How Do I Create an RFX Template?

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: Request For Information Request For Proposal Request For Quotation Request For Tender Auction See guidance on choosing an event type article if you are not sure which to select.
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. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Event Category	Select event categories relating to this template. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Select supplier based on category	You can enter a name for events created using this template. You can set this to the following. Restrict: the buyer can only invite suppliers from the template's event categories Auto-populate: the event created from this template will automatically be populated with all suppliers from the template's event categories. The Event Owner can, however, remove suppliers from the event before publishing the event and sending out invitations. Read-only: if you choose Read-only, then it must be Auto-populate, and the Event Owner cannot remove suppliers from the event.

Finance

Base Currency	This is the currency for items in the Bill of Quantities. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Decimal	Select the decimal points shown in the Bill of Quantities. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Cost Center	The cost center is a division of the business that will be funding the purchase, just for reference purposes. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Business Unit	The business unit is the division of the organization that is procuring the goods / services. See more on business units. Read-only: can be seen by the Event Owner, but cannot be edited
Budget Amount	The budget amount is how much has been set aside for the purchase, just for reference purposes. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Historic Amount	The historic amount is how much similar purchases in the past have costed, just for reference purposes. Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty
Payment Terms	An example of payment terms is "30 days upon invoice date". Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty

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: Visible: Read-only: can be seen by the Event Owner, but cannot be edited Optional: can be left empty

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.