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Simple RFQs – Creating and Managing Streamlined Requests

 

What Is a Simple RFQ?

A Simple RFQ is an alternative to the standard RFQ process in Axya.

The key difference is that Axya does not generate a bid sheet automatically. Instead, you can:

  • Provide your own bid sheet

  • Allow suppliers to respond with their own PDF quotation

  • Send general requirements or scope documents without a structured bid sheet

This flexibility is useful when:

  • You already have a custom quotation template

  • The quote structure varies depending on the supplier

  • You want a simplified quoting process

Step-by-Step: Creating a Simple RFQ

1. Go to the Requests Tab

Navigate to the Requests section and select:

Simple RFQ

2. Enter RFQ Details

Fill in the basic information:

  • Project Name

  • Description

  • Deadline

The deadline defines the last date suppliers can submit quotes.

Important behavior:

  • Quotes submitted before midnight on the deadline date update automatically.

  • Quotes submitted after the deadline require manual acceptance.

3. Add Categorization (Optional)

Categorization allows internal tracking of RFQs for reporting and KPIs.

Examples:

  • Machining

  • Sheet metal

  • Raw materials

This field is optional.

4. Enable Total Price and Lead Time (Optional)

You can enable an option requiring suppliers to provide:

  • Total Price

  • Total Lead Time

This provides quick comparison metrics when detailed part breakdowns are unavailable.

These values also help generate procurement KPIs.

Upload Required Files

In the Files section, upload any documents relevant to the RFQ.

Supported file types include:

  • PDF

  • ZIP

  • DXF

  • STEP

  • Excel

  • Other technical formats

There is no file size limit, though larger files may take longer to upload.

Common files to include

Technical Files

  • Drawings

  • CAD files

  • Specifications

Cover Letter (Optional)
Instructions or additional information for suppliers.

Custom Bid Sheet
An Excel file where suppliers must fill in requested fields.

Contract or NDA (Optional)
Legal documents for supplier acknowledgment.

Using File Templates

Axya allows you to create document templates for frequently used files such as:

  • NDA agreements

  • Standard bid sheets

  • Contract templates

How it works:

  1. Upload the file once

  2. Save it as a template

  3. Select it quickly in future RFQs

Templates help standardize procurement workflows and save time when creating new RFQs.

Selecting Suppliers

Go to the Supplier Selection section.

You can:

  • Search suppliers by name

  • Select suppliers by category

Example:

  • Steel pipe suppliers

Supplier contacts displayed here come from the Supplier profile page.
You can edit them either:

  • Directly in the RFQ

  • Or permanently in the Supplier directory

Sending the RFQ

Once everything is configured:

  1. Review files and supplier list

  2. Click Send RFQ

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Each supplier receives an individual email containing:

  • RFQ name

  • Submission deadline

  • Download links for all attached files

  • Your email signature

Suppliers download files via secure links included in the email.

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