'''Select '''''Unit of Order ''from drop-down. For example, ''100'' 
*'''Select '''''Desired Quantity ''from drop-down. For example, ''100.'' 
*'''Select''' ''Bid currency'' from drop-down. For example, ''USD.''<br/> &nbsp; 

''[[File:L3.png|720px|L3.png]]''

3.'''Click '''''Create''.&nbsp; The count is updated in the left navigation pane on RFx ''Details'' page.

&nbsp;

==== Editing a line item ====

1.'''Click '''''Line item Details'' on RFx ''Details'' page.The list of line items opens in the grid'''.'''

[[File:L5.png|720px|L5.png]]

2.'''Click''' ''View Record'' icon next to Line Item No.3. The ''Line Item Details'' page opens.

[[File:L6.png|720px|L6.png]]

3.'''Click '''&nbsp;''Edit. ''The''Edit Associated Document'' page opens.

[[File:L7.png|720px|L7.png]]

4.&nbsp;'''Edit''' the required values. For example, ''Name'' is edited to ''Line-Item No.3_Updated''.

[[File:L8.png|720px|L8.png]]

5.'''Click''' ''Update. ''The changes are updated, and the ''Line Item Details'' page opens. &nbsp;

6.'''Open''' the RFx ''Details'' page to confirm edited line item is updated in RFx.&nbsp;

[[File:L9.png|720px|L9.png]]

==== Adding / Editing line item&nbsp;through import / export&nbsp; ====

The line items can also be added or edited through import/ export functionality.

1.'''&nbsp; Click''' ''Line item Details'' on RFx Details Page, the list of line item opens.

[[File:L10.png|720px|L10.png]]

2.&nbsp;'''Click''' ''Export Associated Document'', the Excel gets downloaded.&nbsp;

[[File:L11.png|720px|L11.png]]

3.&nbsp;'''Open''' the downloaded Excel and check the ''Action ''column.

[[File:L12.png|720px|L12.png]]

4.'''Click''' the drop-down in ''Action Column'', ''Add/ Update'' option opens.

5'''. Select '''the action that you want to perform (Add/ Update) and '''''Save''''' the file.

*For adding a new line item, you can add the entries in Excel with action column as ''Add''. 
*For updating the existing line item, you can update it with action column as ''Update''. For example, Update Line item no.1 to ''Line item no.1 – Import/ Export'' 

6'''. Click '''''Import Associated Document. ''The upload window opens.

[[File:L13.png|720px|L13.png]]

'''7. Click''' ''Select File ''button. Browse and select the file that you want to Import.

[[File:L14.png|720px|L14.png]]

8.&nbsp;'''Click''' ok. The RFx ''Details'' page opens.

[[File:L15.png|720px|L15.png]]

9. '''Click''' ''Line Item Details'' on RFx ''Details'' page. The list of line items opens.

The line item no. 1 - Import/ Export is displayed in the grid.

[[File:L16.png|720px|L16.png]]

==== Shortlisting a line item ====

1.'''Click '''''Line item Details'' on RFx ''Details'' page. The list of line items opens in grid.

&nbsp;

2.&nbsp;'''Click '''''View Record'' icon next to line item to be shortlisted. For example, ''Line item.no 2.'' The ''line item Details'' page opens.

[[File:L18.png|720px|L18.png]]

3.'''Click''' ''Edit''. The ''Edit Associated Document'' page opens.

[[File:L19.png|720px|L19.png]]

4.'''Toggle''' the S''hortlist Lineitem'' flag to ''No''. By default, the ''Shortlist Lineitem'' flag is toggled to ''Yes''.

[[File:L20.png|720px|L20.png]]

5.'''Click''' ''Update.'' The changes are saved and the Line item ''Details'' page opens.

6.'''Navigate''' back to RFx ''Details ''page.

7.'''Click''' ''Line items Details''. The list of line items opens.

The added line item (Line Item No.4 Added), edited line item (Line Item no.3_Updated) will be displayed. The shortlisted line item is displayed in RFx (Line Item No.2 ) but it will be removed from ''Draft'' and ''Waiting for Approval ''round after the RFx is approved. &nbsp;

[[File:L21.png|720px|L21.png]]

8.'''Click''' ''Send For Approval'' on the RFx''Details'' page.

[[File:L22.png|720px|L22.png]]

Once the approver approves the request, the RFx status changes to ''Bidding Open.''

9.'''Click''' ''Round'' on RFx ''Details'' page. The list of rounds opens in grid.

[[File:L23.png|720px|L23.png]]

'''10. Click''' ''View Record'' icon next to round in ''Draft'' Status. For example, ''Round One for RFx Axial Compressor.'' The round ''Details'' page opens.

You can confirm that:

*''Line Item. no 2'' that was not shortlisted in RFx, is removed and is not displayed. &nbsp; 
*''Line item no. is 4 Added'' is displayed. &nbsp; 
*The edited line item ''Line item no. 3_Updated ''is displayed. 

[[File:L24.png|720px|L24.png]]

Note:

*Any modification or shortlisting of line items will be reflected in ''Draft ''and ''Waiting for Approval'' round.&nbsp; &nbsp;&nbsp; 
*For the round in ''Waiting For Approval ''status, same behavior will be reflected as the Round in ''Draft'' status. 
*For any round that is already started, old values will be reflected in the same. For example, ''Open'' round. 
*The round in ''Approved'' or ''Open ''status, displays added line item. (Line Item no.4 Added) 
*For example, Round Five was in ''Approved'' Status, and Round Three was in ''Open'' status.&nbsp; 

[[File:L25.png|720px|L25.png]]

*No changes of line item modifications will be reflected in ''Closed ''round as below. &nbsp;For example, Round Four is in ''Closed'' Status. 

[[File:L26.png|720px|L26.png]]

'''Note''': In future, if the buyer changes the ''Shortlist'' ''LineItem'' flag from ''No'' to ''Yes'' then once RFX will be approved, buyer will need to manually add that line item in rounds from which they were removed. (round in ''Draft'', ''Waiting For Approval Status'').&nbsp;

=== Modifying supplier and supplier contacts ===

Once RFx is ''In Modification'' status, buyers can make the following changes:&nbsp;

*Add new suppliers for rounds in any status, except ''Closed,'' ''Evaluation Started'' and ''Evaluation'' Closed statuses. 
*Add new supplier contacts to existing supplier for rounds in any status, except ''Closed, Evaluation Started ''and ''Evaluation'' Closed statuses. 
*Shortlist the supplier by marking them as shortlisted. The buyer can mark them as not shortlisted for rounds in ''Draft'' and ''Waiting for Approval'' statuses. 
*Note: The flag ''Allow New Supplier During RFx Phase ''is toggled to ''Yes ''during RFx configuration. The RFx is ''In Modification ''status. 

The below table indicates the examples taken and corresponding changes reflected in rounds after RFx modification approval. For example, ''Donware Group'' is the new supplier added, and ''Acme Corporation'' is non-shortlisted supplier Name. &nbsp;Also, ''Brian Kate'' is new contact added to existing supplier ''Contesso.''

''[[File:S1.png|720px|S1.png]]''

==== Adding a new supplier ====

Prerequisite: The RFx is opened and it is in ''In Modification'' status.&nbsp;

#'''Click '''+ icon next to ''Supplier'' in left navigation pane on the RFx ''Details'' page. The supplier selection page opens. 

[[File:S2.png|720px|S2.png]]

2.&nbsp;'''Select''' Supplier to be added. For example, ''Donware Group.'' &nbsp;

3.'''Click''' ''Next. ''The ''Supplier Contacts'' page opens.

[[File:S3.png|720px|S3.png]]

4.&nbsp;'''Select''' the check box next to the supplier for which you want to add the supplier contact. For example, ''Michele Clover ''is new supplier contact of new Supplier ''Donware Group, ''and existing contact ''Mike'' are selected. &nbsp;

5.'''Click''' ''Save.'' The changes get saved and the RFx ''Details'' page opens.

[[File:S4.png|720px|S4.png]]

==== Adding new supplier contact to existing contact&nbsp; ====

You can add a new supplier contact to the existing supplier.

To add a new supplier contact, to the existing supplier:

Perform steps as above (Step 1 to step3), and in ''Supplier Contacts ''tab select new contact (''Brian Kate'') of the existing supplier (''Contesso) ''and Save.

'''To add a new supplier contact, to the existing supplier:&nbsp;'''

1'''. Click '''+ icon next to ''Supplier'' in left navigation pane on the RFx ''Details'' page. The supplier selection page opens.

2'''. Select''' Supplier to be added. For example, ''Contesso Group ''is existing supplier selected. &nbsp;

3'''. Click''' ''Next. ''The ''Supplier Contacts'' page opens.

4'''. Select '''Supplier contact name. For example, ''Brian Kate.''

''[[File:S5.png|720px|S5.png]]''

5.'''Click''' ''Save.''

The added supplier contact gets saved. The count is updated in ''Supplier contact'' Tab on RFx ''Details'' page.

[[File:S6.png|720px|S6.png]]

==== Shortlisting a supplier&nbsp; ====

1.'''Click''' ''Supplier'' in left navigation pane on RFx ''Details'' page. The list of suppliers opens.&nbsp;

[[File:S7.png|720px|S7.png]]

2.'''Click '''''View record'' icon next to ''Supplier Name'' which is to be shortlisted, for example, ''Acme Corporation''. The ''Supplier Details'' page opens.

[[File:S8.png|720px|S8.png]]

3.'''Click'''''Edit. ''The ''Edit Associated Document'' page opens.&nbsp;

[[File:S9.png|720px|S9.png]]

4. By default, the ''Shortlist Supplier ''flag is toggled to ''Yes''. If a supplier is not to be shortlisted, '''toggle''' the ''Shortlist Supplier'' flag to ''No''. All other attributes are non-editable.

