Request for Quotation - Quotation Creation

Source file: 2026-06-08-user-manual-supplier-quotation-creation.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Supplier Portal
Module	Request for Quotation – Quotation Creation
Version Number	1.0
Document Date	May 28, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	May 28, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Supplier Portal users are encouraged to read this document in full before accessing the RFQ – Quotation Creation module to ensure they understand the end-to-end quotation workflow and how it affects their participation in a sourcing event.

1.1 Purpose of the Document

This document is the official user manual for the RFQ – Quotation Creation module of the GRINEA Supplier Portal. It provides step-by-step guidance for Supplier Users on how to access assigned RFQs, create and manage offers for individual line items, submit a complete quotation, and manage that quotation after submission.

The RFQ – Quotation Creation module is the supplier-side counterpart to the Internal Operations Portal's RFQ module. When a Buyer publishes an RFQ and selects a supplier as an invited participant, that supplier receives an invitation and gains access to the RFQ through the Supplier Portal. All offer creation, quotation configuration, and submission activity takes place within this module.

This manual enables Supplier Users to independently navigate to an assigned RFQ, create offers for material and service line items, configure quotation-level settings such as currency and delivery fees, submit the quotation, and perform post-submission actions including updates, withdrawals, and declines.

1.2 Scope of the Document

This document covers all aspects of the quotation creation and management workflow within the GRINEA Supplier Portal. Specifically, this document covers:

• Accessing the Supplier Portal and navigating to assigned RFQs
• Reviewing the RFQ list view, search functionality, and status tabs
• Opening an RFQ detail page and understanding the default page state
• Reviewing RFQ requirements, attachments, and line item details on the Requirements tab
• Configuring quotation-level settings: Lot Pricing and Selected Currency
• Creating an offer for a Service line item, including pricing, Task List, and schedule dates
• Creating an offer for a Material line item, including pricing, attributes, delivery details, and attachments
• Saving an offer as a Draft versus adding it to the quotation
• Managing offers via the Offer List tab (review, edit, delete)
• Communicating with the Buyer via the Inbox tab
• Submitting a quotation through the three-step submission stepper
• Managing a submitted quotation (update, withdraw, resubmit)
• Declining an RFQ invitation
• Quotation statuses across the full lifecycle

The following areas are out of scope: Supplier Portal login and authentication; company profile management; Internal Operations Portal RFQ workflows performed by the Buyer; quotation comparison and supplier selection; Purchase Order creation and delivery management.

1.3 Intended Audience

Supplier User

The Supplier User is the individual representing a supplier company on the GRINEA Supplier Portal. Supplier Users are the only role that interacts with the RFQ – Quotation Creation module. A Supplier User receives email notifications when they are invited to an RFQ, when the Buyer updates an RFQ's deadline or attachments, and at every relevant event in the quotation lifecycle. Within the module, a Supplier User creates offers for individual line items, configures quotation-level settings, submits the complete quotation to the Buyer, and manages post-submission actions. A Supplier User can only see RFQs they have been explicitly invited to and cannot view other suppliers' quotations or internal procurement data.

2.0 Module Overview

2.1 Description

The RFQ – Quotation Creation module is accessed from the Supplier Portal navigation under Request for Quotations. It is the entry point for all supplier-side sourcing activity on the GRINEA platform. Every quotation a supplier submits to a GRINEA Buyer originates within this module.

A Supplier User gains access to an RFQ when the Buyer publishes the RFQ and includes them in the invited supplier list. The supplier receives an email notification containing a direct link to the RFQ. Alternatively, the supplier can log in to the Supplier Portal and navigate to the RFQ list. Only RFQs the supplier has been explicitly invited to are visible.

Within an RFQ, the Supplier User creates individual offers for each line item they choose to respond to. A minimum of one offer is sufficient to form a valid quotation; the supplier is not required to respond to every line item. Once at least one offer has been added to the quotation, the supplier can proceed to submit through a three-step stepper that captures payment terms, delivery fees, and a final review. After submission, the quotation is immediately visible to the Buyer in the Internal Operations Portal for comparison and evaluation.

The default landing page is the RFQ list table, showing all RFQs the supplier has been invited to, with search and status tab filtering available. Clicking any row opens the RFQ detail page, which defaults to the Requirements tab on first load.

