# 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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KoGimage.png)

#### **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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5Ypimage.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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/v1Uimage.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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Qm9image.png)
- #### **RFQ Date**: Enter the date the RFQ is created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/HHaimage.png)
- #### **Memo**: Provide additional notes if needed. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/RU6image.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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ni5image.png)
- #### **Confirm**: To finalize the RFQ and send it into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/FTbimage.png)

#### **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.