Configurations
Configurations let you tailor Fairmarkit to suit your organization's requirements. This includes defining company defaults to setting supplier management options and enabling extra event options.
Company
Default time zone
Sets the default time zone for all users in your organization. A user's time zone is used when sending email reminders. This configuration can be set for your company and individual users.
You can also set this configuration on both the Edit company preferences and Edit buyer preferences screens.
Default currency
Sets the default currency used when creating manual events. This can be any ISO currency code. Typically, you'd want to set this to the currency that will be used for most events for your company. This configuration can be set for your company and individual users.
You can also set this configuration on both the Edit company preferences and Edit buyer preferences screens.
Preferred currency list
Set a list of your organization's preferred currencies. This list is displayed at the top of the list when selecting a currency for an event. This can include any ISO currency code. Typically, you'd want to set this to the currencies that will be used for most events for your company. This configuration can be set for your company and individual users.
You can also set this configuration on both the Edit company preferences and Edit buyer preferences screens.
Allowed currencies
Select the currencies suppliers can use to respond to your events. When not selected, suppliers can respond in any currency (default). This configuration can only be set at the company level.
You can also set this configuration on the Edit company preferences screen.
Restrict currency change
Select if suppliers can respond in a different currency from the event currency.
Shipping addresses
When selected, your company's ship-to addresses can be uploaded to Fairmarkit and selected from the Shipping Address field. If this is not selected, buyers will only be able to select from addresses they have added to Fairmarkit. This configuration can be set for your company and individual users.
If integrated with your purchasing application, the Shipping Address will be automatically entered when a request for quote event is created.
You can also set this configuration on both the Edit company preferences and Edit buyer preferences screens.
See: Addresses
Suppliers
Default language
Set the default language to use in supplier emails and response pages if the supplier has not selected a default language. Suppliers can select their own default. This configuration can be set for your company and individual users.
Manage suppliers
Allows buyers to create and update suppliers in Fairmarkit. This configuration can be set for your company and individual users.
See: Suppliers
Remove supplier search tags
Select if tags can be deleted from the supplier search screen. This can be important because Fairmarkit can be configured to prepopulate the Search Existing Suppliers feature with meta tags from requests imported from an external system to help ensure that buyers are selecting appropriate suppliers for the request based on their company guidelines. This configuration can only be set at the company level.
See: Search for suppliers
Deactivate suppliers
Allows users to control which suppliers are active in Fairmarkit. Inactive suppliers cannot be added to events or recommended by Fairmarkit. After a supplier is deactivated, you can activate a supplier again, if necessary. Typically, it is best to limit this action to a subset of users that manage your supplier relationships. This configuration can be set for your company and individual users.
Share suppliers
Allow Fairmarkit to recommend your supplier contacts to other Fairmarkit customers. By sharing your contacts, you're helping to improve the quality of supplier recommendations for your company and encouraging your suppliers to interact more with you in Fairmarkit. This configuration can be set for your company and individual users.
When a supplier is recommended, the following supplier contact information will be available to other customers:
- Company name
- Full name
- Address
- Phone number
View events without logging in
Allows suppliers to view and respond to a request for quote (RFQ) event without logging in to the supplier portal. Without access, suppliers can access individual events though the link in the invitation email. We recommend keeping this setting turned on. This configuration can be set for your company and individual users.
Supplier collaboration
Sets if suppliers can collaborate on your request for proposal (RFP) or request for information (RFI) events. This allows them to invite other users at their company to help respond to events. This configuration can only be set at the company level.
See: Manage collaborators
Require Vendor part number, Manufacturer, Manufacturer part number, or attachment
Select if suppliers are required to provide a Vendor part number, Manufacturer, Manufacturer part number, or file attachment when a responding to a request for quote event. This configuration can only be set at the company level.
Require terms & conditions before viewing event
Sets if suppliers must sign terms and conditions before viewing each request for quote event. By default, suppliers must agree to terms and conditions before submitting a response, but this asks them to agree before viewing the event details. This configuration can only be set at the company level.
Require SSO login
Sets if suppliers must log in via your company's SSO to view full details of a request for quote event. This configuration can only be set at the company level.
See: Require SSO login and View event details with SSO login
Events
Events list - Filter by Archived
By default, the Archived status is not selected in the Events list filter to improve performance. You can enable this configuration to have Archived selected by default.
Purchase order number
Allows users to enter a purchase order number when they award an event. This configuration can be set for your company and individual users.
Additional quantities
Select if buyers can allow suppliers to respond with prices for different quantities of an item to ensure they receive the best possible pricing. For example, buyers may request prices when buying 10, 20, or 30 laptops on the same event. This is for informational purposes only and buyers will not be able to award the additional quantities. This configuration can be set for your company and individual users.
