AWRA Help Center

Open an RFQ and choose Sourcing workbench from its actions (/rfqs/{rfq}/sourcing). The same workbench is in the AWRA mobile app from the RFQ’s Sourcing action. Scoring weights and the minimum quote validity are set on the web; the app shows the scores.

Shortlists

1. In the Shortlist card, tick the suppliers you are taking forward and add a Note for each, such as Best lead time, confirm warranty. Press Save shortlist. The next round is offered to them first.
2. To reuse it, under Saved shortlists enter a name and an Item category and press Save for reuse.
3. On a later RFQ, shortlists whose category matches show Matches this RFQ; press Apply. The RFQ’s send form can also tick suppliers from a saved shortlist.

Bid Rounds

1. Press Open next round. Choose the Suppliers invited, the new deadline, whether it is a Sealed round, and write What you want revised.
2. Press Open round. Invited suppliers see a round banner and your instructions in their portal and are emailed, unless they turned invitations off.
3. A sealed round hides every price until its bids are opened after the deadline, and nothing can be awarded meanwhile.

• Left off a round means out: that supplier can no longer quote or be awarded.
• A later quote replaces an earlier one. The old quote is kept for the record, marked superseded, and cannot be edited, awarded, or counted in comparisons and analysis.
• Price movement across rounds shows each supplier’s total per round against their first, hidden while a round is sealed.

Questions, Clarifications And Negotiation

1. Choose a type, then Who can read it: One supplier, Every invited supplier or Internal note. Write the Message and press Post.
2. A supplier’s question is seen only by you until you press Share with all suppliers. Shared posts reach every invited supplier without the author’s company name, and your reply is shared with it.

System events — round opened, quote submitted or revised, validity extended, bids opened, award — are listed in the same history. They never carry prices.

Alternates And Quote Validity

• Alternates offered lists products suppliers offered instead of an RFQ line (up to twenty per quote). They are compared, not awarded: to buy one, ask for it as a main line in the next round.
• Under Weights and quote validity, a minimum validity refuses any quote that does not hold its prices that many days from its quote date. Leave it empty for no minimum.
• Quotes expiring lists quotes near or past their valid-until date. Ask to extend sends a note; the supplier extends from their portal without re-quoting, to a later date only. An expired quote cannot be awarded.

Scoring And Award

• Comparative scoring ranks each round on price, delivery time, track record (the supplier scorecard) and a technical mark from 0 to 10 that you enter. Weights start at price 50, delivery 15, track record 15, technical 20, and are set per RFQ. A criterion nobody has a figure for is dropped and the rest re-weighted.
• Award and rationale requires Why this supplier, then Award with rationale. Budget control, approval rules and the sealed-bid rules all still apply. The rationale and the scores at that moment are kept with the decision.
• Each award records negotiated savings: the supplier’s own round-one total minus the awarded total, in the quote’s currency, never negative. Procurement Spend Analytics in the system reports adds them up per currency.

Permissions

• View RFQs — open the workbench.
• Edit RFQs — shortlists, messages, technical marks, weights, validity requests.
• Approve RFQs — open rounds and award.

Good To Know

• The quotation’s own Approve button and the item-level award page still award without a rationale. A rationale on every award path is more we can add to your workspace.
• If the purchasing policy blocks a supplier, award from the item-level award page, which asks for the override reason.

Related

• Deadlines, Sealed Bids & Validity
• Quotation Evaluation
• Purchasing Policy & Emergency Purchases