How Do I Fill In The RFX Event Details Section?

Once you have chosen to Create the type of RFx, the first step is to enter the Event Details.

Introduction to the Event Details

You are able to create a new RFx from a scratch (i.e. blank) or use an existing template that was created by your Administrator.

Templates make the job easy and fast and make some items controllable by the Administrator who created the template. For instance the Administrator may have set the template such that you cannot edit the approvers.

If a field that you need to edit is not editable, please contact your Administrator to make the appropriate changes to the template, or to create a new template altogether. He/she may create a new template or edit/view an existing one by referring to the instructions in the article on Creating/Editing RFx Templates.

Event Details

The Event Details consists of the following sections that require input before proceeding to the subsequent stages.

Event Information

The Event Information is system-generated and is used for reference purposes. It consists of:

Event ID	This is a unique system-generated tracking identification that is assigned to each event.
Event Type	Denotes the type of event that you selected during creation (e.g. RFQ, RFP etc.)
Event Owner	This will automatically show the name, email and contact details of the event creator.

Event Details

Reference Number	Unlike the Event ID, which is system-generated, here you can create a personalized RFx reference number according to your company’s own tracking needs.
Event Name	Create a name for the RFx event that is recognizable for future reference purposes.
Event Visibility	You can set this to Private or Public. Private events will only be accessible by suppliers that you have invited, while a Public event is open to all suppliers registered within Procurehere.
Event Start Date and End Date	Event Start Date/Time and Event End Date/Time refer to the period in which suppliers may submit bids for the event. For further information on what each phase of the events are, see Event Timeline and Definitions. You can enter your event start and end date/time by selecting the dates and times in the drop-down box, and clicking on Apply.
Add Reminder	You can set multiple reminders, any number of days or hours ahead of the start date. These reminders will be sent to suppliers notifying them of the impending event start.
Delivery Address	If you need your suppliers to make any physical delivery of documents, you can specify the delivery address by selecting one from a list of your company’s main or branch addresses. (See article on How to Add a New Site Address
Delivery Date	This date specifies when the supplier is expected to make the physical delivery of goods / services.
Event Publish Date	Enter the event publish date and time, from which invited suppliers can view the details of your event and choose whether to accept or reject the invitation to participate in the RFx.
Event Validity Days	The event validity days is a record of how many days the results of the RFx (e.g. the pricing in an RFQ) will be valid, following which the quotation will be expired.
Event Category	Select category from the list of your categories. If you would like to add a category, contact your Administrator with reference to this article on How to Add Categories.
Event Participation Fee	This optional feature (applies to Requests for Tender or RFTs only) allows you to specify whether there is a fee for suppliers to participate in the tender. The actual payment of the fees is to be handled offline between you and your suppliers.

Contact Details

Correspondence Address

This will reflect your company's main correspondence address. It cannot be edited, except by the Administrator; see article on How to Change Your Company’s Correspondence Address.

Add Contact Person

You are required to add a contact person, whose details will appear on the supplier's summary of the Tender event.

Title	Include the Department/Section/Specialization of the person in charge. Example: Technical Department
Contact Person Name	Include the full name of the person in charge.
Designation	Job Title or Designation within the company Example: Technical Supplies Manager
Contact Number	Include Country and Area code followed by local number
Mobile Number	Include Country and Area code followed by local number
Fax Number	Include Country and Area code followed by local number
Email Address	Include a valid email for communication purposes

Event Team Members

You can select team members that are active users from your company, as Viewers or Editors of the tender. If a team member is not in the list, it means that it is either not registered or inactive; contact your Administrator for them to Add a New User or to Activate or Deactivate a User.

Team members with Editor role will be able to edit the RFx while it is in Draft mode only. This allows the creator to delegate some of the tasks in creation (e.g. entering the Bill of Quantities) to other active users in the organization. Editors can also view the event while it is ongoing.

Team members with Viewer role will only be able to view details during the creation and when the event is ongoing; they are not able to edit the event. This allows auditors and supervisors to monitor the event without making changes to it.