Auto refresh supplier recommendations
Select the types of events supplier recommendations are automatically generated for. The recommendations will automatically update as you update your event. If not enabled, you can manually refresh the recommendations on your events. This configuration can only be set at the company level.
You can also set this configuration on the Edit company preferences screen.
Split awarding / partial awarding
Allows users to award separate line items on an event to different suppliers or to partially award some of the line items on an event. Depending on your integration, you will need to verify if your purchasing application can handle multiple suppliers on an event. This configuration can be set for your company and individual users.
You can also set this configuration on both the Edit company preferences and Edit buyer preferences screens.
Share projects
Allows users to share their projects with other users from the same company. This helps to centralize access to projects. This configuration can be set for your company and individual users.
Request for quote (RFQ) events
Access to request for quote events
Allows users to create request for quote (RFQ) events. This configuration can be set for your company and individual users.
Access to create events
Can be used to restrict users from creating new request for quote (RFQ) events. They will be able to manage existing events. This configuration can only be set at the individual user level.
Internal part number
When selected, the Internal part # field is available for line items on request for quote events. This allows users to enter a material code from their material master (or equivalent SKU-type value). Additionally, your Internal Part Number catalogs can be imported, allowing users to add line items to events using the Internal Part Number. This information can improve the quality of your supplier recommendations, help suppliers better understand your request, and provide data granularity on your Analytics reports. This configuration can be set for your company and individual users.
Business unit
Select to turn on the Business unit field for request for quote events. By including this field, you can improve supplier recommendations, helping your buyers to make more informed decisions. Additionally, it can provide further dimensions of platform use (e.g., report on the number of events created for a specific business unit) in Analytics. You can use this field to define a specific component of your company's business hierarchy (e.g., purchasing units, purchasing organizations, company codes, or Coupa content groups). As part of enabling this field, you'll need to provide a list of Business units to your Fairmarkit Customer Success Manager so that your list of available options can be defined. This configuration can be set for your company and individual users.
Client company
Select to turn on the Client company field for request for quote events. This is intended for use by third-party sourcing entities (such as BPOs) that run events for numerous different companies out of the same Fairmarkit instance. As part of enabling this field, you'll need to provide a list of Client companies to your Fairmarkit Customer Success Manager so that your list of available options can be defined. This configuration can be set for your company and individual users.
Additional required fields
Select if you want the Category, Business unit, or Requester fields to be required when creating a request for quote event. This configuration can only be set at the company level.
Line item categories
Select if you want to define categories at the line level (vs. the event level) on request for quote and auction events. This configuration can only be set at the company level.
Edit line items on integration events
Select if buyers can add or edit line items on request for quote events that have been imported via an integration. By default, users can add or edit line items on imported events. This configuration can only be set at the company level.
Edit internal tags
Select if users can add and edit internal tags on the line level of request for quote events. Internal tags, which are free text key and value pairs, allow users to add additional information about a line item. These are internal values that are not available to suppliers. By default, users can add and edit internal tags. This configuration can be set for your company and individual users.
Suggest Benchmark from historical data
Select if you want a benchmark price to be automatically suggested for request for quote line items based on your historical data. We’ll suggest a benchmark price by matching line items fields like Description, Manufacturer Part Number, and Internal Part Number to previously awarded events and uploaded purchase order (PO) line items. This configuration can only be set at the company level.
Convert Benchmark when currency is updated
Select if you want the Benchmark price to be automatically recalculated if the event currency is changed. This is available for request for quote and auction events. You'll be able to review and edit the updated value as needed. This configuration can only be set at the company level.
Bundling
Allows separate request for quote events to be manually bundled into one, larger event. Bundling events can result in greater savings on larger quantities of items or services and create attractive and efficient events for suppliers. Depending on your purchasing application and integration, this option may not be supported. This configuration can be set for your company and individual users.
You can also set this configuration on both the Edit company preferences and Edit buyer preferences screens.
Sealed bids (RFQ)
When sending a request for quote event, you can select to seal any supplier responses (bids) until after the event closes. You can see which suppliers have responded, but you cannot see the details of the response until the event closes. This configuration can be set for your company and individual users.
Only sealed bids
When sealed bids are enabled, select if buyers can deselect the Sealed bid option on request for quote events. This configuration can be set for your company and individual users.
Envelope sealed bids
When sealed bids are enabled, select if buyers can select between a 1-envelope or a 2 envelope sealed bid on request for quote events. This configuration can be set for your company and individual users.
Default open days
Sets the default number of days a manually created request for quote event is open. This value must be a whole number greater than 1. On average, buyers see the best supplier response rate when an event is open for at least 3 days. This configuration can be set for your company and individual users.