2.2.1 RFQ List (Landing Page)

The RFQ list is the default landing page of the Supplier Portal RFQ module. It shows all RFQs the supplier has been invited to in a table format. The table defaults to 100 rows per page, with configurable pagination at the bottom. Columns displayed include: RFQ ID, Project Short Name, Description, Status, RFQ Deadline, Publish Date, and View Action.

A search field above the table filters the list in real time by RFQ ID, Project Short Name, Description, or Line Item. Status tabs above the table filter the list by quotation status.

[Screenshot: RFQ List – Landing Page]

2.2.2 RFQ Detail Page – Initial State

Clicking View on any RFQ row opens the RFQ detail page. On first load, the Requirements tab is active by default. The page header displays two action buttons:

• Submit Quotation: disabled on initial load because no offer has yet been added to the quotation. Becomes active once at least one line item has been added via the Add to Quotation action.
• Decline: available from initial load, allowing the supplier to decline the RFQ invitation.

The Update Quotation and Withdraw Quotation buttons are not visible until the supplier has submitted a quotation. Once submitted, Submit Quotation and Decline are replaced by Update Quotation and Withdraw Quotation.

[Screenshot: RFQ Detail Page – Initial State]

2.2.3 Requirements Tab

The Requirements tab displays the RFQ details published by the Buyer and lists all line items included in the RFQ. All fields on this tab are read-only from the supplier's perspective. Fields displayed include: Project Full Name, Project ID, Project Short Name, RFQ Deadline, Date Published, Payment Terms, Guarantee of Proper Performance (on/off indicator), and Description (if provided by the Buyer). No budget amounts are visible to the supplier.

The Documents & Attachments section below the RFQ details lists any files the Buyer attached; these can be downloaded by the supplier.

Each line item appears as a card below the header information, showing the line item name, type (Material or Service), and an Edit button that opens the Offer Creation page for that item. The card also displays the current offer status for that item (no offer yet, DRAFT, or CREATED) once the supplier has begun working on it.

Two quotation-level settings are available from the Requirements tab header area: Lot Pricing and Selected Currency, described in section 2.2.4.

2.2.4 Quotation-Level Settings: Lot Pricing and Currency

Before creating individual offers, the Supplier User can configure two quotation-level settings that apply across all line items in the quotation.

Lot Pricing allows the supplier to indicate that their pricing is based on total lot value rather than individual unit pricing. Clicking the Lot Pricing button toggles the setting on or off; the button label updates to reflect the current state.

Selected Currency allows the supplier to submit their quotation in a currency other than PLN. Clicking the button opens a currency selector. Once a non-PLN currency is selected, the platform applies the applicable exchange rate to convert offer amounts to PLN for the Buyer's comparison view within the internal portal after the supplier submits their quotation. Both settings apply to the entire quotation and do not affect other suppliers' quotations for the same RFQ.

[Screenshot: Lot Pricing and Selected Currency Settings]

2.2.5 Service Offer Creation

Clicking Edit on a Service line item card opens the Offer Creation page for that item. The page is pre-populated with the line item details inherited from the RFQ, including the item name, type, estimated duration, and any tasks defined by the Buyer.

The Task List section is visible when tasks have been defined in the RFQ for that line item. All tasks are checked by default and subtasks are expanded. If no tasks were defined, the Task List section is hidden.

The following field must be completed to create a valid service offer:

• Unit Offer: the supplier's per-unit price. Required; the offer cannot be saved without it.

The following fields are auto-computed and read-only:

• Net Total Offer: auto-computes as Estimated Duration × Unit Offer.
• Gross Total Offer: auto-computes as Net Total Offer plus Tax. The default tax rate is 23%.

The Service Schedule section shows target dates set by the Buyer. Target Start Date and Target End Date are read-only. Proposed Start Date and Proposed End Date default to match the target dates and are editable by the supplier. When proposed dates differ from target dates, a banner informs the supplier that the Buyer will be notified of the proposed change.

Two save options are available:

• Save as Draft: saves the offer with DRAFT status. A Draft offer is not included in the quotation when Submit Quotation is clicked. Submit Quotation remains disabled if no other line items have been Added to Quotation.
• Add to Quotation: saves the offer and marks it for inclusion when the quotation is submitted. The line item card status updates to CREATED. Submit Quotation becomes active once at least one item carries Created status.

