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Create requests for quote from purchase requisitions

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A Request for quote (RFQ) is sent to one, or several suppliers. In response to this request, the supplier(s) will send you a quotation, containing information regarding the purchase prices, delivery of the goods, quantity dependent prices/discounts, etc. For more information about requests for quote, see About supplier quotations and price catalogues.

When creating an RFQ, you have several options from which to choose. You can:

  • create one new RFQ from one requisition
  • create one new RFQ from several requisitions
  • create one new RFQ from one, or several, requisition lines. This means that not all of the requisition lines will be included
  • add requisition(s), or requisition line(s), to an existing RFQ

To exemplify, you will create one new RFQ from two requisitions. All lines on the requisitions will be created on the RFQ.

Prerequisites
At least one requisition for which no purchase order has been created, must exist.

  1. Select the Work with purchase requisitions menu item.
  2. On the Work with purchase requisitions, Requisition headers panel, select the two applicable requisitions and click Create RFQ.
  3. You access Create request for quote.
    4. RFQ number
    For this example, leave the field blank to create a new RFQ. Tip: If you want to add the items on this requisition to an existing RFQ, enter the number of that RFQ.
    One RFQ/requisition
    If you leave this field set to YES, the system will create one RFQ for each requisition selected. Since you, in this example, will be creating one new RFQ from two requisitions, set this field to NO.
    Req reply-by date
    This is a mandatory field that is used on the RFQ. The date tells the supplier(s), to which the RFQ is sent, that your company requests a quotation (or another type of answer) by this date at the latest.

    Click OK.

  4. You return to the Requisition headers. A message is displayed at the bottom of the panel denoting the RFQ number that has been created. The RFQ column is also updated (i.e. set to YES) denoting that an RFQ has been created for the requisition. An RFQ has now been created from the two requisitions. You do not need to further process the requisitions; at this stage they are considered completed. However, the RFQ needs to be taken care of. You have several options to choose from:
    • Send the RFQ as it is, using the Send request for quote menu item.
    • Work with the RFQ and add more items, more suppliers (you might want quotations from more than one supplier), using the Work with requests for quote program.

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