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Requests for Quotation (new)

🚧 SITE UNDER CONSTRUCTION! 🚧

This is a new application in Jakamo released on March 2025. These instructions are not complete, but we will get this updated in a short time.

Jakamo has released a new application, Requests for Quotations, for sending requests for quotations and making offers within one application. This guide is concering this new application. The Requests for Quotation application will gradually replace the old applications, Offer Requests and Offers, over time.

1. RFQ application and list view​

Requests for Quotation application is available in the Apps. It is hidden from the apps list on the left navigation bar, but is available in the Apps grid.

In the application list view you can see the overview of your RFQs:

From COLUMNS selection you may show or hide following details of your RFQs:

  • Title: Title of the RFQ.
  • Request number: The unique offer request number of the RFQ.
  • Created: When the RFQ was created.
  • Edited: When the RFQ was edited the last time.
  • Deadline: Offer deadline for the offers.
  • Status: Status of the RFQ. RFQ statuses are: Draft, Open for Quotations, Ready to Award, Completed, Cancelled and Archived.
  • Responses: This number indicates the number of responses received from the total number of suppliers involved in this RFQ. The first number represents the responses received, and the second number represents the total number of suppliers this RFQ is shared.
  • Suppliers: All the suppliers listed this RFQ is shared with. Icon dispalys the first alphabet of the supplier, and by hovering the icon the name of supplier is visible.
  • Resposible persons: Contact persons from the customer company.

2. Creating the RFQ - customer's view​

1. Create new RFQ​

Start creating new RFQ with + CREATE NEW on the top-right of the list view:

  1. Title: Create fitting title for your RFQ
  2. Rfq number: Provide a unique identifier for the RFQ
  3. Business unit: Select your Jakamo business unit this RFQ is created from
  4. Templates: Select if you want to utilize any pre-made template

  1. Create: Start creating the RFQ after fulfilling mandatory information (title and rfq number, possibly also business unit).
Autosave function

When editing the RFQs, there is an autosave feature that keeps the record saved automatically to their latest stage. This enables you to focus on filling the RFQ details and not worrying if the RFQ has saved or not.

2. General information of the RFQ​

In the Overview tab is presented all the basic information about the RFQ:

  1. Title: You can see and adjust the title.
  2. Request for quotation number: The RFQ number was generated when you created the RFQ.
  3. Offer deadline: Define the last date when suppliers should reply to RFQ.
  4. Currency: Select the currency of your RFQ. Default currency is Euro.
  5. Description: Write here the general description of the RFQ.
  6. Project number: Add project number if RFQ is related to a certain project.
  7. Business unit: Select which of your business unit this RFQ is located. This selection is available only if company has BUs enabled in Jakamo. Only one BU can be selected.
  8. People: Select amongst your colleagues persons involved in this RFQ. You can add multiple persons.
  9. Attachements. You may add feneral attachements related to RFQ here. In Items there is a place to add item-spesific attachments also.

3. Supplier selection​

Suppliers tab in the RFQ is a place to share RFQs with selected suppliers and view status of their offers.

  1. Supplier: Select your supplier or suppliers you want to share the RFQ. Type supplier's name and select amongst your Jakamo partners or amongst your supplier profile in Master Data.
  2. Contact: Select contact persons of the RFQ from the supplier. With Jakamo partners, select amongst their Jakamo users. With Master Data profile, select the contact person's email defined in External sharing email of the supplier's profile.
  3. Status: Status indicates the phase of the supplier's response. Supplier's offer's statuses can be: Unpublished, Unviewed, Viewed, Quotation started, Quotation submitted, Withdrawn, Quotation Evaluated, or Declined by supplier.
  4. Supplier type: This indicates if the supplier is from your Jakamo network (Jakamo) or from your supplier master data (Master Data)
  5. View: You can view supplier's offer there once it has been submitted. Private discussion with supplier is also available there.

4. RFQ questions​

Here you can create all the RFQ-spesific questions that will be delivered to suppliers in the same format. You can ask these question per whole RFQ and/or per offer request line.

Question types can be in text, select, multiselect, file or checkbox format. value options is dedicated for customer to pre-define answers, for example, for creating pre-made options for multiselect type of question.

RFQ creator can also require some of the fields to be filled by selecting tickbox Required. If the required button is not selected, supplier may skip that question.

5. RFQ items​

In the Items tab the customer adds the requested items by adding them manually from + ADD ROW or by importing rows from the excel from IMPORT ROWS.

Some information is requested as default:

  1. Item No.: What's the article / item number from customers system
  2. Item Name: what's the article requested
  3. Quantities: in what quantites customer wants the goods to be delivered
  4. Unit: PCS as default but customer can define this by themselves
  5. Attachements: Customer may attach multiple attachments per offer request line

In addition, customer can request pre-defined information for all items by selecting CHOOSE REQUESTED FIELDS:

As a default, Additional information, Price without VAT and Lead time (days) are selected to be included for each offer request line, but customer can select which information are requested to be fulfilled by supplier for each item.

6. Publish new RFQ​

After all details are filled, it is time to publish the RFQ and share it with selected suppliers. Select PUBLISH on the top right corner of the RFQ. This will share RFQ to selected suppliers and updating the RFQ status to Open for quotations.

What happens after the RFQ is published?​

  • RFQ for customers: All the fields in the RFQ form will be locked so the information cannot be altered afterwards.
  • RFQ sent: RFQ will be sent to all suppliers selected in the Suppliers tab. The best way to get an overview of the all sent RFQs is to go to the RFQ list view.

3. Received new RFQ - supplier's view​

The supplier will get notification in the dashboard that they have received a new notification.

Here in the Requests for Quotation list view they can see the RFQs they have received from their customers.

3.1 RFQ overview from supplier's perspective​

When the supplier opens RFQ, Jakamo will set RFQ automatically to status Viewed, to inform the customer that this supplier has received and seen the RFQ.

Supplier, select START QUOTATION to start creating your offer!

In order to start making an offer, the supplier first have to click START QUOTATION. Before that question cannot be filled, only view.

The supplier may also start discussion with customer from the bottom of RFQ overview page to talk directly to the person who has released the RFQ from customers side.

3.2 Supplier answer the questions​

In the Questions tab supplier may fill the questions the customer has requested for their RFQ:

3.3 Supplier fills the item details​

In the Items tab the supplier may fill the information and answer requested questions the customer has requested for each quotation line:

3.4 Publish an offer​

After supplier has filled all the requested information, publish offer by hitting Submit Quotation on the top-right in order to share your offer with customer.

The supplier may still at this phase to withrdaw from quotation if the see it necessary.

4. Compare and award offers​

Customer can compare and award received offers in Jakamo. RFQ's Suppliers tab include View responses section where it is possible to compare offers received from suppliers, and select the best offer per offer line.

🚧 This is under construction. 🚧

5. Settings​

1. Phrases​

🚧 This is under construction. 🚧

2. Templates​

🚧 This is under construction. 🚧

Help & Support

Didn't you find what you were looking for? Send email to Jakamo support (support@thejakamo.com) and we will help you.