¶ Creating an RFQ
This guide walks you through creating a new request in Axya, from selecting the request type to sending it to suppliers.
¶ Step 1: Choose a Request Type
When you create a new request, you first select the type that matches your procurement need:
- RFQ: Includes a full parts list (BOM). Suppliers quote on each line item, providing detailed pricing breakdowns per part.
- Simple RFQ: Suppliers provide only a total price and lead time. When selected, you will see a "Total Price/Lead Time" checkbox enabled on the form. Use this for straightforward purchases.
- RFP (Request for Proposal): Designed for information gathering without pricing. Use this when you need to evaluate supplier capabilities or collect technical input before moving to a formal quotation stage.
You can also start a new request from a project (pre-populating parts and files) or from a purchase requisition. In both cases, Axya carries over the relevant details so you don't have to re-enter them.
For reusable request configurations, see RFQ Templates.
¶ Step 2: Fill In Request Details
¶ Request Name
The request name is required to save your draft. If you leave it empty, Axya auto-generates a name from the scope of work description.
¶ Owner
Defaults to you (the current user). You can transfer ownership to another team member. When you do, you are automatically added as a collaborator so you retain visibility.
¶ Targeted Suppliers
You have several ways to select which suppliers receive the request:
- Approved supplier list: Search and select from your company's approved suppliers by checking the ones to include.
- Search: Use the search bar to find a supplier by name.
- Favorite supplier groups: Select one or more supplier groups. When a group is selected, all suppliers in that group are automatically added.
- Invite by email: Enter an email address to invite a new supplier who is not yet in your network.
You can also view supplier contacts and add or modify contacts using the edit (pencil) icon next to each supplier.
¶ Marketplace
Toggle the Marketplace option to open your request to Axya's broader supplier network. Axya uses AI-powered recommendations to match your request with qualified suppliers beyond your existing list.
¶ Deadline / Quote End Date
Set the date by which suppliers must submit their quotes. You can either enter a number of business days or select a specific date from the calendar. The default is 5 business days from today.
¶ Automated Follow-Up
Enables automatic reminders sent to suppliers. For example, a reminder can be sent 3 days after the RFQ is created. You can adjust the timing from the Reminder Settings. See RFQ Communication for details on configuring reminders.
¶ Scope of Work
A rich text field where you describe what you need. The field auto-expands as you type, so there is no character limit to worry about.
¶ Additional Fields
Depending on your company configuration, you may also see fields for:
- Payment terms
- NDA / Confidentiality agreements (see Step 4 below)
¶ Category
Company-managed tags that help organize and filter your requests. This field is only visible if your company has configured categories.
¶ Step 3: Add Parts and Files
¶ Parts
- Add parts from an existing project, or create new parts directly within the request.
- For a standard RFQ, each part becomes a line item that suppliers quote on individually.
- For a Simple RFQ, parts are optional since suppliers provide only a total price and lead time. You can drag and drop a pre-made parts list directly into the interface to populate the request quickly.
Selecting existing parts:
- Click Existing Parts to browse your parts catalog. You can select one or more parts, or use the Select All button to add them in one click.
- Use the search bar to find parts by name or part number.
- Filters are available to narrow results -- for example, filter by part number (e.g., contains "3") or quantity (e.g., less than or equal to 8). Click the small X next to a filter to remove it.
Adding and importing parts:
- Click Add a Line to manually add a new part directly in the request.
- Use the Excel template import to combine existing and new parts in the same request. Download the template, fill in part details, and upload it to populate multiple line items in bulk.
- Select a template to pre-fill parts and configuration from a previously saved RFQ template.
Duplicate detection:
Axya automatically detects duplicate parts. An alert is displayed when the same part is at risk of being sent in multiple active requests. A different material can justify sending the part despite the apparent duplication.
Tip: Hover over a part to see the last awarded price and date, helping you benchmark new quotes against previous purchases.
¶ Documents
Upload technical files by dragging and dropping them onto the documents section, or use the upload button. Supported formats include:
- PDF, DOC, DOCX, XLSX
- CAD files
- ZIP archives
- Images (PNG, JPG, etc.)
¶ Step 4: Configure NDA (If Required)
If your request contains sensitive information, you can require suppliers to sign an NDA before accessing the full details.
- Enable the NDA requirement on the request.
- Select the NDA type: Unilateral or Bilateral.
- Select the language: English or French.
NDAs are managed at the company level by your administrators. When an NDA is required, suppliers are notified and must complete the signing process before they can view the full request content.
¶ Step 5: Save Your Draft
Axya does not auto-save your work. Use the Save button to save your request as a draft at any time.
- The Request Name field must be filled in before you can save.
- Drafts without a title, items, files, or suppliers (ghost drafts) are automatically deleted after 7 business days.
- Internal chat is available during the draft stage. Any conversations you have with your team carry over when the request is sent, so nothing is lost.
¶ Save as Template
If you frequently work with the same suppliers or parameters, you can save your RFQ as a template. This speeds up creation of similar RFQs in the future. See RFQ Templates for details.
For more on managing your drafts, see Draft Management.
¶ Step 6: Send the RFQ
Once your request is ready:
- Review all details -- suppliers, parts, files, deadlines, and NDA settings.
- Click Send to publish the request.
When sent:
- Targeted suppliers receive an email notification with the request details.
- If an NDA is required, suppliers are first notified of the NDA requirement and must sign before they can access the full content.
- The request status changes from Draft to Sent (On Going).
- Parts from the request appear in the Parts tab and are also visible in the Requests tab.
After sending, suppliers can view the request, indicate their intent to bid, ask questions, and submit their quotes before the deadline.
¶ Simple RFQ Supplier Experience
For Simple RFQs, the supplier interface is significantly simplified. Suppliers do not need to enter a price per part. Instead, they provide only:
- A total price for the entire RFQ
- A lead time
- Optional file attachments
This approach enables faster submission and reduces the risk of errors associated with long parts lists.
¶ Video Walkthroughs
¶ Creating a Standard RFQ
¶ Creating an RFQ from Purchase Requests
¶ Creating an RFQ from Existing Parts
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