This guide shows you how to run an RFQ (Request For Quotation): invite suppliers to quote on a set of products, record what each one offers, compare them, and award the winner — which generates a draft purchase order.
Before you start
- The suppliers you want to invite and the products you want quoted must already exist.
- Decide the scope the RFQ belongs to and be ready to supply the matching hierarchy fields.
- If the RFQ comes from an approved requisition, have it to hand so you can link it.
Steps
Create the RFQ
- Open the RFQs list and choose to create one.
- Fill in the header:
- Title (required, up to 200 characters).
- Requisition (optional) — link an approved requisition.
- Currency (optional, 3-letter code).
- Response due date (optional).
- Notes (optional, up to 2000 characters).
- Suppliers (required) — pick at least one supplier to invite.
- Lines (required, at least one). For each line: Product (required), Quantity (required, greater than 0), optional Unit of measure, an optional link to a requisition line, and an optional Note (up to 1000 characters).
- Set the scope level and its hierarchy fields.
[screenshot: RFQ form]
- Save and send the RFQ to the invited suppliers.
Capture a supplier quote
- On the RFQ, record a supplier’s priced response:
- Supplier (required).
- Currency (optional), Valid until (optional), Notes (optional).
- Lines (required, at least one). Each line links an RFQ line (required) with a Unit price (required, zero or more), an optional Lead time (days) and an optional Note.
[screenshot: supplier quote entry]
Award a quote
- Compare the quotes line by line, then award the winning quote. This creates a draft purchase order for the awarded supplier, and the RFQ can only be awarded once.
Result
Suppliers have been invited, their quotes captured and compared, and the winning quote awarded — leaving a draft purchase order ready to review and submit.