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Administrator Guide
Last Updated: 2023-06-23
Create Ad Hoc Request for Quotes

Create Ad Hoc Request for Quotes

  • Configure the
    Request for Quote Event
     business process in the Procurement functional area.
  • Configure request for quote (RFQ) types in the
    Maintain Request for Quote Types
     task.
You can create RFQ documents to:
  • Invite suppliers to bid on specific goods and services.
  • Fulfill requisitions using quotation-based sourcing within Workday.
  1. Access the
    Create Request for Quote (RFQ)
     task.
  2. Select
    Create Ad Hoc RFQ
     to create a new RFQ.
  3. As you complete the
    Document Information
     section, consider:
    Option Description
    RFQ Type
    Select the
    RFQ Type
    .
    You configured these values in the
    Maintain Request For Quotes Types
     task.
    RFQ Title
    Name the RFQ document to make it easy for buyers and suppliers to identify the content.
    Start Date / End Date
    Configure the date and timestamps to post and close the RFQ for bidding.
    Sourcing Buyer
    Automatically populates the name of the worker creating the document.
    Exclude Target Price
    Select to exclude the target price on the RFQ PDF to suppliers.
  4. List any bidding requirements for suppliers in the
    Terms and Conditions
     section.
  5. Include lines for procurement of goods and services on the
    Lines
     tab.
    You can't add supplier-specific items such as catalog or web items. As you complete the tab, consider:
    Option Description
    Item
    (Optional) When you select an item, Workday automatically links the
    Spend Category
     to the item.
    Spend Category
    Associates items with their account posting rules and provides details for creating invoices. When you select an item before specifying the spend category, you can't modify the default value assigned to the item.
    Target Price
    When you check
    Exclude Target Price
     in the
    Document Information
     section, Workday doesn't display the target price to the supplier including the printed RFQs.
    Requested Delivery Date
    Enter the date by which suppliers must send their RFQ line responses.
    Response Required
    Select to make the line require a response on the RFQ.
    Worktags
    Use worktags as keywords to more easily classify and find transactions. Configure the allowed worktag types on the
    Maintain Worktag Usage
     task. When you select a worktag type that has related worktags, Workday automatically populates transactions with the related worktag values.
    Splits
    Split lines by
    Amount
     or
    Quantity
    . You can then specify the amounts or quantities, enter a memo, and tag each split.
  6. As you complete the
    Proposed Suppliers
     tab, consider:
    Option Description
    Suppliers
    Select 1 or more suppliers when the RFQ type isn't a
    Public RFQ
    .
    Issue Option
    Select a deliver format to send RFQs to suppliers.
    Override Contact Email
    Select 1 or more alternate email addresses for a supplier.
  7. (Optional) Enter bid requirements at the line level or on the
    Bid Requirements
     tab.
    Option Description
    Name
    The requirement or question for suppliers.
    Type
    The type of response required for the bid requirement from suppliers:
    • Date
    • Numeric
    • Text
    • Yes/No
    Response Required
    Select when you require a response from suppliers.
    Applies To
    Select
    Document
     or
    Lines
     to specify whether the bid requirement applies to the document or to all lines in the RFQ.
  8. (Optional) Attach files to the RFQ document on the
    Attachments
     tab.
    Select the
    External
     check box to include the attachment with the PDF business document you send to your supplier.
After you submit the RFQ, you can now edit, cancel, and copy it.
Review and approve or deny the RFQ.