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Creation of Series Request

Get constant updates of prices for certain products

A Series Request is designed to help you to manage regular price updates for specific products. Suppliers are expected to submit their offers for each period you define, and all prices will be displayed for your review.

To create a Series Request, click on the ‘Series Request’ icon, which will guide you through a four-step process:

  1. General Information Step: Fill in details like the request name, message to suppliers, start/end dates, repeating period, and payment terms. You can also set up additional settings, invite colleagues, and upload any necessary attachments.
  2. Add Items Step: Upload the products for the request using an Excel file, ensuring that required columns like Item Name, Unit, and Unit of Measure are included. Configure column visibility for suppliers and make any necessary edits before proceeding.
  3. Add Suppliers Step: Select suppliers from the list or invite new ones. You can also use an automated listing based on product CAS Numbers to invite suppliers who have previously quoted on similar items.
  4. Preview Step: Review all details of your request, including general information, suppliers, and items. If everything is accurate, you can publish the request immediately or save it as a draft for later.
 
General Information Step
 

1. Fill in Basic Information

  • Request Name: Enter a name for the request.
  • Message to Suppliers: Write a message for the suppliers you want to invite.
  • Start/End Date: Set up the start and end dates for the request.
  • Repeat Period: Choose how often you want to repeat the request (daily, weekly, monthly).
  • Duration: Specify how many days suppliers have to submit their prices in each period.
 

2. Configure More Settings

  • Set up Payment Term and Incoterm using dropdowns or create new ones with the ‘plus’ icon.
  • Invite Colleagues: Grant access to your colleagues.
  • Currency Settings: Set up different currencies for the request, allowing suppliers to provide quotes in multiple currencies, which will be recalculated into the selected anchor currency.
 

3. Upload Terms & Attach Files

  • Attachments: Upload any terms that suppliers need to confirm or sign before accessing the request.
  • Attach File: Add any additional information by attaching files.
 

4. Additional Settings

  • Test Mode: Activate by checking ‘Test Request’ to exclude the request from your statistics.
  • Disable Notifications: Prevent suppliers from receiving emails about the request and active periods.
  • Formula Update via Indice: Enable this setting to allow the system to update prices automatically based on set formulas, without requiring supplier input.
 
After all information is filled in, click ‘Save and Next step' button.
 
 

Add Items Step

1. Prepare the Excel File

  • Ensure your Excel file includes the obligatory columns: Item Name, Unit (e.g., 1/4/5.5), and Unit of Measure.
  • Use the provided prototype for guidance or create your own Excel file.
 

2. Upload the File

  • Navigate back to the platform.
  • Click the ‘Excel upload’ button to upload your prepared file.
 

3. Configure Columns

  • Set up column visibility/format for suppliers using the dropdown options: private/public/fillable. Do not forget to select such obligatory format as Item Name, Unit (e.g., 1/4/5.5), and Unit of Measure.

  • If you need additional columns, click ‘Add new column’.

4. Upload and Manage Products

  • After setting up everything, click ‘Upload’.

  • The uploaded products will be displayed within a few seconds. You can now:

    • Add New Product.

    • Edit, delete, or attach files to each product.

    • Edit column names, change their format, and adjust visibility for suppliers.

      Screenshot 2025-07-18 at 12.03.25

5. Finalize

  • Once your product list is complete, click ‘Save and Next step’.
  • To make changes in the previous section, click ‘Previous step’.
 

 

Add Suppliers Step

1. Search and Select Suppliers:

  • Browse through the list of companies.
  • Use the search function to find specific suppliers.
  • Click the "Show users" icon under a company name to view the list of contact people present in this company.
  • Select needed people by checking the box next to their names. Please be aware that is you click checkbox near company name, this will invite all contacts from this company.

2. Invite New Suppliers:

  • If the required supplier is not listed, click the "Invite further supplier" button.

  • Fill in the modal box with the following:

    • Company Name

    • User’s Full Name

    • Email Address

    • Language

    • Message (optional)

  • Click "Invite" to add supplier to the request. The supplier will receive the invitation once the tender is published.


3. Use Excel to Add Suppliers:

  • Download a draft Excel file from the system.
  • Fill in the necessary information.
  • Upload the completed file back into the system.

4. Try Automated Supplier Listing Functionality:

  • You can automate supplier invitations by adding CAS Numbers for your products. Click "Run Automated Supplier Listing" to invite all suppliers who have previously quoted for those products.

Once all needed suppliers are added, click "Save and Next step" to continue with the RFQ process.

 

Preview Step

In this final step, review your request:

1. General Tab:

  • Review the key details of your request, including:

    • Owner of RFQ

    • Start/End Date

    • Series Duration

    • Selected Currency

    • Repeat Type

    • Repeated Dates

  • Set Up Access for Colleagues:

    • Click the "edit" icon next to the Contact Person.

    • In the modal box, choose whether to give full access (ability to make changes) or Visitor access (can only review, no changes) to your colleagues.


2. Suppliers Tab:

  • Review the list of invited suppliers and their respective contact persons.

3. Items Tab:

  • Review the list of added products, ensuring all information is correct.

If any information needs adjustment, you can edit directly by clicking on the relevant tab. Once everything is correct, you have two options:

  • Publish Request: Finalize and publish your request immediately.
  • Save as Draft: Save your work to publish at a later time.

 

After publishing/saving as draft the request would be saved and displayed on ‘My Request’ page.