Request for Quotation

Once you click the Request for Quotation under Purchase, a list of requests will be displayed on the screen.

Create Request for Quotation

To create a request for quotation, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.
2. Click the “Create” button. (Top right corner)
3. Insert the following information:

Request for Quotation Fields

• Requisition (Optional: Select an approved requisition if applicable)
  This automatically links the RFQ to the requisition and populates all relevant fields.

• Potential Suppliers (Required: Select one or more suppliers who will receive this Request for Quotation.)

• Department (Required: Specify the department initiating this request for quotation)

  • The departments listed are based on the ones assigned to the user.

• Date (Required: Enter the date of the RFQ)

  • By default, this field is set to the current date.
    You can modify this date if a different effective date is applicable.
  • RFQ date cannot be within "Locking period".

• Due Date (Optional: Specify the date by which you require potential suppliers to submit their quotations)

• Project (Optional: Select the project associated with this RFQ)

• Description (Optional: Provide any additional details or specifications.)

• Notes (Optional: Add any comments that are relevant to this RFQ)

• Attachments (Optional: Upload any supporting documents)

  Item Table

  To add an item to this RFQ, proceed with the following steps:

  • Click the “Add Entry" button located at the top right corner of the table.

  • Insert the following information in the fields below:

    If inventory is enabled, proceed with the following steps:

    • Item (Required: Select an item that you need to acquire for this RFQ)
      • A search feature allows you to find an item by item name, barcode, SKU code, or category by typing in the field.
    • Selling Unit (Select the selling unit of this item)
      • Selling units listed are "piece" and "package".
      • If the item has no pre-defined package, “piece” will be selected as the default selling unit.
    • Package (Only applicable if item has a package defined, and selling unit is selected as “package”)
      • Packages displayed are those previously created and linked to this specific item.
    • Unit of Measure (Select the unit of measure for the item being requested)
      • If the selling unit is "package", the Unit of Measure field will be disabled and automatically set to the package's default UOM.
    • Quantity (Required: Enter the specific quantity of the item being requested)

    If inventory is disabled, proceed with the following steps:

    • Item Name (Required: Enter manually the item(s) name that you need to acquire)
      • No item dropdown menu available
    • Item Type (Required: Select the type of item acquired for requisition. e.g., goods, works, service.)
      • The item type directly influences how the amounts are posted in the system's financial ledger accounts.
    • Quantity (Required: Enter the specific quantity of the item being requested)

4. Click “Save” or “Save to Draft” once all information is entered.

Edit Request for Quotation

To edit an existing Request for Quotation, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.

2. Choose one of the following methods to edit the desired request:

   • Click on the desired request to view or edit and then click the "Edit" button (Top right corner)
   • Right-click on the desired draft Request for Quotation and select “Edit”

   If RFQ is not in "Draft" status, refer to Reset RFQ to Draft section for instructions.

3. Once in edit mode, you can adjust the information for this RFQ.

   • For detailed explanation of fields, please refer to "Request for Quotation Fields".

   • Actions:

     • Delete Item Entry (Click on the “Delete” icon to delete the item entry, located at the right end of the row)
     • Reset all entries (Click on the “Reset” Icon to remove all entries, located next to the “Add Item” button)

4. Click “Save” or “Save to Draft” once all information is entered.

Reset RFQ to draft

This action reverts the RFQ to an editable “Draft” status.

To reset a “Request for Quotation” to draft, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.
2. Click on the desired request to view.
3. Click the “Reset to Draft” button. (Top right corner)
4. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

View Request for Quotation

Performing this action will display the detailed information of the selected request.

To view a “Request for Quotation”, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.
2. Choose one of the following methods to view the desired request:
   • Click on the desired request to view.
   • Right-click on the desired request, then click “View” from the context menu.

Cancel Request for Quotation

To cancel a RFQ, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.

2. Right-click on the desired request and select “Cancel”.

3. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action permanently marks the request as “Canceled”, preventing any further modifications.

Delete Request for Quotation

• RFQs linked to other records or documents cannot be deleted.

To delete a RFQ, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.

2. Right-click on the desired request and select “Delete”.

3. Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action will permanently remove the request!

Convert RFQ to Quotation

• Executing this action will automatically direct you to the "Create Quotation" page.
  All relevant fields from the original RFQ will be populated automatically in the new quotation.

To convert an RFQ into a Quotation, proceed with the following steps:

1. Navigate to Purchase / Request for Quotation.
2. Click on the desired request to open its detailed view.
3. Click the “Convert” icon. (Top right corner, next to “Reset to Draft” button)

To access detailed instructions on common system actions, please refer to the following resource: Common Actions