Send RFQs

Sending RFQs is the third step of the Job Work Flow, after Selecting Job Bidders. The next step is Update Prices.

Overview

Once you have finished creating specifications and any other planning, press the Send RFQs button in the Job Master Workflow Buttons to send out the RFQs to your selected suppliers. You will see a preview of wha the email will look like and the system will then prompt you to indicate if you are sending the RFQ to all the selected suppliers, or to just one. After that, the system will display the Send Email window. This window displays the various pieces of information that will be included in your message to the supplier(s). Once you have reviewed and adjusted the email message and other information, you can click the Send button to send the email message.

The P3Source system will send emails to suppliers with your specifications attached. Each supplier will receive a separate email message with the specifications, the bids due date, and a unique link to an RFQ Response Page. There is no reference to other suppliers in the email; each message is unique for that supplier. Suppliers can then enter their bid in the response webpage. Later, the response can be retrieved and displayed in the P3Source system.

You, the buyer, will also receive a confirmation message. This message will list all the suppliers the message was sent to. It also contains a unique link to an RFQ Response Page. This link is for demonstration purposes only. The demo response page looks like a normal response page, but will not accept any submitted responses. The Buyer's Confirmation email should not be forwarded to other suppliers. The link does not work, and it shows a list of the other bidders.

Note: The email messages are sent from the P3Source system servers. In the email headers we list "emailserver@p3software" as the "Sender" and give your (buyer) address in the "From" and "Reply-To" headers.

Sender: mail_server@p3expeditor.com
From: buyer@customer.com
Reply-To: buyer@customer.com

This generally works well. The Suppliers can reply to the message, and their reply should go to the buyer address. Occasionally, SPAM filters do intercept the messages. So, the first time you contact a supplier through the P3Source system, it is advisable to check to see that they get the message properly.

The Parts of the Message

Whenever you click one of the functions that sends an E-mail message, you will see a version of the Send Email window appropriate to the message being sent. The Email message has several elements to it, each representing the parts of the Email message that will be sent.

"From" - The address in this field will be displayed as the sender of the email. It will show your E-mail address.

"Send confirmation to sender" - This check box controls whether a confirming copy of your message will be sent to your E-mail address.

"Request Return Receipt" - This check box requests a return reciept when the email is opened by the suppliers.

"To" - This box will list all the recipients of the message.

Please Note: Suppliers will each receive a different message addressed only to them. No reference to other suppliers will ever be made in their messages.

"Subject" - This field is the subject of the message. It will be pre-filled in when the E-mail message window opens. You may edit it as you like.

"Intro Note" - This field contains a preset note that you may edit as you like before sending the message. The content of the preset message can also be modified under the Message Editor tab in the My Settings window.

"Web-link" - On RFQ messages and reminders, a web-link will be included in the body of the E-mail message just below the intro note. When activated, this link will automatically open a web page where the supplier can post prices and comments on the job.

"Specifications" - After the web-link the job specification will appear on RFQs and reminders. On work order messages a slightly different set of specifications will appear, including the final quantity, price and purchase order number.

"Attachments" - You may include a file with the RFQ by clicking the Attach File button. A window will pop up for you to choose which file you want to attach. There is also a Remove File button.

Sending the Message

Once you are ready to send the message, simply click the Send Email button in the upper right-hand corner of the window. This will start a connection to the P3Software server and send your message(s). Once activated a display box will appear at the bottom of the Email Message window. This display box will show the steps and errors in the emailing process as they happen. Once the process is complete, a message to that effect will appear in the display box. Once the message is successfully transmitted, simply click the Cancel button to close the Email Message screen.

Email Transmission Errors

If there is an error in transmission, you will be notified in the display box which will appear at the bottom of the window. The system has been programmed to wait for an appropriate length of time for a response from the P3Software server. It may take up to a minute before a No Response error is displayed. The most common reason why you would receive no response is that you are not connected to the Internet. You must establish an Internet connection before sending messages. If you need help with this process, please contact support@p3software.com; and we will contact you as soon as possible.