Manage Request for Quotation (RFQ)

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1.0 Create a New RFQ

1. Navigate to Buying > Request for Quotation > New RFQ
2. In the header, fill in:
   • RFQ No.: auto-generated or custom series
   • Date: defaults to today
   • Required By: expected delivery date
   • Company: your legal entity
   • Status: Draft (will change as you progress)
3. Click Save

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1.1 Add Items/Services

1. In the Items table, click Add Row
2. For each row, populate:
   • Item Code or Description (free-text for services)
   • Qty required
   • UOM (Unit of Measure)
   • Project or Cost Center (optional)
3. Repeat until your full requirements are listed
4. Click Save

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1.2 Send RFQ to Suppliers

1. In the RFQ header, click Email → Send RFQ
2. In the popup, select one or more Suppliers
3. Customize the email body if needed
4. Click Send
5. RFQ status updates to Requested

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1.3 Receive and Enter Supplier Quotes

1. As suppliers reply, open the RFQ and click Add Quotation under the Supplier Quotations section
2. Select the Supplier
3. In the quoted lines table, enter:
   • Quoted Rate
   • Lead Time Days
   • Valid Until date
   • Remarks (optional)
4. Click Save (status remains Requested until all quotes are in)

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1.4 Compare and Evaluate Quotes

1. Once you have all responses, click Compare Quotes
2. A side-by-side grid shows each supplier’s rate, lead time, and validity
3. Review to identify the best combination of price and terms

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1.5 Award and Convert to Purchase Order

1. In the Compare Quotes view, select the preferred supplier for each line (or the entire RFQ)
2. Click Make Purchase Order
3. The system creates a PO draft pre-populated with awarded items, quantities, rates, and supplier
4. Review the PO, then Submit to finalize