RFQ & Vendor Offers

A Request for Quotation (RFQ) is a formal document circulated to multiple vendors asking them to submit competitive pricing for specified materials. After vendors respond, their offers are recorded, compared using a Comparative Statement, and the best offer is selected to generate a Purchase Order. The RFQ process ensures transparent, competitive sourcing and creates a complete audit trail of vendor selection decisions.

RFQ List Grid

The RFQ list shows all quotation requests created within the selected date range. The default filter period is the last 30 days.

Filters

• From / To Date — Filter RFQs by creation date range (required)
• Search — Free-text search across RFQ codes, job names, and vendor names
• Status — Filter by RFQ status (Open, Offers Received, PO Issued, All)

Row Actions

Each RFQ row has a dropdown action menu with five options:

Bottom Buttons

• Collate RFQ — Combine multiple MRs from different jobs into a single consolidated RFQ for bulk procurement leverage
• Export — Download the RFQ list to a file

Creating an RFQ

An RFQ is created from an approved Material Requisition (MR). The system carries forward material specifications, quantities, UOM, and notes from the MR, ensuring data consistency throughout the procurement chain.

1. Navigate to the approved MR — Go to Operations → Jobs → select the job → Material Requisition. Ensure the MR is in Approved status.
2. Click “Create RFQ” — From the MR detail, click the Create RFQ action. The system creates a new RFQ and auto-populates it with the MR’s line items (material, quantity, UOM). If some items already have POs, their quantities are automatically deducted.
3. Review and adjust items — On the RFQ Items grid, you can add notes, adjust quantities, apply discounts per item, or add additional items not on the original MR.
4. Add vendors — Switch to the Vendors grid and add one or more registered vendors who should receive this RFQ. You can add any vendor from the Vendor Directory.
5. Set offer window — Define the Offer Start Date and Offer End Date to give vendors a clear timeline for submitting their quotations.
6. Add delivery details — Specify delivery location, expected delivery date, and contact email for vendor queries.
7. Send to vendors — The RFQ document (a formal “Request for Quotation” letter) can be printed or sent electronically. Vendors with Vendor Portal access can view and respond to RFQs online.

RFQ Document (Print View)

Clicking View on an RFQ opens the formal RFQ document as an SSRS report. This is the document that gets sent to vendors.

The RFQ document contains:

• Header — Company name, logo, address, date, and RFQ reference number
• Subject line — The RFQ description/scope
• Items grid — Sr. No., Item (code + description + HSN code), UOM, Qty, Last Delivery Date, Notes
• Annexure section — Space for attached specifications or drawings
• Terms & Conditions — Standard terms including quotation deadline, delivery deadline, and contact email
• Footer — Authorized signatory name and date

Recording Vendor Offers

When vendors respond to the RFQ, their quotations are recorded in the system. Navigate to the RFQ and click Items to open the RFQ detail, then record each vendor’s offer.

For each vendor offer, the following information is captured:

Comparative Statement

The Comparative Statement is the central evaluation tool in the procurement process. It presents all vendor offers side-by-side in a structured SSRS report, enabling objective comparison and transparent vendor selection.

Report Structure

The Comparative Statement shows each vendor’s offer in a detailed cost breakdown:

Selecting the Best Offer

After reviewing the Comparative Statement, the procurement team selects the best vendor offer. Key evaluation criteria:

The selection can be made at the line-item level — different materials from the same RFQ can be awarded to different vendors based on individual merit. Once selected, the offer becomes the basis for creating a Purchase Order. All data — vendor, pricing, quantities, taxes, and terms — is automatically carried over to the PO.

Collating RFQs

The Collate RFQ feature allows you to combine material requisitions from multiple jobs into a single consolidated RFQ. This is useful for:

• Aggregating demand across projects to achieve better volume pricing
• Reducing administrative overhead of sending separate RFQs per job
• Centralizing procurement for common materials used across multiple sites

To collate, click the Collate RFQ button at the bottom of the RFQ list, select the job, and choose the MRs to combine.

RFQ to Purchase Order Flow

The complete flow from RFQ to PO follows these steps:

1. Create RFQ from approved MR — items and quantities are auto-populated
2. Add vendors to the RFQ and send for quotation
3. Record vendor offers as responses come in
4. Review Comparative Statement to evaluate all offers side-by-side
5. Select the best offer (can be different vendors for different items)
6. Create Purchase Order from the selected offer — system auto-populates PO with vendor details, pricing, taxes, payment terms
7. Approve PO and send to vendor for fulfillment