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Administrator Guide
Last Updated: 2023-06-23
Award Request for Quotes to Suppliers

Award Request for Quotes to Suppliers

  • Create request for quote (RFQ) responses upon submission and approval.
  • Configure the
    Request for Quote Award Event
     business process in the Procurement functional area.
  • Security:
    Process: Request for Quotes - Create/Edit
    domain in the Procurement functional area.
Create an award document for suppliers bidding on an RFQ. You can award 1 or more suppliers with either a purchase order or a supplier contract. When you:
  • Source a
    Purchase Order
     from a requisition, the purchase order automatically updates the requisition-sourced quantities or amounts.
    Enable commitment accounting, Workday automatically liquidates any commitments on the requisition once you issue the purchase order.
  • Source a
    Supplier Contract
     from a requisition, the contract doesn't automatically update the requisition-sourced quantities or amounts.
    Enable commitment accounting, Workday doesn't automatically liquidate commitments on the requisition once you approve the contract.
  1. Access the
    Create Request for Quote (RFQ) Award
     task.
    You can search for this task or select
    Request for Quote
    >
    Create RFQ Award
     from the related actions menu of the
    Find Request for Quotes (RFQ)
    report.
  2. As you complete the RFQ award header information, consider:
    Option Description
    Award Reason
    (Optional) The reason to award RFQs to the supplier.
    Currency
    Workday recommends that you select the
    Currency
     of your target purchase order or supplier account.
    Award Type
    • Purchase Order
      You can partially award RFQ lines to multiple suppliers. Example: You can award an RFQ line of 100 units to 2 suppliers; 1 for 25 and 1 for 75 units each.
    • Supplier Contract
      Select the
      Contract Type
       to configure contract values.
      Workday creates the supplier contract in
      Draft
       status and doesn't support partial awards on RFQ lines. Workday doesn't carry over line splits from purchase orders or requisitions over to the contract.
  3. Select the check boxes in the
    Award Options
     section to exclude RFQ attachments and line attachments from being sent to suppliers.
    When you exclude attachments in RFQ awards, those documents are accessible only by your organization.
  4. Add additional lines that you didn't select from the RFQ you're awarding by selecting the
    Import RFQ Lines
     prompt.
  5. In the
    Lines
     section, select the RFQ response lines to include on the RFQ award.
  6. Enter and review the award line details such as
    Award Quantity
     and
    Award Item Description
     on ad hoc or description-based lines. The description populates on the purchase order or supplier contract documents.
  7. Lines originating from requisition lines contain the
    Ship-To Address
    ,
    Ship-To Contact
    , and
    Deliver-To Location
    , when populated.
  8. Enter and review the details in the
    Purchase Order Defaults
     or
    Supplier Contract Defaults
     section. This information automatically populates based on the type of award you select.
  9. When awarding a purchase order, select the
    Auto-submit Award Outcome for Approval
     check box. Selecting the check box enables Workday to submit the order outcome document automatically for review and approval.
If you created the RFQ from a requisition, Workday automatically marks the requisition lines as sourced when the awarding the RFQ to a purchase order.
View or edit the RFQ award outcome documents; purchase order or supplier contract.