5.'''Click''' ''Update. ''&nbsp;The changes will be saved and the ''Supplier Details'' page opens.

[[File:S10.png|720px|S10.png]]

6.'''Navigate''' back to the RFx ''Details'' page.

7.'''Click''' ''Send for Approval''.

[[File:S11.png|720px|S11.png]]

If a round is in ''Draft ''status, then the non-shortlisted supplier (Acme Corporation) is removed for that round. The added supplier ''(Donware Group) ''is displayed in supplier list.

[[File:S12.png|720px|S12.png]]

The non-shortlisted supplier (''Acme Corporation'') and added supplier (''Donware Group'') will be displayed for rounds which are in ''Approved ''and ''Open ''status.&nbsp; For example, Round Five is in ''Approved ''Status, and. For both these Rounds, Supplier Name ''Acme Corporation'' is displayed.&nbsp;

[[File:S13.png|720px|S13.png]]

The''Round Three'' is in ''Open ''status, for which the non-short-listed Supplier Name ''Acme Corporation ''and added supplier (''Donware Group'') is displayed.

[[File:S15.png|720px|S15.png]]

No changes will be reflected for round in ''Closed ''status. For example, Round Four is in ''Closed'' Status.

[[File:S16.png|720px|S16.png]]

=== Modifying external&nbsp;attachments&nbsp; ===

When RFx is ''In Modification'' status, buyers can:

*Add external attachments. 
*Edit external attachments. 
*Remove external attachments.&nbsp; &nbsp; &nbsp; 

When new attachments are added or existing attachments are modified, then supplier will get access to external attachments, after RFx modification is approved and at least one round is in ''Open'' status. However, suppliers will still have access to other attachments that have not been modified.

The table below indicates external attachment modifications (Add, Edit, Remove) and supplier can view the same, when RFx is ''In Modification'' status and after modification approval.&nbsp;&nbsp; The same examples are elaborated in further sections.

[[File:E1.png|720px|E1.png]]

'''Prerequisite''': The buyer will be able to add, edit, or delete the external attachment when the flag ''Allow Supplier attachment changes ''is toggled to ''Yes,'' during RFx configuration.

==== Adding an external attachment ====

1.'''Click ''+''''' icon next to ''Generic Information'' in ''External ''section, on RFx ''Details'' page. The ''Create Association'' page opens.

[[File:E2.png|720px|E2.png]]

2.'''Enter''' all required values such as ''Name, Comments'', and ''Select'' the file to upload. &nbsp;&nbsp;&nbsp;

[[File:E3.png|720px|E3.png]]

3. '''Click''' ''Create''. The instance is created, and count is updated in ''Generic Information'' tab under ''External a''ttachments on the RFx ''Details'' page.

[[File:E4.png|RTENOTITLE]]

The supplier will be able to view and get the access to this added external attachment (External attachm 3 - Added) after RFx is approved.

==== Editing an external attachment ====

1.'''Click '''the ''View Record'' icon next to the attachment that you want to edit. For example, ''External attachm 2. ''The ''external attachment Details'' page opens.

[[File:E5.png|720px|E5.png]]

2.'''Click '''''Edit. ''The ''Edit Associated Document'' page opens.

[[File:E6.png|720px|E6.png]]

3.'''Enter''' the values that you want to edit, for example Extrnal attachm 2- Updated''.'' Attached file is updated.

[[File:E7.png|720px|E7.png]]

4.'''Click''' ''Update. ''&nbsp;The edited attachment gets updated. The ''Generic Information'' Details page opens.
<div class="note-box">'''Note:''' The supplier will be able to view and get the access to this modified external attachment (Extrnal attachm 2- Updated) after RFx is approved.&nbsp;</div> 
==== Removing an external attachment ====

1.'''Click '''''Generic Information'' in''External ''tab on the RFx ''Details ''page. The attachment details page opens.

[[File:E8.png|720px|E8.png]]

2.'''Click '''''three dots ''icon next to attachment to be removed, for example, ''External attachm 1.''

[[File:E9.png|720px|E9.png]]

3.'''Click '''''Disassociate. ''The ''Please Confirm'' message window opens.

[[File:E10.png|720px|E10.png]]

4. '''Click''' ''Yes'' to delete the attachment. The attachment will be deleted.

Note: The supplier will not be able to view this removed external attachment (External attachm 1) with immediate effect.

==== Viewing modified external attachments( Supplier Side)&nbsp; ====

Once modification is completed and changes are approved, then these modifications are visible to the supplier.

Before any modification action is performed, the supplier will be to view the initially added external attachments (External''attachm 1'', and ''Extrnal attachm 2''). V

'''Viewing external attachment before modifcation'''

Login with supplier credentials.&nbsp;

'''1. Click '''''Sourcing ''> ''RFx ''on ''Home page.'' The RFx index page opens.

[[File:E11.png|720px|E11.png]]

2.'''Click '''''View Record'' icon next to RFx that you want to you view. For example, RFx – Axial Compressor.

[[File:E12.png|720px|E12.png]]

3.'''Click '''''Generic Information'' tab on the RFx ''Details'' page.

[[File:E13.png|720px|E13.png]]

'''Viewing external attachment after modification'''

To verify the added, edited or deleted external attachments on supplier side:

Perform steps same as above section.

[[File:E14.png|720px|E14.png]]

The edited attachment (''Extrnal attachm 2- Updated'') and added attachment (''External attachm 3 - Added)'' are displayed and the removed attachment (External attachm 1) is not displayed for supplier.

=== Modifying selective&nbsp;attributes ===

Buyers can selectively edit RFx attributes only when RFx is in the ''In Modification'' status. Further, they cannot edit those attributes that have been configured by the ''Administrator'' as non-editable. Modifying selective attributes is a specific solution when RFx is ''In Modification'' status and this is not a standard framework across the Sourcing application''.''

Prerequisite: To make the attribute non-editable, login is done by Administrator. (User role: ''Administrator'')

==== Making an attribute non-editable ====

For example, to make ''Start Date'' attribute non-editable:&nbsp;

1.'''Click '''''Configuration >Masterdata > Create Masterdata''. The Create Masterdata page opens.

[[File:A1.png|720px|A1.png]]

2.'''Select '''''Read Only Attribute Configuration ''from the ''Masterdata ''drop-down''.''

''[[File:A2.png|720px|A2.png]]''

3.'''Click '''''Next''. The ''Masterdata Details'' page opens.

4'''. Enter''' the values of the following fields'':''

*''Name: '''''Enter '''a name, for example ''Readonly Master''. 
*''Configure Attributes: '''''Select''' the configuration attribute as ''Read Only. Yo''u can either select ''Read Only'' or ''Editable''. 
*''Contract Type Name'': '''Enter''' ''ICMAppSrcRFx. ''This is the Contract Type name for RFx. For RFI, Contract Type name would be ''ICMAppSrcRFI.'' 
*''Read Only Attributes: '''''Enter''' read only attribute. For example, ''ICMAppSrcStartDate. ''This attribute is the attribute which you want to make it Read Only. 
*''Statuses: '''''Enter''' Status as ''In Modification. ''&nbsp;When RFx is In Modification status, you can configure the attribute as Read Only. &nbsp;&nbsp; 
*''Roles: '''Select''' ''the role from drop-down ''as Primary Owner. ''&nbsp;(For Primary Owner role, the attribute will be Read Only. 

[[File:A3.png|720px|A3.png]]

5.'''Click''' ''Save''. The created entry above gets saved in the masterdata. The masterdata needs to be updated once, when a new entry is created and saved.

[[File:A4.png|720px|A4.png]]

Similarly, you can make other attributes as non-editable as per business requirement.

==== Accessing non-editable attributes&nbsp; ====

To view the non-editable attributes in RFx, log in is done by buyer.&nbsp; (User Role: buyer who is ''Primary Owner'' of RFx)

Prerequisite: The RFx is ''In Modification'' status.

The attributes such as ''View Bids, Terms of Participation, Associate Contracts, Mandatory Contracts'', ''Prerequisite Contracts'' are the seeded non-editable attributes. In addition to this, Administrator can configure other attributes as non-editable as per business requirement.

'''To view non-editable attributes'''

1.'''Click''' ''Edit''. The ''Edit RFx Information'' page opens

[[File:A5.png|720px|A5.png]]

Note that, the attributes ''RFx Name'', ''Description'', ''Category'' and so on are editable. The Administrator in this example, has marked attributes such as''Round Start Date, Round End Date'' and others as non-editable.

[[File:A6.png|720px|A6.png]]

2.'''Click''' ''Next.'' The ''Edit RFx Configuration'' page opens. The attributes ''Auto Copy Bids from Previous Rounds'', ''Allow Foreclosure of Rounds'' and others are editable.

[[File:A7.png|720px|A7.png]]

3.'''Enter '''value for ''Total Savings ''on Selective Attribute Information. For example, '''Enter''' ''5.00''.&nbsp; Previously, this value was zero.

[[File:A8.png|720px|A8.png]]

4.'''Click''' ''Update. ''The changes will be saved and updated in RFx.

5'''. Navigate '''back to RFx ''Details'' page.

6.'''Click''' ''History ''on RFx Details page.&nbsp;

[[File:A9.png|720px|A9.png]]

7.'''Click''' ''Show All changes. ''The ''Details'' window opens.

[[File:A10.png|720px|A10.png]]

The changes are displayed indicating ''New value'' for ''Total Savings'', as 5%.

