How to Create a Custom Pricing Schedule
During RFQ creation, an option to create a pricing schedule is available when your organisation has set your chosen category or service (e.g. Electrical services) to be eligible for a pricing schedule.
There are two ways to create a pricing schedule. Both can be used together as needed:
- Create and edit pricing schedule rows directly in Felix
- Import a CSV to populate the pricing schedule (You can edit directly in Felix.)
It is recommended to first configure the pricing schedule using the Settings button as this will impact the import CSV template and/or available columns in your view in Felix.
- Click on the Settings button at the top right corner of the table.
- Select from the following options:
- Allow Bidders to modify suggested quantities - Selecting this allows vendors to suggest the quantity of items they are quoting on.
- Allow custom columns to the schedule- Selecting this allows you to add custom columns to the pricing schedule in which vendors can see or respond. The columns available are as follows:
- Lead Time (vendor can respond) - Use this option if you require the vendors to provide a lead time per item (in days).
- Manufacturer (vendor can respond) - Use this option if you require the vendors to provide details on the manufacturer of quoted items.
- Reference Number (vendor can see) - Use this option to provide an additional column of information to vendors. You can enter any specifications or details on what you are expecting for an item.
Create and edit pricing schedule rows directly in Felix
To create and edit pricing schedule rows directly in Felix:
- After selecting a type or category under Add Packages tab during RFQ creation, click the Create Pricing Schedule button in Pricing Requirements section.
- Pricing schedules are organized into sections and rows. Sections are intended to organize content and provide subtotals where Rows are detailed line items that vendors will respond to. On first load, Felix provides a single section and row for you to begin and also auto-numbers sections and rows for reference by all parties.
- You can add, insert, duplicate (rows) or delete sections or rows which provides you flexibility in editing the pricing schedule.
- The last column of the pricing schedule is titled Active. This checkbox indicates whether a section or just a row is part of the required response by vendors. It is used when revising pricing schedules later in the RFQ process.
- To create and edit sections:
- Update the Section name by clicking the section title.
- To add a section below the last section, click the Add New Section button at the bottom of the table.
- To add a section above or below a current section, highlight the current section and click Insert Section Above or Insert Section Below buttons atop the table.
- To delete a section and all its content/rows, click the Delete Section button atop the table.
- A section cannot be dragged up or down the table to change order, however, rows (content of sections) can be moved and their item numbers will be updated automatically.
- To create and edit rows:
- Update a row description by clicking the Item No. or the existing title text.
- You can move across the row and enter details as required.
- (If configured in Settings; Optional) Reference No - Add or edit any additional reference numbers or specification references to help the vendor.
- Qty - Add or edit the quantity required from the vendor.
- UoM - Add or edit the unit of measure for the line item.
- (If configured in Settings) Lead Time (days) and Manufacturer - These are displayed only so you are aware that the vendor will see these fields in their response schedule.
- Optional - Click the checkbox if vendors are not required to (but can optionally) quote on the line item.
- Budget (This field is not shown to vendors.) - Enter the total budget allocated for the line item. You can leave this field blank if the Budget Rate field has been updated and it will automatically calculate.
- Budget Rate (This field is not shown to vendors.) - Enter the budget for a single unit of the line item. You can leave this field blank if the Budget field has been updated.
- (Optional) Custom Identifier (This field is not shown to vendors.) - Enter an internal identifier such as service master, code of accounts or cost breakdown used by your organisation.
- Active - Click the checkbox if you want the line item visible to the vendors.
- To add more rows, here are a few options:
- To add a new line item at the bottom of the table, click the Add New Row button at the bottom of the table.
- To duplicate a current row, highlight the current row and click the Duplicate Row button atop the table.
- To add a row above or below a current row, highlight the current row and click Insert Row Above or Insert Row Below buttons atop the table.
- To delete a row, highlight the row and click the Delete Row button atop the table.
- To save the updates you made, click the Save button if you wish to complete it at a later time or click the Finish and Return to RFQ button upon completing it.
- Each custom section automatically calculate subtotals which provides an overview of pricing for each section and that it makes analysing of budgets easily as you scroll through a long schedule.
The bars icon to the left of the Item name will allow you to re-order each line item by clicking and dragging it to the desired position.
Use a quantity of "0" for a row if you are simply seeking rates for an item and are not providing or seeking a fixed quantity. This will keep the subtotal as $0 for items with unknown quantities/rates on submissions.
For Optional and Active columns, use the checkboxes in a section to check all or deselect all rows in that section.
For our API customers, the Custom Identifier field is available from our API end points to allow you to retrieve pricing schedule data including this field.
Import a CSV to populate the pricing schedule
If you already have sections and rows in your pricing schedule in Felix, imported rows will be appended to the bottom of the existing content.
To import a pricing schedule:
- Click the Import CSV button at the top left corner.
- An Import from CSV box will pop up which includes notes about the import function. Click the Download a Template CSV here link to download the template which will be used to import.
- Once downloaded, open the pricing schedule CSV template.
- Populate the following columns for sections:
- Item - This field is for the description.
- Section - Enter "Y" or "Yes" or "1" to signify this is a section header for import.
- Populate the following columns for rows:
- Item - This field is for the description.
- (If configured in Settings; Optional) ReferenceNo - Add any reference numbers or specification references to help the vendor.
- QTY - Add the quantity required from the vendor.
- UoM - Add the unit of measure for the line item.
- Optional - Enter "Y" or "Yes" or "1" if Yes or "N" or "No" or "0" if No.
- Budget (This field is not shown to vendors.) - Enter the total budget allocated for the line item. You can leave this blank if the Budget Rate has been populated.
- BudgetRate (This field is not shown to vendors.) - Enter the budget for a single unit of the line item. You can leave this blank if the Budget has been populated.
- (Optional) CustomIdentifier (This field is not shown to vendors.) - Enter an internal identifier such as service master, code of accounts or cost breakdown used by your organisation.
- Section - Leave this field blank or enter "N" or "No" or "0".
- Save the pricing schedule template as CSV file in your computer.
- To upload, click the Choose File button and select the template you have saved.
- Upon selecting the template, click the Open button. A Preview of the added line items or sections will be shown at the bottom of the Import from CSV box.
- If everything looks good, click the Add button.
- Click the Finish and Return to RFQ button once done.
- The import CSV template must remain in CSV format in order to import successfully. Formats like xls/xlsx will not work.
Changing the headings in the import CSV template will cause issues with the import. Do not change the headings.
Rows in the CSV template can be either destined a section or a row (line item) in the pricing schedule. Sections only require a title and a "Y" indicator in the CSV template while rows require input for all details.