When reopening a Service line item that already has a saved offer, the button label changes from Add to Quotation to Save Changes.

[Screenshot: Service Offer Creation Page]

2.2.6 Material Offer Creation

Clicking Edit on a Material line item card opens the Offer Creation page for that item. The page is divided into a left reference panel (read-only, showing RFQ data: Quantity and Unit, all item attributes with specified values, Warranty requirement, Notes from the Buyer, and Delivery Details per location including Location Name, Address, Coordinates, Delivery Date, and Quantity per location) and a right input area with three tabs.

Offer Details Tab

Where the supplier enters pricing. Attribute names are fixed and cannot be edited; attribute values are editable by the supplier. Auto-computed read-only fields:

• Net Total Offer: Unit Offer × Quantity.
• Gross Total Offer: Net Total Offer plus Tax.
• Warranty Period: editable field for the supplier to specify the warranty they offer.

Delivery Details Tab

Shows one block per delivery location matching the locations in the left reference panel. The supplier can confirm or update delivery-related information per location.

Documents & Attachments Tab

Allows the supplier to upload supporting files for the line item offer, such as product specifications, certifications, or datasheets.

Clicking Add to Quotation saves the offer across all three tabs and marks the line item as CREATED.

[Screenshot: Material Offer Creation Page]

2.2.7 Offer List Tab

The Offer List tab provides a consolidated view of all line items in the RFQ and the supplier's current offer status for each one. Columns include: Line Item Name, Quantity, Unit, Net Total Offer, Gross Total Offer, Status (No Offer or Offer Created), Edit and Delete actions.

Clicking Edit opens the Offer Creation page pre-populated with any existing offer data. Clicking Delete removes the offer; the row status reverts to No Offer and the net and gross values clear. A deleted offer can be recreated at any time by clicking Edit again.

[Screenshot: Offer List Tab]

2.2.8 Inbox Tab

The Inbox tab provides a direct messaging channel between the Supplier User and the Buyer for the specific RFQ. Each message appears immediately in the conversation thread. The Buyer sees all messages sent by the supplier within the Internal Operations Portal RFQ Inbox for the same RFQ.

The Inbox supports document and image file attachments. Image files are displayed as inline previews in the thread. File attachments are downloadable by both parties.

The Inbox tab is disabled after the Buyer generates a Purchase Order for this supplier from the RFQ. Once disabled, an indicator informs the supplier that further communication for the order continues within the Orders module in the Supplier Portal.

[Screenshot: Inbox Tab]

2.2.9 Submitting a Quotation

Once at least one line item has been added to the quotation (status CREATED), the Submit Quotation button becomes active. Submitting follows a three-step stepper.

Step 1 — Line Item Status and No Offer Reasons

Displays every line item with a status indicator. Line items with offers show a green check labelled Created. Line items without offers show a red cross labelled No Offer. For each No Offer line item, the supplier must select a reason before advancing. Selecting Other reason (please specify) exposes a required free-text field. The Next button is disabled until all No Offer items have a complete reason.

Step 2 — Payment Terms and Delivery Fee

Payment Terms is a required field. The following delivery fee fields are optional:

• Add Delivery Fee toggle: when switched on, exposes Net Delivery Fee, Tax Rate, and Gross Delivery Fee fields.
• Gross Delivery Fee: auto-computes as Net Delivery Fee plus applicable tax. Read-only.

Step 3 — Review and Confirm

Final review screen. All fields are read-only. The Line Item Table lists all items for which the supplier has created an offer. The Amount Summary section shows computed totals. Clicking Confirm submits the quotation; status transitions to SUBMITTED and the quotation immediately becomes visible to the Buyer in the Internal Operations Portal.

[Screenshot: Submit Quotation – Three-Step Stepper]

2.2.10 Post-Submission Actions

After a quotation has been submitted, the Submit Quotation and Decline buttons are replaced by Update Quotation and Withdraw Quotation on the RFQ detail page header.

Update Quotation: opens the same three-step stepper, allowing the supplier to revise offer details and resubmit. The updated quotation replaces the previous submission. Available as long as the RFQ deadline has not passed and the RFQ status is still With Response or Published.