[[File:A11.png|720px|A11.png]]
<div class="note-box">'''Note:''' The ''Primary Owner'' has updated one of the attributes. The buyer/ supplier can see the changes once RFx is sent for approval and approved by approver.</div> 
&nbsp;

=== Viewing Notifications&nbsp; ===

A notification (if configured) is sent to the buyer and supplier when RFx modification is initiated.&nbsp;

Prerequisite: Notification for modify RFx is configured.

'''To view notifications:'''

1.'''Click '''''Modify RFx ''on the RFx''Details ''page. The status of RFx changes from ''Bidding Open'' to ''In Modification.''

''[[File:N1.png|720px|N1.png]]''

The notification is sent to buyer when RFx modification is initiated.&nbsp;

2.'''Click''' ''Notifications ''on RFx ''Details'' page''. ''The ''Notification Dashboard'' Opens.&nbsp;

[[File:N2.png|720px|N2.png]]

3.'''Click '''''Test Notifications'''''> '''''RFx In Modification'' Tab on ''Notification Dashboard''.'''Notification text opens.'''

[[File:N3.png|720px|N3.png]]

The notification message opens, indicating that you will have limited access to actions during modification activity.&nbsp;&nbsp;

[[File:N4.png|720px|N4.png]]

&nbsp;

== Working with Rounds ==
</div> 
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:7.12-RoundWorkflow.png|720px|7.12-RoundWorkflow.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&nbsp;''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&nbsp;''Bidding&nbsp;''''Open'''''<b>.</b>
<div class="note-box">'''Note: '''When the round is approved the status changes to ''Scheduled''. When the current date is equal to start date of the round, the status changes to ''Open''.</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 ''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''.

=== Editing Round start and end dates&nbsp; ===

Buyers can now:

*Edit the&nbsp;round start and end date when the round is in one of the below states: 
**Draft 
**Waiting for Approval 
**On Hold 
**Open 
**Approved&nbsp;   
<div class="note-box">'''Note''':&nbsp;You can make changes only to the round end date when the round is in ''Open'' state. The changes made to the round start and end date are captured in the ''History'' on round ''Details'' page.It is not mandatory to run the approval workflow for the round after changing the ''Planned Start Date'' and ''Planned End Date''.&nbsp;</div> 
To edit the round start and end date:&nbsp;

1.&nbsp;'''Click''' ''Round'' on RFx ''Details'' page. The list of rounds is displayed.&nbsp;
<div class="image-green-border">[[File:7.12-EditRound-Start-EndDate1.png|RTENOTITLE]]</div> 
2.&nbsp;'''Click''' the ''View Record'' icon next to the round for which you want to edit the start and end date. The round ''Details'' page opens and displays the existing start and end date of the rounds.
<div class="image-green-border">3.&nbsp;'''Click''' ''Edit''. The ''Edit'' round page opens.&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-EditRound-Start-EndDate2.png|720px|7.12-EditRound-Start-EndDate2.png]]</div> 
4.&nbsp;Make the necessary changes to the start and end date of the round depending on the state of the round. You can edit just the time of start and end date of the round and not required to change the date always.&nbsp;For example, the&nbsp;''Planned Start Date&nbsp;''was July 8, 2020, 12:00 AM and the&nbsp;''Planned End Date&nbsp;''was August 8, 2020 12:00 AM.&nbsp;

*Open:&nbsp;You can make the changes only to the ''Planned End Date'' of the round. For example, you can change the ''Planned End Date'' to September 8, 2020 in place of the earlier date August 8, 2020 
<div class="note-box">'''Note''':&nbsp;Buyers can edit the round end date when the status of the RFx changes to In Modification when the previous status of the round is Open.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-EditRound-Start-EndDate3.png|RTENOTITLE]]</div> 
*''Approved/''On Hold:&nbsp;You can make the changes to the ''Planned Start Date'' and ''Planned End Date'' values of the round. For example, you can change the ''Planned Start Date'' to July 15, 2020 in place of the earlier date July 8, 2020 earlier and ''Planned End Date'' to September 15, 2020 as against August 8, 2020 earlier. 
<div class="image-green-border">[[File:7.12-EditRound-Start-EndDate4.png|RTENOTITLE]]</div> 
&nbsp;
<div class="note-box">'''Note''':&nbsp;Buyers can enter the planned start and end date of the RFx when creating the round manually. The values for Actual Start Date and Actual End Date are populated based on the actual date when the round is opened or closed.</div> 
5.&nbsp;'''Click&nbsp;'''''Update&nbsp;''on round&nbsp;''Verify&nbsp;''page.&nbsp;
<div class="image-green-border">[[File:7.12-EditRound-Start-EndDate5.png|720px|7.12-EditRound-Start-EndDate5.png]]</div> 
The round ''Details'' page opens and displays the edited round start and end date.&nbsp;
<div class="image-green-border">[[File:7.12-EditRound-Start-EndDate6.png|RTENOTITLE]]</div> 
&nbsp;
<div class="note-box">'''Note''':&nbsp;The changes made to the round start and end date are captured in the ''History'' on round ''Details'' page.It is not mandatory to run the approval workflow for the round after changing the ''Planned Start Date'' and ''Planned End Date''.&nbsp;</div> 
== 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''&nbsp;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:7.12-BidWorkflow.png|720px|7.12-BidWorkflow.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 ''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.

The bid analysis Excel will contain all the bids, for all the suppliers, for all the rounds. The bid analysis will also contain currency information of bid currency and RFx primary currency, along with bid analysis attributes converted to RFx primary currencies. An attribute for bid analysis is defined in the masterdata. Users can add the bid analysis attribute for each RFx item and specify its value while creating an RFx or associated document. This helps the buyer to get all the information in the Excel sheet to be able to easily analyze a bid for a supplier.&nbsp;

Buyers can now:

*Download bid analysis excel on bid level and round level. When bid analysis is performed on bid, the downloaded bid analysis Excel it will include the responses for a specific respective supplier whose bid was chosen. Whereas, when bid analysis is performed on round level, downloaded bid analysis Excel will include the bid responses data for all the suppliers present in the round. 
*Enter the values for bid analysis attributes and upload the bid analysis Excel sheet. The value of bid analysis attributes will be updated in the bid response.&nbsp; 

Prerequisite for bid analysis:

*RFx is in ''Bidding Closed ''status and line items, supplier and supplier contacts are added. Round is in ''closed'' status. Bids are submitted by supplier. 
*The bid Analysis Excel template is uploaded in master data. 
*While configuring, ''Extension attribute'' rule can be created, but it is not mandatory. The Extension attributes can be selected either through rule or manually. 
*The bid analysis attributes should be in a specific master data. The bid analysis template and schema are defined in a specific template master. For example: CMAppSrcBidAnalysisTemplateMaster. The schema contains attributes from different sourcing entities like RFx, round, line items, bid, bid responses. It will contain superset of the extension attributes of bid response which include bid analysis attributes. The masterdata CT is configured in template master. 

'''Note:'''

*The bid analysis attributes must be selected during RFx configuration stage, you cannot select attributes at round level. 
*The bid analysis attributes cannot be changed once RFx is in ''Approved'' status. 
*With this release, ICM supports data types such as: ''Choice, Date, Number, Boolean, String, Text Area, Email, Curency, Datetime, MultiSelect Choice, Percntage''. &nbsp; 

&nbsp;

'''Downloading and Uploading Bid Analysis for round'''

1. '''Click''' the ''Bid Analysis'' button, on the ''Round'' ''Details'' page. The ''Bid Analysis'' page opens.
<div class="image-green-border">[[File:Round- bid analysis.png|720px|Round- bid analysis.png]]</div> 
2. '''Click''' ''Download File. ''The Excel file of Bid Analysis is downloaded.
<div class="image-green-border">[[File:F2.png|720px|F2.png]]</div> 
3.&nbsp;'''Open '''the downloaded Excel. ''View'' the Bid Analysis attributes.
<div class="image-green-border">[[File:Bid Analysis Attributes.png|720px|Bid Analysis Attributes.png]]</div> 
Once downloaded, you can edit the Bid analysis attributes such as ''Bonus'', ''Net Landed Cost'', ''Difference''.

Note: You can not edit othet attributes as ''Freight, Insurance, Landed Cost.''&nbsp;

4.'''Enter '''''Bid Analysis attribute'' values. For example: '''Enter''' value of ''Bonus as 2.44 instead of 1.05. &nbsp;''

'''5. Click''' ''Save'' to save the file'''.'''

6. '''Click '''''Select File To Upload'' on the Bid Analysis window. The updates will be made, and the''Bid Analysis has been Saved successfully'' message will be displayed in the ''Upload Summary'' section.
<div class="image-green-border">[[File:Uploading FBA.png|720px|Uploading FBA.png]]</div> 
7.&nbsp;'''Click'''&nbsp;''Ok.''

'''Downloading and uploading bid analysis for bid:&nbsp;'''

1.'''Click''' the'''''Bid Analysis'' button, on ''Bid'' ''Details'' page.'''
<div class="image-green-border">[[File:Bid level - bid analysis.png|720px|Bid level - bid analysis.png]]</div> 
2.'''Click''' ''Download File. ''The Excel file of Bid Analysis is downloaded.
<div class="image-green-border">[[File:Bid level - Download file.png|720px|Bid level - Download file.png]]</div> 
3.&nbsp;'''Open '''the downloaded Excel file. View the Bid Analysis attributes.
<div class="image-green-border">[[File:Bid level - FBA attributes.png|720px|Bid level - FBA attributes.png]]</div> 
&nbsp;You can add the bid analysis attribute for each RFx item and specify its value while creating an agreement or associated document.
<div class="image-green-border">'''Validating errors:'''&nbsp;</div> <div class="image-green-border">If you add any invalid value in Bid Analysis attribute, error validation message will be displayed in last column.&nbsp;</div> 
For example: '''Enter''' ''hdsjbvshd'' in ''Bonus, and enter ''any random value in ''Net Landed Cost'' ''chdsjbcs'', then Error message is displayed, indicating that Bonus and Net landed Cost are invalid.&nbsp;
<div class="image-green-border">[[File:Bid level - error message.png|720px|Bid level - error message.png]]</div> 
'''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 will be the same when downloading or uploading them to ICM. The files will be downloaded as per the defined folder structure and folder naming conventions &nbsp; which helps users to easily identify files under individual folders of the RFx and avoid any discrepancies. The folder names for associations are now same as the contract type display names such as line items, internal attachments, round, bid response and so on.

