RFx events can either be created from a scratch, from a previous event, or from a template. Templates are a useful feature that allows Management to control procurement by fixing certain settings for each event; it also saves time in event creation.
User Access Rights for RFx Template Creation
To create an RFx template, first ensure that your Administrator has given you the appropriate permissions. They should first ensure that an appropriate User Role exists with the User Access Rights 'Event Template Maintenance - Create & Edit' enabled for it, and that this User Role has been assigned to you under the 'Users' item in the left navigation bar.
Start RFx Template Creation
Once you have access rights, you should see an item called RFx Template in the left navigation bar. Select that item to go to the RFx Template Creation Page.
RFx Template Creation Page
You will see the following choices at the top of the RFx Template creation page:
Event Type | Select the event type from the following options:
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Template Name | Enter a name that you can recognize in the future when presented with a list of templates. |
Template Description | Enter a description of the template. You should use this as an opportunity to let the Event Owner know in what circumstances this template will apply, so that he/she can make the correct choice. |
Status | Selecting 'Active' or 'Inactive' will determine whether a template can continue to be used to create new events or not. You cannot delete a template once it is in use somewhere in the system; you can only Inactivate it. |
General Information
Event Name |
You can enter a name for events created using this template. You can set this to the following.
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Event Category |
Select event categories relating to this template.
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Select supplier based on category |
You can enter a name for events created using this template. You can set this to the following.
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Finance
Base Currency |
This is the currency for items in the Bill of Quantities.
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Decimal |
Select the decimal points shown in the Bill of Quantities.
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Cost Center |
The cost center is a division of the business that will be funding the purchase, just for reference purposes.
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Business Unit |
The business unit is the division of the organization that is procuring the goods / services. See more on business units.
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Budget Amount |
The budget amount is how much has been set aside for the purchase, just for reference purposes.
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Historic Amount |
The historic amount is how much similar purchases in the past have costed, just for reference purposes.
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Payment Terms |
An example of payment terms is "30 days upon invoice date".
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Approval Route
Approval Route |
Refer to the guidance on how to create an approval route here, and in the template you can set the approval route to:
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Team Member
Refer to the guidance on how to add team members here; you can fix the Team Members in the template so that the Event Owner cannot edit it.
Conclusion
Your template is now ready. Be sure to click the 'Create' button to save it.
Your next step is to assign the template to the right users in the organization.
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