Withdraw Quotation: transitions the quotation status to WITHDRAWN. The Buyer receives a withdrawal notification. If the RFQ deadline is still active, the supplier can create new offers and submit again; on resubmission, the status transitions from Withdrawn back to SUBMITTED.

[Screenshot: Post-Submission Header Controls]

2.2.11 Declining an RFQ

A Supplier User can decline an RFQ invitation at any point before a quotation has been submitted, using the Decline button on the RFQ detail page header. On confirmation, the quotation status transitions to DECLINED TO QUOTE. The Decline button is no longer visible after declining. This status cannot be reversed within the same RFQ; the supplier cannot create or submit offers for that RFQ after declining.

2.3 Quotation Status Lifecycle

#	Status	Description
1	INVITED	The supplier has been added to the RFQ by the Buyer and the RFQ has been published. The supplier has received an invitation email. No offer has been created yet.
2	DRAFT QUOTE	The supplier has created at least one offer for the RFQ, but it has been saved as Draft or Added to Quotation without the full quotation being submitted.
3	SUBMITTED	The supplier has completed the three-step submission stepper and submitted the quotation. The quotation is visible to the Buyer for review and comparison.
4	WITHDRAWN	The supplier has withdrawn a previously submitted quotation. The Buyer has been notified. If the RFQ deadline is still active, the supplier can create new offers and resubmit.
5	DECLINED TO QUOTE	The supplier has declined the RFQ invitation. No offers can be created or submitted. This status is terminal and cannot be reversed.
6	NO SUBMISSION	The RFQ deadline has passed without the supplier submitting a quotation. This is a terminal status applied automatically by the platform.
7	FOR NEGOTIATION	The Buyer has shortlisted this supplier's quotation for negotiation. Negotiation communications are handled through the Inbox.
8	SELECTED	At least one of the supplier's offers has been chosen by the Buyer through the supplier selection and approval process. A Purchase Order will be generated from the approved selection.
9	NOT SELECTED	The Buyer has completed the supplier selection process and this supplier's quotation was not chosen for any line item.

3.0 Error Handling and Troubleshooting

Scenario	Possible Cause	Resolution
RFQ is not visible in the Supplier Portal RFQ list	The supplier's account has not been added to the invited supplier list for that RFQ, or the RFQ has not yet been published by the Buyer.	Confirm with the GRINEA Buyer that the supplier has been invited and that the RFQ has been published. Check that the correct supplier account is being used to log in.
Submit Quotation button remains disabled after entering offer data	All offers entered have been saved as Draft rather than added to the quotation. A Draft offer is not counted toward quotation completion.	Reopen each line item offer and click Add to Quotation instead of Save as Draft. The button activates once at least one line item carries Created status.
Inbox tab is disabled and messages cannot be sent	A Purchase Order has already been generated for this supplier from the RFQ. The Inbox tab is disabled automatically at this point.	Further communication for this order continues within the Orders module in the Supplier Portal. Navigate to the Orders module to continue messaging.

4.0 FAQs

Question	Answer
How do I know when I have been invited to an RFQ?	You receive an email notification when the Buyer publishes an RFQ and includes your company as an invited supplier. The email contains a direct link to the RFQ in the Supplier Portal. You can also find the RFQ by logging in to the Supplier Portal and navigating to Request for Quotations.
Do I need to create an offer for every line item in the RFQ?	No. A minimum of one offer is sufficient to submit a valid quotation. For line items you are not responding to, you must provide a reason during Step 1 of the submission stepper. Refer to section 2.2.9 for the full submission process.
What is the difference between Save as Draft and Add to Quotation?	Save as Draft stores the offer data without including it in the quotation submission. The line item shows Draft status and the Submit Quotation button does not activate for that item. Add to Quotation marks the offer for inclusion when the quotation is submitted and sets the line item status to Created. Only Created offers are submitted to the Buyer.
Can I update my quotation after submitting it?	Yes, as long as the RFQ deadline has not passed and the RFQ status is still accepting submissions. Click Update Quotation on the RFQ detail page header to reopen the three-step submission stepper with your existing data. The updated quotation replaces the previous submission.

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