Downloading the RFx package displays the folders for RFx, round, bid, RFI Response 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. This is applicable for both RFx and RFI.&nbsp;
<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-DownloadPackage1.png|720px|7.12-DownloadPackage1.png]]</div> 
3. '''Click''' ''Download''. The selected files are downloaded in a zip file.
<div class="image-green-border">[[File:7.12-DownloadPackage2.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-DownloadPackage3.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-DownloadPackage4.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> 
&nbsp;

== Evaluating Suppliers ==

Users require a provision to evaluate the RFx for various suppliers on their capabilities. Also, they want to provide the scores for better information that will help them in the awarding process. &nbsp;<br/> With this release, buyers/Administrators can conduct a review, and evaluators can score the suppliers as well as provide feedback upon the supplier submissions.&nbsp;<br/> Buyers can now: &nbsp;&nbsp; &nbsp;

*Create evaluation types. 
*Define evaluation criteria. &nbsp; 
*Enable or disable evaluation in round. &nbsp; 
*Add evaluation type, evaluation criteria to the round.&nbsp; 
*Add users or a team as evaluators. &nbsp; &nbsp;&nbsp; 
*View different statuses during evaluation process such as Evaluation Started &nbsp;, Evaluation Closed.&nbsp; 
*Close the Evaluation, view and analyze ratings given by evaluators. &nbsp; &nbsp;&nbsp; 

Assigned evaluator will now:&nbsp;

*Receive notification about the evaluation that needs to be performed. 
*View evaluation type and evaluation criteria &nbsp; assigned to them. 
*Perform evaluation and submit the ratings. &nbsp; 

The Start Evaluation button will be available only after the round is closed.&nbsp;

'''Note: '''This applies only to RFx.

&nbsp;

=== Creating Evaluation Type Masterdata instances&nbsp; ===

The Evaluation Types Master defines the different types of evaluation criteria.

To create masterdata instance:<br/> 1. '''Click '''''Configuration > Masterdata > Create Masterdata'' on the ''Home'' page. The ''Create Masterdata'' page opens.
<div class="image-green-border">[[File:Evaluate Suppliers 1.png|720px|Evaluate Suppliers 1]]</div> 
2.&nbsp;'''Select '''''Masterdata Contract Type'' in the ''Masterdata'' field. For example, ''Evaluation Types''.
<div class="image-green-border">[[File:Evaluate Suppliers 2.png|720px|Evaluate Suppliers 2]]</div> 
3. '''Click '''''Next''. The ''Attributes ''tab opens.<br/> 4. '''Enter''' ''Evaluation Type Name''. For example, ''Pricing Evaluation''.
<div class="image-green-border">[[File:Evaluate Suppliers 3.png|720px|Evaluate Suppliers 3]]</div> 
5. '''Click&nbsp;'''''Save''. The masterdata instance is created.
<div class="image-green-border"><br/> [[File:Evaluate Suppliers 4.png|720px|Evaluate Suppliers 4]]</div> 
&nbsp;

=== Enabling the Evaluation at RFx level ===

Users can enable the evaluation process at RFx level by setting the value of the attribute ''Evaluate Round ''on the RFx Configuration page to Yes during RFx creation process. By default, the ''Evaluate Round ''will be set to ''No''.
<div class="image-green-border">[[File:Evaluate Suppliers 5.png|720px|Evaluate Suppliers 5]]</div> 
<br/> Once the RFx is created, complete the RFx workflow by:<br/> 1. Creating Line Items Associations for the RFx.<br/> 2. Adding Suppliers to the RFx.<br/> 3. Sending the RFx for approval and getting the approval.<br/> Auto-round is generated once the RFx is approved.

4. Closing the RFX.
<div class="image-green-border">[[File:Evaluate Suppliers 6.png|720px|Evaluate Suppliers 6]]</div> 
&nbsp;

=== Enabling Evaluation at Round level ===

Users can enable the evaluation process at round level by setting the value of the attribute Evaluate Round to Yes.

==== Enabling evaluation for auto-generated rounds ====

By default, the Evaluate Round flag is set to No. However when round is auto created, it will have its data copied from parent RFx with Evaluate Round as Yes.&nbsp;<br/> The attribute Evaluation Round is editable and users can edit the round to set its value to No and disable the evaluation process for the current round.

==== Enabling evaluation for manually created rounds ====

Users can set the value of the attribute Evaluate Round on the Round Information page to Yes during the round creation process.&nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 7.png|720px|Evaluate Suppliers 7]]</div> 
&nbsp;
<div class="note-box">'''Note:''' Evaluation workflow will work in the same way for both auto-created and manually created rounds.</div> 
&nbsp;

=== Defining Evaluation Types for Rounds ===

After the evaluation is enabled for RFx and round, the associations Evaluation Type Library and Evaluation are displayed under the Evaluation Information tab on the left panel on the round Details page through the Dynamic Associations rule configured at round level.

To add the Evaluation Type Library instance:<br/> 1. '''Click''' ''Sourcing > RFx ''on the Home page. The RFx index page opens.<br/> 2. '''Click''' ''View Record'' icon next to the RFx you want to start evaluation process for. For example, P''rocurement of Laptops''. The''RFx Details ''page opens.
<div class="image-green-border">[[File:Evaluate Suppliers 8.png|720px|Evaluate Suppliers 8]]</div> 
3. '''Expand''' the ''Round'' tab on the left panel. The ''Round associations'' section opens.<br/> 4. '''Click''' ''Round''. All available rounds for the RFx open in the grid.
<div class="image-green-border">[[File:Evaluate Suppliers 9.png|720px|Evaluate Suppliers 9]]</div> 
5. '''Click '''''View Record ''icon next to the round you want to add the evaluation type library instance for. For example,&nbsp;''Round One for RFx Procurement of Laptops''. The round ''Details'' page opens.
<div class="image-green-border">[[File:Evaluate Suppliers 10.png|720px|Evaluate Suppliers 10]]</div> 
6. '''Click''' ''Create Association ''(+ sign) for ''Evaluation Type Library''. The ''Create Association – Evaluation Type Library''&nbsp;page opens.<br/> 7. '''Enter '''a name. For example, ''Pricing Evaluation''.<br/> 8.'''Select '''''Evaluation Type'' from the drop-down. For example, ''Pricing Evaluation''.<br/> 9. '''Enter''' a ''Weightage ''for the Evaluation Type. For example, ''25''.<br/> 10. '''Click '''''Next''. The ''Extension Attributes ''tab opens.
<div class="image-green-border">[[File:Evaluate Suppliers 11.png|720px|Evaluate Suppliers 11]]</div> 
The set of extension attributes are displayed as per the configured Extension Selection rule based on the selected Evaluation Type.

11. '''Enter '''the details in the extension attributes.
<div class="image-green-border">[[File:Evaluate Suppliers 12.png|720px|Evaluate Suppliers 12]]</div> 
<br/> 12. '''Click''' ''Create''. The ''Evaluation Type Library i''nstance is created.
<div class="image-green-border">[[File:Evaluate Suppliers 13.png|720px|Evaluate Suppliers 13]]</div> 
<br/> 13. '''Add''' one more Evaluation Type Library instance to the round following the same process. For example, Financial Evaluation.
<div class="note-box">'''Note:''' Buyers can add more than one instance of the same Evaluation Type Library to the round. For example, buyers can add two instances of Pricing Evaluation to the Round One for RFx Procurement of Laptops.</div> 
&nbsp;

=== Adding Evaluators to the Evaluation Type ===

Buyers can add users or user groups as Evaluators to the Team of Evaluation Type.<br/> 13. '''Click''' ''Evaluation Type Library'' in the left panel on the round Details page. All the Evaluation Type Library instances for the current round are displayed in grid.<br/> 14. '''Select''' the ''View Record'' icon next to the Evaluation Type Library instance you want to add Evaluators for. For example, Pricing Evaluation. The Evaluation Type Library''Details'' page opens.

[[File:Evaluate Suppliers 14.png|720px|Evaluate Suppliers 14]]

15. '''Click '''''Team'' tab in the left panel. The''Team'' page opens.

[[File:Evaluate Suppliers 15.png|720px|Evaluate Suppliers 15]]

16. '''Click '''''Add Team''. The Search user window opens.<br/> 17. '''Select '''a user or user group. For example, ''Adam Paikant''.<br/> 18. '''Select '''the role as Evaluator in ''Select Role'' field.&nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 16.png|720px|Evaluate Suppliers 16]]</div> 
19. '''Click '''''Add''. The Evaluator will be added to the Team of Evaluation Type Library.
<div class="image-green-border">[[File:Evaluate Suppliers 17.png|720px|Evaluate Suppliers 17]]</div> 
&nbsp;
<div class="note-box">'''Note:''' Buyers cannot add evaluators to the evaluation types once the evaluation process has started.</div> 
&nbsp;

=== Starting the Evaluation process ===

Once the evaluation types and evaluators for that evaluation type, are added to the round, users can navigate back to the round Details page to start the process of evaluation.