Default close time
Sets the default time of day when a manually created request for quote event is closed. The value can be any time of day on the half hour. This configuration can be set for your company and individual users.
Multi-round
Sets if multiple rounds can be added to request for quote and auction events. This configuration can only be set at the company level.
Shipment tracking
Allows suppliers to enter tracking information on awarded request for quote events. They will receive an email two days after the event is awarded. They can only enter this information when you've enabled it for your organization. As a buyer, you will receive an email if an awarded supplier enters tracking information for your event.
Tracking reminder
When enabled, users will receive a notification that you can track your order. This configuration can be set for your company and individual users.
Reassign request for quote events
Allows all users to reassign request for quote events. By default, only Supervisors and Admins can reassign events. This gives buyers more flexibility to reassign events when users are out of the office. This configuration can be set for your company and individual users.
You can also set this configuration on the Edit buyer preferences screen.
Price Books
Allows you to create lists of preapproved prices from your suppliers. As you work on your request for quote events, you can review and select price book item suggestions. Additionally, you can award matched items and only need to send invitations for unmatched items. This configuration can be set for your company and individual users.
Price book search fields
Set the line item fields used to match to price book items. The available options include Description, Internal part number, Manufacturer, Manufacturer part number, UOM, and Currency. This configuration can only be set at the company level.
As an Admin, you can also change these fields at the company level in Price Book settings.
Award draft events
Allows users to award individual line items on draft request for quote events. This option only works when all line items are matched to price book items. If you have an integration, this feature is typically only supported if the purchasing application controls the release of requests on a per line basis. This configuration can be set for your company and individual users.
Change quantities in Opened/Closed state
Allows users to change the line item quantities on opened and closed request for quote events. There may be editing restrictions and approvals needed based on your integration.
Award open events
Allows users to award individual line items on open request for quote events. If you have an integration, this feature is typically only supported if the purchasing application controls the release of requests on a per line basis. This configuration can be set for your company and individual users.
Split award a line item
Allows users to split award a line item. If a supplier does not have enough of an item you need, you can split award the line item to multiple suppliers. This configuration can be set for your company and individual users.
Award with meta tags
Set a meta tag that will prompt users to select a value when they award a request for quote (RFQ) event. This can be any meta tag key defined for suppliers in Fairmarkit. This configuration can only be set at the company level.
Request for proposal (RFP) request for information (RFI) events
Access to RFP/RFI events
Allows users to create request for proposal (RFP) and request for information (RFI) events. If you're interested in purchasing, you will need to speak with your Fairmarkit Customer Success Manager. This configuration can be set for your company and individual users.
Approvals
Allows users to create and route request for proposal (RFP) and request for information (RFI) events through an approval flow. Based on company-specific rules, when an event has specific data, such as event value, business unit, or category, it is automatically routed to one or more approvers. This configuration can be set for your company and individual users.
Reassign request for proposal events
Allows users to reassign request for proposal and request for information events. By default, only Supervisors and Admins can reassign events. This gives buyers more flexibility to reassign events when users are out of the office. This configuration can be set for your company and individual users.
You can also set this configuration on the Edit buyer preferences screen.
Sealed bids (RFP)
When sending a request for proposal (RFP) or request for information (RFI) event, you can select to seal any supplier responses (bids) until after the event closes. You can see which suppliers have responded, but you cannot see the details of the response until the event closes. This configuration can be set for your company and individual users.
Share templates with company
Allows users to share their event templates with other users from the same company. This helps to centralize access to templates. This configuration can be set for your company and individual users.
Share templates with other companies
Allows users to share their event templates with other users from other companies. This configuration can be set for your company and individual users.
Response QuickView
Select if Response QuickView is available for your request for proposal and request for information events. When the event closes, you will receive an email with AI-generated summaries of supplier responses. This configuration can only be set at the company level.
Auctions
Access to auction events
Allows users to create auction events. In an auction, the buyers' and suppliers' roles are reversed, and you'll send your request for quote event asking for items or services, and suppliers will submit competitive bids to win your business. If you're interested in purchasing, you will need to speak with your Fairmarkit Customer Success Manager. This configuration can be set for your company and individual users.
Auction types
Select the allowed auction types for your company. Available auction types include: English, Dutch, and Japanese. This configuration can only be set at the company level.
Dutch auctions - multiple winners
Select if multiple suppliers can win a Dutch auction. With this option selected, you can select a winner from any supplier that accepted the final price. This configuration can only be set at the company level.
Marketplaces
Fairmarkit Supplier Portal
Allows users to send events to the Fairmarkit Supplier Portal marketplace. When an event is shared to the marketplace, all registered suppliers can see and respond to the event, increasing your chances of receiving supplier responses to your event. This configuration can be set for your company and individual users.
