Request for Quotation

Request for Quotation is the sourcing module. It takes approved PR demand, packages it for suppliers, collects quotations, and records the buyer's supplier recommendation.

RFQ is the point where internal procurement work becomes supplier-facing. Publishing an RFQ is meaningful because it notifies suppliers and creates the supplier-side work they respond to.

Basic Concepts

RFQ Staging is the workspace where approved PR lines are grouped into an RFQ draft.

RFQ Setup is the draft record before publication. It contains requirements, documents, delivery details, deadlines, and suppliers.

Published RFQ is the supplier-facing state. Suppliers can view the RFQ and submit quotations through the supplier portal.

Quotation Comparison is the buyer's view of submitted supplier offers.

Supplier Selection is the recommendation and justification that moves into approval.

Staging

The staging page lets the buyer select approved PR lines and create one RFQ draft from them.

Staging exists because approved PR lines may need to be sourced in different groups. A buyer can create one RFQ from all approved lines, or split lines into separate RFQs when the supplier market, category, delivery timing, or commercial logic differs.

The staging decision shapes how suppliers quote. Keep lines together when suppliers should price them as one package. Split them when separate competition or delivery handling will make the RFQ clearer.

Setup

RFQ setup is a stepper-style page for requirements, suppliers, attachments, and publish.

Setup is the buyer's last internal check before suppliers see the request.

The RFQ draft should have complete requirements, delivery details, supplier-facing documents, a response deadline, and the intended supplier list. Recommended suppliers are based on supplier data and offered items, but the buyer can add other suppliers when needed.

Publish only when the supplier list and deadline are right. After publish, suppliers can respond and the RFQ enters active sourcing work.

Supplier Responses

After publish, buyers use quotation list, comparison, supplier status, and inbox views.

Suppliers submit quotations from the supplier portal. Their responses can include pricing, delivery terms, attachments, and notes.

The buyer reads responses through Quotation List, Quotation Comparison, Supplier Selection, and Inbox views. These views answer different questions: who responded, how offers compare, what changed, and what suppliers have said.

If a supplier updates line item details, review the change before recommending that supplier. The comparison should match the offer you intend to justify.

Supplier Selection

Supplier selection is reviewed in a modal before the recommendation is submitted for approval.

Supplier Selection records the buyer's recommendation. It is not just the cheapest-offer screen.

The buyer recommends suppliers for the relevant line items or package and submits a justification. This is especially important when the selected supplier is not the lowest price or when competition was limited.

After submission, supplier selection enters approval. Approvers can approve it or return it. Approval moves the work toward order creation.