Prepare a sourcing event
Give suppliers the same clear requirement, response deadline and commercial comparison basis.
Prepare a sourcing event
Give suppliers the same clear requirement, response deadline and commercial comparison basis.
Before you start
Use the correct approved purchase request and its actual decision scope. Prepare the quantity, unit, mandatory specification, delivery location and date, acceptance checks, required quotation validity, currency and complete-price breakdown. Verify the suppliers and contacts you intend to involve.
Choose the sourcing method before favouring an offer: RFI gathers information, RFQ prices a defined requirement, and RFP asks for a proposed solution. Follow your purchasing policy for other methods and exceptions.
Prepare the event details
1. Open Procure → Sourcing → Events and search for an existing event for the request. If an appropriate draft exists, open it and use Complete draft rather than creating another.
2. For a new event, select New event. In Create a sourcing event, choose the exact Approved Purchase Request and compare its copied requirements with the intended need.
3. Set Sourcing method and Event title. In What suppliers need to understand, explain scope, specification, units, delivery, acceptance and response expectations. Ask for item subtotal, discounts, tax, delivery and other charges so an omitted amount is not mistaken for zero.
4. Set Supplier response deadline. Keep any precise cutoff time and time zone in the brief and confirm how the date control will apply; the response deadline is different from quotation validity and the delivery date.
5. Review Invite suppliers one identity at a time. Set Keep responses sealed until close and Separate technical and commercial responses according to the agreed process.
6. Review the action before proceeding. An existing Complete draft form offers Save draft for preparation. The new-event form offers Create event, not a separate draft-save button; use it only when ready for its supplier-facing effects, not as a harmless preview.
7. After saving or creating, return to Events and reopen the same event reference. Check its source request, method, title, requirements, deadline, suppliers and state. Treat any notification status separately from proof that suppliers received or read it.
Expected result
The event or saved draft presents a consistent requirement and an intentional supplier audience.
Remember: After release, use the agreed clarification process. A change to a mandatory date or specification needs a clear new version and consistent communication to affected suppliers; do not privately relax the requirement for one preferred offer. Submit-review and Publish are separate from Save draft.
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In this series: Manage purchasing — guide 8 of 17.
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