Create a Surrogate Response

Surrogate responses are created by the category manager on behalf of a supplier who doesn't have internet access to the negotiation. The supplier contact conveys the response information to the category manager by fax, e-mail, telephone, or other communication methods.

Once the response is entered, the category manager monitors and updates the response as necessary. For example, if the negotiation goes into a new round, the category manager alerts the supplier contact, requests any new response update information, and updates the response accordingly.

Acknowledging a Supplier's Participation

Clare Furey, the category manager for Novella Inc. has been contacted by Jan Dekker, a supplier contact at Acme Office Supplies. Jan has received information about an RFQ that Clare's company is conducting for furniture for a new branch office. Jan's company would like to participate in the RFQ. Jan does not have the complete response information yet, but she contacts Clare and asks her to indicate that Acme Office Supplies will participate in the upcoming negotiation.

1. Clare accesses the negotiation.

2. On the Negotiation summary page, Clare clicks Suppliers under Table of Contents to view the table of suppliers invited to the RFQ.

3. She highlights the row for Acme Office Supplier.

4. She clicks Acknowledge Supplier Participation.

Creating a Surrogate Response

1. Clare Furey, the category manager for Novella Inc. has received a quote by phone from Jan Dekker, a supplier contact at Acme Office Supplies. Jan has received information about an RFQ that Clare's company is conducting for furniture for a new branch office. Jan's company would like to participate in the RFQ, so she contacts Clare by phone with her company's quotes on the RFQ lines.

2. Clare needs to enter the response information on behalf of Jan, so she accesses the Negotiation summary page.

3. From the Actions menu, she selects Manage and then Create Surrogate Response. (Alternatively, she could use the Create Surrogate Response icon for that supplier in the Suppliers table.)

4. On the Create Surrogate Response popup, Clare searches for Acme Office Supplies as the supplier and Jan Dekker as the supplier contact. Once the search dialog box is complete with the supplier and contact names, Clare clicks Create.

5. On the Create Response Overview page, Clare checks that her name appears in the Response Entered By field and that Jan Dekker appears in the Supplier Contact field. She enters today's date as the Response Received On date value and notes that she received the response by e-mail.

6. There are no requirements for this negotiation, so Clare accesses the Lines page. On the Create Response: Lines page, she enters the response values that Jan communicated to her.

7. Once she has entered all the response information, Clare clicks Review to check the response information is correct.

8. When she is sure she has entered all the response information correctly, she submits the response.

Acknowledging Amendments on Behalf of a Supplier

The category manager has decided to place an additional line on the furniture RFQ. Clare notifies Jan of the amendment, and Jan passes her company's response information for the new line. Now Clare must submit an amended quote that includes the new line.

1. She accesses the RFQ.

2. From the Actions menu, she selects the Manage option and then the Acknowledge Amendments for Supplier

3. She selects the Acme Office Supplies as the supplier and Jan Dekker as the supplier contact for whom she originally created the surrogate response.

4. On the Acknowledge Amendments page, Clare selects the check box for The supplier contact has reviewed the changes and acknowledged amendment.

5. She selects the acknowledge date.

6. She then submits the acknowledgment.

7. The application responds with a message asking if Clare wants to create a new response for the amended negotiation. She replies Yes.

8. When the application navigates her to the Create Response page, Clare enters the response values Jan gave her, completes the response, and submits it.