'''Note: '''Buyers can conduct evaluation simultaneously in parallel rounds.&nbsp;

1. '''Click '''''Sourcing > RFx'' on the ''Home ''page. The RFx index page opens.<br/> 2. '''Click '''''View Record'' icon next to the RFx you want to start evaluation process for. The RFx Details page opens.<br/> 3. '''Expand''' the ''Round'' tab on the left panel. The ''Round associations ''section opens.<br/> 4.'''Click '''''Round''. All available rounds for the RFx are displayed.<br/> 5.'''Click''' ''View Record'' icon next to the round you want to add the evaluation type library instance. The round ''Details ''page opens.<br/> 6. '''Click''' ''Send For Approval''. The round is sent for approval and if the Team is not available, the round directly moves to ''Approved'' state.
<div class="image-green-border">[[File:Evaluate Suppliers 18.png|720px|Evaluate Suppliers 18]]</div> 
7. '''Click''' ''Close'' once the round is approved. The round moves to ''Closed'' state.
<div class="image-green-border">[[File:Evaluate Suppliers 19.png|720px|Evaluate Suppliers 19]]</div> 
The&nbsp;''Start Evaluation ''button is available for buyers once the round is in Closed state.
<div class="note-box">'''Note:''' Buyers can add evaluation type library instances with evaluators to the round until the evaluation process starts.</div> 
&nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 20.png|720px|Evaluate Suppliers 20]]</div> 
8. '''Click''' ''Start Evaluation''. The Round moves to the ''Evaluation Started ''state.
<div class="image-green-border">[[File:Evaluate Suppliers 21.png|720px|Evaluate Suppliers 21]]</div> 
<br/> &nbsp;

=== Results of Evaluation process ===

Multiple actions are triggered as the round evaluation process starts.

==== Copying Team members&nbsp; ====

The evaluators or groups of evaluators added to the evaluation type library instance of round are copied and get added to the parent Round and RFx Teams.&nbsp;For example, evaluator ''Adam Peikant'' from ''Pricing Evaluation'' is added to the team of Round One for RFx Procurement of Laptops.
<div class="image-green-border">[[File:Evaluate Suppliers 22.png|720px|Evaluate Suppliers 22]]</div> 
Evaluator ''Adam Peikant'' from ''Pricing Evaluation ''is added to the team of ''RFx – Procurement of Laptops''.
<div class="image-green-border">[[File:Evaluate Suppliers 23.png|720px|Evaluate Suppliers 23]]</div> <div class="image-green-border">&nbsp;</div> 
==== Auto-generation of Evaluation instances ====

The Evaluation instances are auto generated for each ''Evaluation Type Library'' instances defined for the Round. For example, two Evaluation instances are generated, one for ''Pricing Evaluation ''and one for ''Financial Evaluation''.
<div class="image-green-border">[[File:Evaluate Suppliers 24.png|720px|Evaluate Suppliers 24]]</div> 
9. '''Expand''' the ''Evaluation Information ''tab on the left panel on the round ''Details'' page.<br/> 10. '''Click '''''Evaluation''. All available Evaluation instances are displayed in the grid.<br/> 11. '''Click '''''View Record'' icon next to the Evaluation you want to open. For example, ''Pricing Evaluation''. The Evaluation ''Details ''page opens.<br/> The users added in Evaluation Type Library instance’s Team as Evaluators are copied to the Evaluation Rating’s Team as Primary Owner, whereas the buyer is copied as Observer.<br/> &nbsp;

'''Note:'''

*'''Copying single evaluator:''' When a single evaluator is added to the evaluation type, then the evaluator will be copied to the evaluation and evaluation rating instances as primary owner. 
*'''Copying multiple evaluators: '''When multiple evaluators added to the evaluation type team, then any one evaluator will be copied to the evaluation and evaluation rating instances as primary owner, and rest of the evaluators as secondary owners. 
*'''Copying evaluator group: '''When an evaluators group is added to the evaluation type, &nbsp;then the group will be copied to the evaluation and evaluation rating instances as primary owner. 
*'''Copying evaluators group and evaluators: '''When evaluators group and evaluators are added to the evaluation type, then the evaluators group will be copied to the evaluation and evaluation rating instances as a secondary owner, and any one evaluator will be added as primary owner. &nbsp;&nbsp; 
*Buyers with user roles as primary owner and secondary owner added to the team of evaluation type will be copied and added to the evaluation and evaluation rating instance as observer.<br/> &nbsp; 

==== Auto-generation of Evaluation Ratings ====

The ''Evaluation Rating'' are auto-generated for each supplier against each evaluation type.
<div class="image-green-border">[[File:Evaluate Suppliers 24 new.png|720px|Evaluate Suppliers 24 new]]</div> 
The Team of&nbsp;''Evaluation'' instance will be copied to the ''Evaluation Rating''. Therefore, the buyer added as an Observer, now has only view access to the''Evaluation Rating''''.'''''
<div class="image-green-border">[[File:Evaluate Suppliers 25.png|720px|Evaluate Suppliers 25]]</div> 
&nbsp;

==== Evaluating Rounds by Scoring&nbsp; ====

The evaluators can provide the scores and comments for each criteria in evaluation rating to evaluate rounds. As evaluators added to the team of evaluation type are copied to the teams of parent round and RFx, they can access the round by logging in to the ICM instance. For example, evaluator Adam Paikant can access the RFx Procurement of Laptops and its rounds to provide the scores.&nbsp;

To open the rating instance:&nbsp;<br/> 1. '''Click''' ''Sourcing > RFx'' on the ICM ''Home'' page. The RFx index page opens.<br/> 2.'''Click '''View Record icon next to the RFx you want to open. For example, Procurement of Laptops. The RFx ''Details'' page opens.<br/> 3. '''Click '''''Round'' in the left navigation pane. All the available rounds for the RFx are displayed in the grid.<br/> 4. '''Select''' the round in the Evaluation Started state that, you want to provide scores for. For example, Round One for RFx Procurement of Laptops. The round ''Details'' page opens.<br/> 5. '''Expand '''the ''Evaluation Information'' tab on the left navigation pane.<br/> 6. '''Click''' ''Evaluation''.&nbsp;<br/> Only Evaluations which have Evaluator Adam Paikant added to their Teams are displayed in the grid. (Evaluation instances are created at the confidential path level).<br/> 7. '''Click '''''View Record ''icon next to the Evaluation you want open. For example, Pricing Evaluation. &nbsp;The Evaluation Details page opens.<br/> 8. '''Expand''' the Evaluation Information tab on the left navigation pane.<br/> 9. '''Click''' Evaluation Rating. The Evaluation Rating is displayed in grid.

Now, Evaluator can provide the scores and comments by:

*Using Export and Import functionality. 
*Editing the Evaluation Rating through ICM UI.<br/> &nbsp; 

'''Scoring using Export and Import functionality'''

10. '''Click '''''Export ''associated document data template action icon.&nbsp;

[[File:Evaluate Suppliers 26.png|720px|Evaluate Suppliers 26]]

The template ICMAppSrcEvaluationRating.xlsx for the Evaluation Rating opens with non-editable metadata (Name, Evaluation Type, Supplier ID, and Supplier Name) and extension attributes defined at the time of Evaluation Type creation.<br/> 11. '''Enter''' the scores and comments in the extension attributes columns.<br/> 12. '''Select''' the ''Action''. Evaluators can only have access to the Edit action.
<div class="image-green-border">[[File:Evaluate Suppliers 28.png|720px|Evaluate Suppliers 28]]</div> 
13. '''Save''' and close the Excel sheet.<br/> 14. '''Click''' ''Upload Excel'' sheet action icon on the Evaluation ''Details'' page. The ''Upload Document ''window opens.
<div class="image-green-border">[[File:Evaluate Suppliers 29.png|720px|Evaluate Suppliers 29]]</div> 
15. '''Click''' ''Select File''.<br/> 16. '''Browse '''and '''select''' the file from the location where the file is saved.<br/> 17. '''Click''' ''Upload File''. The ''Upload Summary'' is displayed.
<div class="image-green-border">[[File:Evaluate Suppliers 31.png|720px|Evaluate Suppliers 31]]</div> 
18. '''Click''' ''Ok''. The values uploaded through Excel will now reflect on the Evaluation Rating Details page.<br/> &nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 32.png|720px|Evaluate Suppliers 32]]</div> 
&nbsp;

==== Scoring through ICM UI by editing the Evaluation Rating ====

1. '''Click''' ''Edit'' on the ''Evaluation Rating Details'' page.
<div class="image-green-border">[[File:Evaluate Suppliers 33.png|720px|Evaluate Suppliers 33]]</div> 
The ''Edit Associated Document – Evaluation Rating ''page opens.
<div class="image-green-border">[[File:Evaluate Suppliers 34.png|720px|Evaluate Suppliers 34]]</div> 
2. '''Click '''''Next''. The ''Extension Attributes'' page open<br/> 3. '''Provide''' the scores and comments in the desired attributes.
<div class="image-green-border">[[File:Evaluate Suppliers 35.png|720px|Evaluate Suppliers 35]]</div> 
4. '''Click '''''Update''. The Evaluation Rating instance is updated with scores.&nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 36.png|720px|Evaluate Suppliers 36]]</div> 
If the user group is added as Evaluator to the Evaluation Type, and any user from the group has already provided scores for the Evaluation Rating, the other evaluator from group can edit and add his scores to the rating. The scores and comments from second user then will be overwritten.
<div class="note-box">'''Note: '''Only one single score for each evaluation criteria is allowed. Scores and comments updated by last evaluator will be displayed.</div> 
&nbsp;

=== Closing the Evaluation ===

Buyers can close the evaluation process for rounds after it has been started.<br/> 1. '''Click''' ''Close Evaluation ''on the round ''Details ''page.&nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 37.png|720px|Evaluate Suppliers 37]]</div> 
The round moves to the Evaluation closed state.
<div class="image-green-border">[[File:Evaluate Suppliers 38.png|720px|Evaluate Suppliers 38]]</div> 
&nbsp;
<div class="note-box">'''Note:''' Once the evaluation is closed for the round, evaluators cannot provide any scores or comments for the round and the export and import functionality will be disabled.</div> 
&nbsp;

=== Downloading the Evaluation Rating&nbsp; ===

Buyers can download the evaluation scores and comments provided by evaluators once the round is in Evaluation Started or Evaluation Closed state.