Approval Route

An approval process is determined by the needs and requirements of your event. The RFx must pass through each level in the approval route before it can be published to suppliers.

Set up the approvals route as follows:

A user does not have to be a team member in order to be an approver.

A sample approvals process is:

Level 1 Fei Fei

Level 2 Eddie OR Wani OR Indra

Level 3 Cecilia AND Aaron

The approval can be configured for multiple levels by adding or removing levels. Each level can have more than one approver and each level is either ‘All’ (e.g. Level 3 above) or ‘Any’ (e.g. Level 2 above).

The approval process is sequential.

Level 1: Fei Fei is the only approver; without her approval, the approval process will not be escalated to level 2.

Level 2: Any one of the approver in level two can approve and escalated to level 3. For instance, once Eddie has approved it, the event will disappear from Wani and Indra list. However, Wani and Indra still able to search and view the event, but the approval rights will be restricted.

Level 3: Both Cecilia and Aaron need to approve and it does not matter who to approve first.

All approvers can either approve or reject the event. Besides that, approvers are able to provide remarks for the action he/she takes. These remarks are visible to all current and previous approval level.

If there is any rejection in the approval, the approval process will end immediately and the event will reappear in the Draft list. The creator can amend it accordingly and resubmit it for approval.

Event Description

This will appear in the event summary displayed to all suppliers. You can describe more about your company, event, expectations and limitations. (max. 500 characters).

Finance

This sections requires a variety of inputs for the setup of the event.

Base Currency	All participants (buyer and supplier) will see the event in a single currency (Procurehere does not do currency conversions). Select the currency for the event.
Decimals	Set decimal for monetary amounts based on your needs. Example: 2 decimals – USD 0.01 3 decimals – USD 0.011 4 decimals – USD 0.0111
Cost Center	You can determine the division/department within your company that will be financing the project.
Budget	Total budget for the project. This is just for internal reference purposes and will not be shown to the suppliers.
Historic amounts	You can state historic amounts from previous projects of similar nature, if applicable. This serves as an internal reference and will not be shown to the suppliers.
Payment terms	Display payment terms in text, e.g. payment in 30 days upon invoice date.

Event Contents

This section allows you to select the required sections for your event. If a section is not selected, it will neither appear in the rest of the creation stage nor will it appear to suppliers.

The section options are defined as follows:

Documents	This section allows you to upload any documents for the suppliers information or actions (for example, you may upload an empty form in the Documents section, and in the Questionnaire section, you might require them to upload the filled out form). Skip to article on Creating Documents Section.
Meetings	If you plan to have a site visit or conduct a tender briefing to inform suppliers on how to put together their submission, then Meetings is the place to create these and invite suppliers to participate. You will have a record of the attendance which will be of benefit during the evaluation stage (e.g. you may wish to disqualify suppliers who did not attend the briefing). Skip to article on Creating Meetings Section.
Questionnaires	You may create any number of questionnaires to collect information from suppliers on issues such as compliance to requirements (e.g. what is the paid-up capital of the company, what are the number of employees, etc.) Skip to article on Creating Questionnaires Section.
Bill of Quantities (BQ)	This is not an option for Requests for Information (RFI) only, as RFIs do not deal with pricing but is merely used to collect information about the suppliers’ offerings. A Bill of Quantities is a form that specifies the items that are required and the number of units required for each. Suppliers enter unit pricing data for each item, and the Bill of Quantities form automatically computes the total expenditure for the supplier. This is used as inputs in your evaluation stage, where you will be comparing the Bills of Quantities of each supplier side-by-side. Skip to article on Creating Bill of Quantities Section.
Schedule of Rate (SOR)	This is an optional field for all RFx events. Skip to article on Creation Schedule of Rate (SOR) in Events

Next Steps

Once you have entered event details, there are few remaining steps to set it up and launch it. Please refer to the following articles for more guidance:

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