Auto select Fairmarkit Marketplace
Sets if the Fairmarkit Supplier Portal marketplace option is selected by default when a request for quote or auction event is created. This configuration can only be set at the company level.
You can also set this configuration on the Edit company preferences screen.
Amazon Business
Allows users to use the Amazon Business integration. Using the integration, you can automatically request responses directly from Amazon Business for goods of all categories, without adding them as a supplier on each request for quote event, review their responses, and place electronic purchase orders if you award to Amazon Business. This configuration is only available to customers with a pushback integration and an Amazon Business punchout catalog. This configuration can be set for your company and individual users.
Auto select Amazon Business marketplace
Sets if the Amazon Business marketplace option is selected by default when a request for quote or reverse auction event is created. This configuration can only be set at the company level.
KIT / Intake
Access to Intake
Allows users to access KIT, which is the generative AI Intake feature used to create requests. This configuration can only be set at the company level.
Autonomous sourcing
Auto-award
Enables the auto-award feature for your company. Auto-awarding allows you to standardize and automate your awarding process for request for quote events. You can define your own rule-based, weighted criteria, and Fairmarkit will review supplier responses for your event and award the response that most closely matches your criteria. This only works with request for quote events created via an integration.
Auto-award window
Set the amount of time (in hours) between when an event closes and when it will be automatically awarded. This configuration can only be set at the company level.
Auto-award unregistered suppliers
Set if unregistered suppliers will be considered when a request for quote event is auto-awarded. This configuration can only be set at the company level.
Note: If you have RFQ pushback integration, this process will cause integration errors. If you want to do business with an unregistered supplier, you should first onboard the supplier, verify their record is updated via the Supplier sync, and then you can award them.
Auto-award business classification DBE discount
Set the favor percentage (decimal percent value) to apply to diverse suppliers. This is your priority level of awarding to diverse suppliers and is used as part of the rule-based award criteria, providing a benefit to determine a new "effective" price for comparison against other supplier responses. This configuration can only be set at the company level.
Auto-award lead time
Set the percentage (decimal percent value) to apply to shorter lead times. This is your priority level of awarding to a response with a shorter lead time and is used as part of the rule-based award criteria, providing a benefit to determine a new "effective" price for comparison against other supplier responses. This configuration can only be set at the company level.
Auto-send approval time
Set the number of hours a supervisor has to approve before a request for quote event is auto-sent. This configuration can be set for your company and individual users.
Emails & notifications
New event emails
When enabled, users will receive a daily email when new request for quote events have been assigned to them. When you have new events, the email is sent at 4 AM (based on your time zone). This is a useful reminder about new events and is especially useful when events are created automatically via integration. This configuration can be set for your company and individual users.
You can also change this configuration at the user level in Notification settings (buyers).
Closed event emails
When enabled, users will receive an email when their events move from Opened status to Closed status. This configuration can be set for your company and individual users.
You can also change this configuration at the user level in Notification settings (buyers).
Include logo (to suppliers)
When enabled, your company logo will display in emails to suppliers. Including your logo helps suppliers to more quickly recognize you and your company. This configuration can be set for your company and individual users.
Awarding notification (to suppliers)
When an event is awarded, Fairmarkit sends an email notification to the supplier. It lets the supplier know they won the event, and they should wait for a purchase order for further instructions. This notification helps to inform suppliers about the event and keep them engaged with your future events. Typically, if you use pushback integration with your purchasing application, you might not want to enable this option because Fairmarkit will facilitate the automatic creation of the purchase order, which can quickly be action to the supplier. This configuration can be set for your company and individual users.
Analytics
Analytics
Select if users can access Analytics. Using your event data, Analytics provides dashboards and reports with actionable insights for your Fairmarkit events. To access Analytics, you will need to have a license. Contact your Fairmarkit Customer Success Manager if you are interested in purchasing Analytics licenses.This configuration can only be set at the individual user level.
See: Analytics
Fairmarkit API
Fairmarkit API
Allows you to access the Fairmarkit API. The Fairmarkit API is a RESTful API that uses HTTP requests to allow you to programmatically add, update, access, and use your Fairmarkit data. This configuration can only be set at the company level.
Integrations
Grainger
Allows users to use the Grainger integration. With Grainger integration automated responses, Fairmarkit can automatically pull current Grainger prices on eligible items in your request for quote events. This configuration can be set for your company and individual users.
Candex
This option is only available if you have a supplier-funded model with Candex. With this integration, you can award a request for quote event to a non-registered supplier, and the purchase order is sent through Candex. This configuration can be set for your company and individual users.