==== At Round level ====

Buyers can download the evaluation data submitted by evaluators for each round separately.

1. '''Click '''''Download Evaluation'' on the round ''Details'' page. The evaluation template ''ICMAppSrcRound_Round_One_for_Procurement_of_Laptops__Evaluation.xlsx'' for round is downloaded.
<div class="image-green-border">[[File:Evaluate Suppliers 39.png|720px|Evaluate Suppliers 39]]</div> 
The evaluation template contains the metadata and extension attributes defined for evaluation types.
<div class="image-green-border">[[File:Evaluate Suppliers 40.png|720px|Evaluate Suppliers 40]]</div> 
&nbsp;

==== At RFx level ====

Buyers can download the ratings data provided by all evaluators for all rounds (evaluation started or closed), suppliers and evaluation types to view as a consolidated evaluation at RFx level.

'''Note:''' To download the evaluation information at RFx level, at least one round must have its evaluation process started.

1. '''Click''' ''Download Evaluation'' on the RFx''Details'' page. The evaluation template for RFx is downloaded.
<div class="image-green-border">[[File:Evaluate Suppliers 41.png|720px|Evaluate Suppliers 41]]</div> 
The Excel file consists the separate sheets for each evaluation type and will populate the evaluation data for the RFx according to each round and evaluation type.

For example, template''ICMAppSrcRFx_Procurement of Laptops.xlsx'' consists of the evaluation information for Round One for Procurement of Laptops and Pricing Evaluation and Financial Evaluation.
<div class="image-green-border">[[File:Evaluate Suppliers 42.png|720px|Evaluate Suppliers 42]]<br/>  </div> <div class="image-green-border">[[File:Evaluate Suppliers 43.png|720px|Evaluate Suppliers 43]]</div> 
=== Accessing Notifications ===

The ICM Sourcing app sends the notifications to the evaluators when events occur:

*Evaluation Started 
*Evaluation Closed&nbsp; 

The recipients can access the notifications from''Notification Dashboard'':<br/> 1. '''Click '''''Notifications ''tab on the ''Home'' page. The Notifications Dashboard opens.

2. '''Click''' ''Agreement Notifications''. All the relevant notification are displayed.<br/> 3. '''Expand''' the notification event. For example, ''Agreement Created''. The notifications belonging to the selected event category are displayed.&nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 44.png|720px|Evaluate Suppliers 44]]</div> 
4. '''Select '''the''Notification'' you want to view. For example,''Round Evaluation Started''. The selected Notification opens in the right pane. The notification will contain the URL to the ICM instance record.<br/> &nbsp;
<div class="image-green-border">[[File:Evaluate Suppliers 45.png|720px|Evaluate Suppliers 45]]</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.&nbsp;
<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> 
Here is the awarding workflow at a glance:&nbsp;
<div class="image-green-border">[[File:7.12-AwardingWorkflow.png|720px|7.12-AwardingWorkflow.png]]</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.

== Currency Support ==

ICM administrators can now configure the corporate currency in the currency master.

*Add currencies to the currency masterdata that contains the list of currencies that can be used in the RFx event.&nbsp; 
*Manage currencies from the currency master by adding new currency 
*Set a single currency as a corporate currency for the organization to be used in Sourcing events.&nbsp; 
*Restrict the option to delete the currency and only allow to make it inactive. 

=== Configuring the Corporate Currency in Currency Master ===

You can create a new currency record in ICM using the extended currency master.&nbsp;

1.&nbsp;'''Click&nbsp;'''''Configuration&nbsp;''and then&nbsp;'''click&nbsp;'''''Masterdata&nbsp;''on the&nbsp;''Home&nbsp;''page. The&nbsp;''Create Masterdata&nbsp;''page opens.&nbsp;
<div class="image-green-border">[[File:7.12-Configure Corporate Currency 1.png|720px|7.12-Configure Corporate Currency 1.png]]</div> 
2.&nbsp;'''Select&nbsp;'''the&nbsp;''Extended Currency Master&nbsp;''from the drop-down list and&nbsp;'''click&nbsp;'''''Next.&nbsp;''The&nbsp;''Attributes&nbsp;''page opens.&nbsp;
<div class="image-green-border">[[File:7.12-Configure Corporate Currency 2.png|RTENOTITLE]]</div> 
3.&nbsp;'''Enter&nbsp;'''the following information on this page:&nbsp;

*Masterdata code: This is generated automatically after the masterdata is created.&nbsp; 
*Currency Name:&nbsp;'''Enter&nbsp;'''the name of the currency. For example, Singapore Dollar.&nbsp; 
*Currency Code:&nbsp;'''Enter&nbsp;'''the code of the currency. For example, SGD.&nbsp; 
*Symbol:&nbsp;'''Enter''' the symbol for the currency you are creating. This helps in identifying the currency used in the financial transactions happening between the buyers and suppliers. For example, $.&nbsp; 
*Country Name:&nbsp;Enter the name of the country to which this currency would belong to. For example, Singapore. 
*Valid Until:&nbsp;'''Select''' the date until which this currency will be considered valid. For example, the currency can be valid for one year from the date it was created which could be July 8 2022. 

4.&nbsp;'''Click&nbsp;'''''Save.&nbsp;''The currency will be created and saved in ICM.&nbsp;

To be configure corporate currency in currency master:

1.&nbsp;'''Click&nbsp;'''''User Administration'' and then '''click''' ''Application Settings''. The ''Application Settings'' page opens.&nbsp;
<div class="image-green-border">[[File:7.12-Configure Corporate Currency 3.png|RTENOTITLE]]</div> 
2.&nbsp;'''Click '''''Next&nbsp;''on ''Entity Color Configuration'' and ''User Theme'' pages. The ''Other Configuration'' page opens.&nbsp;

3.&nbsp;'''Select''' the Corporate Currency from the drop-down list. For example, select SGD (Singapore Dollar).&nbsp;
<div class="image-green-border">[[File:7.12-Configure Corporate Currency 4.png|RTENOTITLE]]</div> 
4.&nbsp;'''Click&nbsp;'''''Update&nbsp;''to set the corporate currency for the RFx.

&nbsp;

=== Configuring the Exchange rate of different currencies&nbsp; ===

ICM administrators can add, remove, or edit the exchange rates in the currency masterdata. The specified currency exchange rate must have a defined validity period and also set currency exchange rates for supported currencies.&nbsp;

To set exchange rate of different currencies:&nbsp;

1. Repeat step 1 from the configuring the corporate currency in currency master section.&nbsp;

2.'''Select''' the ''Exchange Rate Master'' from the drop-down list and '''click''' ''Next''. The ''Attributes'' page opens.
<div class="image-green-border">[[File:7.12-Configure Corporate Currency 5.png|RTENOTITLE]]</div> 
3.&nbsp;'''Enter&nbsp;'''the following information on this page:&nbsp;

*Masterdata Code: This is generated automatically after the masterdata is created. 
*From Currency Code: '''Select&nbsp;'''the&nbsp;''From Currency Code. ''This denotes the currency from which you want to convert a particular amount to a different currency. For example, '''select&nbsp;'''''SGD.&nbsp;'' 
*To Currency Code:&nbsp;'''Select '''the&nbsp;''To Currency Code. ''This denotes the currency to which you want to convert a particular amount. For example,&nbsp;'''select '''''USD.'' 
<div class="note-box">'''Note''':&nbsp;You can only select the From Currency Code and To Currency Code for the currencies that are still valid.</div> 
*&nbsp;Exchange From Date:&nbsp;'''Select&nbsp;'''the date from which you want to make the exchange rate applicable. For example,&nbsp;'''select&nbsp;'''July 8, 2020.&nbsp; 
*Exchange To Date:&nbsp;'''Select&nbsp;'''the date to which you want to make the exchange rate applicable. The&nbsp;''To Date&nbsp;''must always be greater than the&nbsp;''From Date.&nbsp;''For example,&nbsp;'''select&nbsp;'''''August 8, 2020.&nbsp;'' 
*Exchange Rate:&nbsp;'''Select&nbsp;'''or&nbsp;'''enter&nbsp;'''the exchange rate. This is the value of one currency used to convert to another currency. For example, 1 SGD equals to 0.72 USD.&nbsp; 
*Rate Type:&nbsp;'''Select&nbsp;'''the type of rate from the available list. For example, Fixed Rate which is the rule applied by the government that ties the country's currency official exchange rate with another country's currency.&nbsp; 

4.&nbsp;'''Click&nbsp;'''''Save.&nbsp;''The masterdata record for exchange rate between two currencies is added successfully. The masterdata&nbsp;''Details&nbsp;''page opens.&nbsp;

You can perform the following operations on this page:&nbsp;

*Edit:&nbsp;'''Click&nbsp;'''''Edit&nbsp;''to make changes to the masterdata record.&nbsp; 
*Deactivate:&nbsp;'''Click&nbsp;'''''Deactivate&nbsp;''to deactivate but not delete the masterdata record.&nbsp; 
*Delete:&nbsp;'''Click&nbsp;'''''Delete&nbsp;''to delete the masterdata record.&nbsp; 

=== Selecting RFx currency and allowed currencies&nbsp; ===

You can select the RFx currency (primary currency) and allowed currency on Create RFx page.&nbsp;

*&nbsp;Primary Currency: '''Select''' the primary currency for the RFx. If the user preferred currency is not added in the currency master, then the corporate currency is set as the primary currency of the RFx. For example, if user preferred currency is SGD which is not added in currency master, then the primary currency is set as USD assuming it is set as the corporate currency.&nbsp; 
*Allowed Currency: '''Select''' the allowed currency for the RFx. This is the currency allowed by the buyers for the suppliers operating from a different country. The selected allowed currencies can be used by suppliers for bidding. Suppliers can view the newly added currencies even when the round is Open and select them as required. Buyers can update the allowed currency at any time using ''Modify RFx'' option. The allowed currencies cannot be deleted after the RFx is approved. 

