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Creating a Standard RFQ in Axya

 

Step 1: Create a New RFQ

To create a new RFQ:

  1. Navigate to the RFQ section in Axya.

  2. Click Create RFQ.

  3. Enter the following information:

RFQ Information

RFQ Title
A clear name for the RFQ (similar to an email subject).

Description (Optional)
Additional context or instructions for suppliers.

Deadline
Set the closing date for supplier quotations.

Category (Optional)
Categories are useful for internal KPI tracking and reporting.

Example:

  • Spot maintenance

  • Production sourcing

Step 2: Import the Bill of Materials (BOM)

The Bill of Materials (BOM) is the most important element of the RFQ.

You can add parts in two ways:

Option 1: Manual Entry

Add parts directly within Axya by entering:

  • Part Number

  • Description

  • Quantity

  • Unit

Option 2: Excel Import (Recommended)

  1. Download the empty Excel template provided in Axya.

  2. Fill the template with your part information.

  3. Upload the completed file.

Once uploaded, Axya automatically generates the RFQ part list from the Excel file.

Customizable BOM Template

Your BOM template can be customized with:

  • Additional columns

  • Dropdown menus

  • Data validation

  • Renamed fields

  • Column reordering

These configurations can be adjusted with the help of your Customer Success Manager.

Internal Columns

Some columns can be marked as internal, meaning they will not appear in the supplier bid sheet.

These columns are useful for:

  • Internal filtering

  • Sorting

  • Reporting

  • KPI tracking

Step 3: Attach Technical Files

You can attach technical drawings or documents required by suppliers.

Best Practice

Drag and drop files in the technical files section.

Axya automatically matches files to parts when:

The file name matches the part number.

Example:

Part Number:
PIPE-001

File Name:
PIPE-001.pdf

If a match is found, the file is automatically attached to the correct part.

If not, the file is simply added as a general RFQ attachment.

Step 4: Select Suppliers

Choose the suppliers you want to invite to the RFQ.

You can:

Select Suppliers Manually

Use the search bar to select individual suppliers.

Use Supplier Groups

Example:
Steel pipe suppliers

Selecting a group automatically includes all suppliers and their contact emails assigned to that group.

Step 5: Send the RFQ

Once the RFQ is configured:

  1. Review the RFQ details.

  2. Click Send.

Axya will send individual emails to each supplier.

Each supplier receives:

  • RFQ title

  • RFQ message

  • Deadline

  • Technical attachments

  • The Axya-generated bid sheet

The email also includes your company logo and signature.

Suppliers can simply reply to the email with the completed Excel file.

Step 6: Supplier Quote Processing

When suppliers return the completed bid sheet:

Axya automatically parses the Excel file and extracts:

  • Unit price

  • Lead time

  • Supplier comments

The system structures this data directly inside the RFQ.

Step 7: Compare Supplier Quotes

The Quote Comparison tab allows you to analyze supplier offers efficiently.

You can configure the comparison view by selecting which columns to display.

Example comparison fields:

  • Unit price

  • Lead time

  • Supplier comments

You can also choose a currency display such as USD.

Highlight Tools

Axya provides quick visual indicators such as:

  • Lowest price

  • Shortest lead time

This makes it easy to identify the best supplier options.

Why Use the Standard RFQ in Axya?

Using the standard RFQ workflow ensures:

  • Structured supplier responses

  • Automatic data extraction

  • Faster supplier comparison

  • Improved sourcing decisions

Because Axya generates the standard bid sheet, supplier quotes can be compared quickly and accurately.

If you have any additional question please contact us at customerservice@axya.co