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Purchase RFQ

Module Guide: Purchase RFQ

Module Location

Purchasing > Purchase RFQ > Purchase RFQ

Module Objective

The Purchase RFQ (Request for Quotation) module is a tool for the Purchasing (Procurement) department to create and send official Request for Quotation documents to suppliers (vendors). This process is typically done after a Purchase Requisition has been approved, as a step to find and get the best price offers from several vendors.

1. Main View (RFQ List)

The main page of this module displays a list of all RFQ documents that have been created and sent to vendors.

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View Explanation & Filters

This page is for viewing and managing all existing RFQs.

  • Filters: You can search for a specific RFQ by its RFQ number, Item Category, or a date range (Date From / Date To).

  • RFQ List: The table below will display all RFQs that match the filters, with columns such as RFQ, Vendor, RFQ Date, RFQ Status, and Approval.

Button Functions

  • New: The primary button to create a new Purchase RFQ.

  • Delete: To delete a selected RFQ.

  • Print: To print the RFQ document that will be sent to the vendor.

  • Change Status: To change the status of a selected RFQ.

2. Steps to Create a Purchase RFQ

Step 1: Create a New RFQ

From the Main View, click the New button to open the Create RFQ form. image.png

Step 2: Fill in Header Information

On the form that appears, fill in the general information:

  • Vendor: Select the supplier (vendor) to whom you will send the RFQ. image.png

  • Purchase Requisition: Important! Click the Pick button to select an approved Purchase Requisition (PR) document. This will become the basis of your RFQ. image.png

  • RFQ Date: Enter the date the RFQ is created. image.png

  • Memo: Provide additional notes if needed. image.png

Step 3: Verify Item Details

After you select the PR in Step 2, the detail table at the bottom will be automatically populated with the requested Item Code and Quantity details.

Step 4: Save and Confirm

After all data is filled in, use the buttons in the bottom-left section:

  • Save: To save the RFQ as a draft. image.png

  • Confirm: To finalize the RFQ and send it into the approval workflow. 

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Workflow & Integrated Business Process

  • This module is the step after a Purchase Requisition is approved.

  • The RFQ sent to the vendor will be answered with a price offer, which will then be recorded in the Vendor Quotation module.

Tips & Important Notes

  • Always create an RFQ by referencing an approved Purchase Requisition to maintain a correct and documented procurement workflow.

  • You can create multiple RFQ documents for the same Purchase Requisition and send them to several different vendors to compare prices.

  • A finalized RFQ document can be printed via the Print button to be sent officially to the vendor.

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