=== Selecting the exchange rate for RFx&nbsp; ===

Buyers can view the exchange rate throughout the RFx lifecycle by clicking the View Exchange Rate Table icon at RFx, Line Items, Bids, Bid Responses. The exchange rate basis can have one of the following values:

*RFx Open Date: This is selected by default. When this is selected, system uses the start date of first round for determining exchange rates. 
*RFx Closed Date: This date must be selected same as the round end date. When this is selected, system uses close date of the last round for determining applicable exchange rates. 
*User selected:&nbsp;This is the date from when the exchange rates are made applicable by the buyers. It is mandatory to select the Exchange Rate Date that is enabled after selecting User Selected as the Exchange Rate Basis. The selected date is used as the date to determine the exchange rate and all calculations of currency conversion. 

Buyers can view the exchange rate information when selecting the Exchange Rate Basis as RFx Open Date or RFx Closed Date after the RFx is approved and the round is created.

=== Selecting currencies from the list of allowed currencies ===

Buyers can select the currencies for the RFx from the list of allowed currencies. The allowed currencies of the RFx can be used as the bid currency by the suppliers. The currency attributes for the line item are restricted to RFx currency. The modified allowed currencies for RFx are displayed as bid currencies for all items.&nbsp;
<div class="note-box">'''Note''':&nbsp;Changing the currency type in any of the line item displays a validation message in the Validation Description column in the Microsoft Excel if the values selected in Primary and Allowed Currency is different.</div> 
&nbsp;

=== Using currency conversion rate in Bid Analysis ===

Buyers can now:&nbsp;

*Download the bid analysis excel file that allows to view all the bids received from multiple suppliers. 
*Download the flexible bid analysis excel file for each round after it is closed that allows viewing bids received and converted to RFx primary currency. This file contains information for specific rounds only. 

=== Bidding in multiple currencies&nbsp; ===

Buyers can take the following actions when the bid is created:&nbsp;

*Select the bid currency that allows submitting the surrogate bid on behalf of the supplier.&nbsp; 
*View the changes made to the bid that are logged in the&nbsp;''History&nbsp;''section on the RFx&nbsp;''Details&nbsp;''page.&nbsp; 

Suppliers can take the following actions when bidding in multiple currencies:&nbsp;

*View the supported currencies for RFx that allows viewing the applicable exchange rates&nbsp; 
*Select the currency from the list of allowed currencies that allows submitting the bid in the selected currency.&nbsp; 
*Submit the bids for items in selected currencies. 
*Upload or download the bidding template that allows adding bid information in excel sheet and upload to ICM.&nbsp; 
*Update the bid currency using ICM and Microsoft Excel.&nbsp; 

=== Currency information in awarding contracts&nbsp; ===

Buyers can take the following actions when updating the awarding object for RFx using multiple currencies.&nbsp;

*Download the awarding decision template that will allow to award the desired suppliers and upload the awarding decision. 
*Include the bid currency in awarding decision that allows including bid currency and other bid information in the contract.&nbsp; 

== Copy RFx&nbsp; ==

Procurement team often uses the same template, line items, questions, attachments and suppliers for repetitive procurement of similar category items.

Buyers now have the capability to copy the RFx which helps reduce the timelines and avoids duplication of efforts for similar RFx creation.&nbsp;

&nbsp;Additionally, as procurement often involves globally distributed buyers’ team, they clone the sourcing event at the regional level and link them to one another. Linking the copied RFx to the original RFx can be achieved by enabling the ''Link To RFx'' flag on the ''Copy Record'' window..

Along with the RFx, users also have the ability to select any associated documents (line items, questions, attachments etc.) where the ''Allow Copy with Associations'' flag is enabled at the contract type level. By default, the flag is disabled, hence only the RFx is copied without its associations.Sourcing events can be copied along with the selected associations such as line items, questions, questionnaires, suppliers, supplier contacts, internal and external attachments and commitments.

Copy RFx helps in:

*Sourcing events can be copied along with the selected associations such as line items, questions, questionnaires, suppliers, supplier contacts, internal and external attachments and commitments.Automatic attachments may be&nbsp;excluded from being copied. &nbsp; 
*Some associations such as rounds, awarding etc. may be configured to be excluded from being copied. These associations are then not displayed in the ''Copy Record'' window. 
*Validations are provided to ensure supplier and related supplier contacts, questionnaire and related questions, are selected to be copied. 
*Some RFx and associations’ attributes may be configured to be excluded from being copied. The attribute values will not be present in the copied RFx. 

When copying the RFx:&nbsp;

*All or some user roles are copied in the same or different role based on the configuration. 
*Copy the RFx team based on the user authorization. The user who copies the RFx then becomes the Primary Owner of the respective RFx. 

The changes can be viewed in the History audit log on the RFx Details page.

'''Note''':&nbsp;

*Rule based users will not be copied to the new RFx.&nbsp; 
*Based on the requirement, the configurator must check if the external users should be copied or not. 
*This is applicable for RFx and RFI. 

=== &nbsp;Enabling Allow Copy with Association flag&nbsp; ===

Authorized users can configure the Agreement Contract Type and set Allow Copy with Associations field to ''Yes'' to enable copying the existing RFx.&nbsp;

To enable the&nbsp;''Allow Copy with Association&nbsp;''flag:

1.&nbsp;'''Click&nbsp;'''''Configuration&nbsp;''and then '''click''' ''Create Contract Type'' on the ''Home'' page. The ''Create Contract Type'' page opens displaying the list of available contract types that you can create.
<div class="image-green-border">[[File:Add Bulk Line Items 1.png|720px|RTENOTITLE]]</div> 
2.&nbsp;'''Select''' Agreement and '''click''' ''Next.''

3. '''Toggle''' the ''Allow Copy with Associations'' flag to ''Yes ''to be able to copy the record with associations.
<div class="image-green-border">[[File:7.12-CopyRFx-EnableCopywithAssociations.png|RTENOTITLE]]</div> 
=== Disabling Allow Copy with Association flag ===

1.&nbsp;If the ''Allow Copy with Associations ''flag is toggled to ''No, ''only the RFx record will be copied and not the associations.

You can also edit the existing contract type to '''select '''''Yes ''to enable copying RFx with associations.
<div class="image-green-border">[[File:7.12-CopyRFx-DisableCopywithAssociations.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''':&nbsp;You must approve and publish the contract type to enable or disable copying RFx with associations.</div> 
&nbsp;

=== Copying the RFx when Allow Copy With Association flag is enabled&nbsp; ===

'''Prerequisites'''

*The&nbsp;''Allow Copy With Associations&nbsp;''flag must be enabled. 
*Ensure that&nbsp;you select the ''Business Application Type'' as ''Sourcing'' and ''Business Application Category'' as ''RFx'' &nbsp;or ''RFI''. 

You can copy an RFx from the:

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

'''Copying the RFx from Sourcing Index page'''

To copy the RFx from Sourcing Index page:&nbsp;

1.&nbsp;'''Click '''dots&nbsp;''next to the ''View Record ''icon on the Sourcing index page and then '''click&nbsp;'''''Copy Record''. The ''Copy Record ''window opens.''
<div class="image-green-border">''[[File:7.12-CopyRFx-CopyRecord-SourcingIndexPage.png|RTENOTITLE]]''</div> 
2.&nbsp;'''Select&nbsp;'''''Yes ''next to ''Link To RFx ''that is being copied. This links the copied RFx to the source RFx.

*By default,&nbsp;this is set to ''No''. In this case, the copied RFx will not be linked to the source RFx. 

By default, the Copy Record window will only display the parent associations. For example, Line Items, Suppliers, etc. &nbsp; &nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-CopyRecord-ExpandAll.png|RTENOTITLE]]</div> 
3.&nbsp;'''Click''' ''Expand All'' on the ''Copy Record'' window to display all the associations (parent and child) of the RFx to be copied. For example, Line Items (parent association) and ICMAppSrcLineItem_25578 &nbsp; (Notepads) (child association).

4.&nbsp;'''Select''' the ''Associations'' checkbox. All the associations are selected to be copied. &nbsp;

You can select specific associations or commitments to be copied from the source RFx.&nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-CopyRecord2.png|720px|7.12-CopyRFx-CopyRecord2.png]]</div> 
5.&nbsp;'''Click '''''Collapse All ''to view only the parent associations (and commitments, if any).

6.&nbsp;'''Click&nbsp;'''''Copy.''

If the user selects the supplier contacts but does not select the supplier to be copied, an error message is displayed indicating that the corresponding suppliers are not selected. '''Click''' ''Ok'' on the Alert window to select the corresponding suppliers. For an RFI, if the user selects the questions but does not select the questionnaires to be copied, an error message is displayed indicating that the corresponding questionnaires are not selected. '''Click''' ''Ok'' on the ''Alert'' window to select the corresponding questionnaires.
<div class="image-green-border">[[File:7.12-CopyRFx-CopyRecord3.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-CopyRFx-OrphanRecordMessage.png|RTENOTITLE]]</div> 
When a user copies the RFx with auto-attached associations, ICM excludes all auto attached associations from being copied to the new RFx. The auto-attached associations won’t be displayed on the Copy Record window. The resulting RFx has the selected manual associations and its own auto-attached associations as per the configured rules. This avoids the duplication of association records on copied RFx.The RFx ''Details'' page opens and the RFx is now copied and is in the ''Draft'' status. Note that the name of the copied RFx is same as the source RFx.&nbsp;

'''Copying the RFx team&nbsp;'''

When copying an RFx, the RFx team is copied based on the configuration from the source RFx to the copied RFx. The RFx team will be copied to the same or different roles based on the configuration.&nbsp;Note that the user who copied the RFx is now the primary owner of the copied RFx.
<div class="image-green-border">[[File:7.12-CopyRFx-CopyTeam.png|RTENOTITLE]]</div> 
&nbsp;

'''Copying RFx attributes&nbsp;'''

When copying an RFx, the RFx attributes are copied automatically from the source RFx to the copied RFx.
<div class="image-green-border">[[File:7.12-CopyRFx-Attributes.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''':&nbsp;The attributes configured at contract type level by administrators will be excluded from being copied to the copied RFx.</div> 
The&nbsp;''Copy Record&nbsp;''&nbsp;icon is not displayed on the copied RFx. &nbsp;
<div class="image-green-border">[[File:7.12-CopiedRFx.png|RTENOTITLE]]</div> 
You can now initiate the RFx.

'''Initiating the RFx&nbsp;'''

To initiate the RFx:&nbsp;

1.&nbsp;'''Click '''''Initiate RFx ''on RFx ''Details ''page. The ''Information ''window is displayed.
<div class="image-green-border">[[File:7.12-CopiedRFx-InitiateRFx.png|RTENOTITLE]]</div> 
2.&nbsp;'''Click '''''Ok''. The RFx is published successfully and the RFx ''Details ''page opens.
<div class="image-green-border">[[File:7.12-CopyRFx-PublishSuccess.png|RTENOTITLE]]</div> 
'''Copying the RFx from RFx Details page&nbsp;'''

To copy from RFx Details page:&nbsp;

1.&nbsp;'''Click '''the ''Copy Record ''icon on RFx ''Details ''page. The ''Copy Record ''window opens.'''&nbsp;'''
<div class="image-green-border">'''[[File:7.12-CopyRFx-CopyRecord-RFxDetailsPage.png|RTENOTITLE]]'''</div> 
2.&nbsp;'''Select&nbsp;'''''Yes ''next to ''Link To RFx ''that is being copied. This links the copied RFx to the source RFx.

*By default, this is set as ''No.&nbsp;''In this case, the copied RFx will not be linked to the source RFx.&nbsp; 

3.&nbsp;'''Click''' ''Expand All'' on the ''Copy Record'' window to display all the&nbsp;parent and child associations of the RFx to be copied. You can&nbsp;'''click&nbsp;'''''Collapse All&nbsp;''to display only the parent level associations.&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. You can select the commitments from the ''Copy Record'' window to be copied from the source RFx to the copied RFx.

5.&nbsp;'''Click''' ''Copy''. The RFx ''Details'' page opens and the RFx is now copied and is in the Draft status. Note that the name of the copied RFx is same as the source RFx.

&nbsp;

=== Viewing the changes in the audit log of copied RFx&nbsp; ===

You can view the audit log of the copy RFx event by clicking History on the RFx Details page. &nbsp;&nbsp;<br/> To view the changes in the audit log of the copied RFx:

1.&nbsp;'''Click '''''History ''on the RFx ''Details ''page.
<div class="image-green-border">[[File:7.12-CopyRFx-ViewAuditLog.png|720px|7.12-CopyRFx-ViewAuditLog.png]]</div> 
2.&nbsp;'''Click''' ''Show All Changes'' on the ''History'' page of RFx.
<div class="image-green-border">[[File:7.12-CopyRFx-AuditLog1.png|RTENOTITLE]]</div> 
The ''Details'' window opens and displays the name of the source RFx in the Value field. For example, Procurement for Admin Department.&nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-ViewAuditLog2.png|RTENOTITLE]]</div> 
3.&nbsp;'''Close&nbsp;'''the window to return to RFx&nbsp;''Details&nbsp;''page.&nbsp;

&nbsp;

=== Copying record for non published RFx&nbsp; ===

If the RFx is saved but not published, a warning message is displayed indicating that the RFx is not created and must be created to copy.
<div class="image-green-border">[[File:7.12-CopyRFx-NonPublishedRFx.png|720px|7.12-CopyRFx-NonPublishedRFx.png]]</div> 
'''Click''' ''Ok'' to return to the Sourcing index page. &nbsp;For more details, refer Creating an RFx section. &nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-NonPublishedRFx1.png.jpg|RTENOTITLE]]</div> 
=== &nbsp; ===

=== Copying the RFx when Allow Copy With Association flag is disabled ===

You can copy only the RFx and not the associations when the&nbsp;''Allow Copy with Associations&nbsp;''flag is disabled.

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&nbsp;next to the RFx on the Sourcing index page and then '''click&nbsp;'''''Copy Record''. The ''Copy Record'' window opens''.''
<div class="image-green-border">2.'''Click '''''Ok ''if you want to copy only the RFx (and not the associations).</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-CopyRecord-ConfirmWindow.png|RTENOTITLE]]</div> 
&nbsp;The copied RFx (without associations) is displayed in ''Draft ''state.&nbsp;In the left navigation pane, the Related RFx displays the source RFx with the linkage type displayed as ''Peer'' if configured.
<div class="image-green-border">[[File:7.12-CopyRFx-RelatedRFx.png|RTENOTITLE]]</div> 
&nbsp;

=== Linking the&nbsp;RFx&nbsp; ===

Procurement often involves globally distributed buyers’ team, they clone the sourcing event at the regional level and link them to one another. &nbsp; Linking the copied RFx to the original RFx can be achieved by enabling the Link To RFx flag on the ''Copy Record'' window.

To configure two- way linkage:&nbsp;

1.&nbsp;'''Click&nbsp;'''the&nbsp;''View record ''icon next to the RFx contract type on the ''Configuration ''page. The contract type ''Details ''page opens.

2.&nbsp;&nbsp;'''Navigate '''to the ''Associations ''section and '''select '''the attribute ''ICMAppSrcRelatedRFx.''

*If ''Yes ''is selected next to ''Allow Two-way linkage'', it allows the source RFx to display the copied RFx in the related RFx; likewise, the copied RFx displays the source RFx. 
*If ''No'' is selected next to Allow Two-way linkage, then the copied RFx will display source RFx linkage in related RFx. not link the RFx copy with the source RFx. &nbsp; 
<div class="image-green-border">[[File:7.12-CopyRFx-EditContractType.png|RTENOTITLE]]</div> 
3. '''Click''' ''Update'' and navigate to ''Verify'' page.

4.'''C''''''lick''' ''Update'' to update the RFx contract type. This links the copied RFx with Source RFx.
<div class="note-box">'''Note''': You must approve and publish the contract type to enable or disable the two-way linkage.</div> 
'''Linking the RFx&nbsp;'''

To link the RFx:&nbsp;

1.&nbsp;'''Click '''dots&nbsp;next''to the ''View Record ''icon 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 and '''click''' ''Copy''.
<div class="image-green-border">[[File:7.12-CopyRFx-LinkRFx.png|RTENOTITLE]]</div> 
This links the copied RFx with the source RFx and is displayed in the list of related RFx on RFx Details page. The existing related RFx linkage type, if configured, will be tagged as a peer association.
<div class="image-green-border">[[File:7.12-CopyRFx-LinkRFx1.png|RTENOTITLE]]</div> 
You can also add linked RFx from RFx ''Details ''page.

To add linked RFx from RFx&nbsp;''Details&nbsp;''page:&nbsp;

1.&nbsp;'''Click '''the&nbsp;''Related RFx ''on RFx ''Details ''page. The section displays the list of related RFx.

2.&nbsp;'''Click&nbsp;'''the&nbsp;plus icon next to ''Related RFx ''on RFx ''Details ''page. The ''Related RFx ''window opens displaying the list of RFx that can be linked.&nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-RelatedRFx.png|720px|7.12-CopyRFx-RelatedRFx.png]]</div> 
3.&nbsp;'''Click '''''Select ''to select the RFx from the available list.&nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-RelatedRFx2.png|RTENOTITLE]]</div> 
The selected RFx is linked with the copied source&nbsp;RFx and displayed on RFx ''Details'' page.
<div class="image-green-border">[[File:7.12-CopyRFx-RelatedRFxList.PNG|RTENOTITLE]]</div> 
You can view the linked RFx by clicking the ''View Record ''icon next to the linked RFx from the RFx ''Details ''page.&nbsp;&nbsp;
<div class="image-green-border">[[File:7.12-CopyRFx-RelatedRFx4.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">The RFx Details page opens displaying the source RFx in its current state. For example, Procurement for Admin Department is displayed in ''Bidding Open'' state.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.12-CopyRFx-RelatedRFx5.png|720px|7.12-CopyRFx-RelatedRFx5.png]]</div> 
== 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. 

&nbsp;

&nbsp;

'''Related Topics''':''&nbsp;[[Agreement_Management|Agreement Management]]&nbsp;|&nbsp;[[ICM_Sourcing_App|ICM Sourcing&nbsp;App]]&nbsp;| [[Working_with_RFI|Working with RFI]]&nbsp;|&nbsp;[[Obligation_Management|Obligation Management]]&nbsp;|''