RFQs — Requests for Quotation

Buying-side sourcing: write down what you want to buy (an RFQ — products and quantities, no prices), send it to several suppliers, capture each supplier's quote as they answer, compare them side by side, and turn the winner into a Purchase Order.

Where you find it: the Purchases sidebar group (Request For Quotations, Supplier Quotes); bundled by Construction and Wholesale. A buyer's own requests appear in the Personal shell (My Request For Quotations).

What you can do

Request For Quotations

• You fill in the date, a respond-by due date, optionally the store the goods would be delivered to, and a note for the suppliers. The owner is the buyer running the sourcing.
• Items: the products (or free-text names) and quantities you want, with the unit narrowed to the product's, and an optional target price — your negotiation anchor, never shown as a supplier price.
• Automatic: an RFQ… number on save; status starts at DRAFT.
• Status pill / lifecycle — per-record buttons: DRAFT → (Mark Sent) → SENT (it is out with the suppliers), then Close when the sourcing is decided, or Cancel.

Supplier Quotes

One record per supplier that answered — typed in from the supplier's own offer document.

• You pick the request it answers and the supplier, and enter the quote's date, valid until, the supplier's own reference, and the currency.
• Items: product, quantity and the supplier's offered price (typed from their document — deliberately not defaulted from your catalog). Line net / VAT / total calculate; the totals footer keeps the header sums.
• Each quote is labelled RFQ… — Supplier name, so lists and reports read naturally.
• Status pill / lifecycle: quotes start RECEIVED; the buyer Selects the winner and Declines the rest (Decline also undoes a selection). ORDERED is never set by hand.
• Every supplier hears back. Select and Decline both e-mail the supplier a short note — "your quote for RFQ… has been selected, an order follows" / "thank you, not this time" — quoting the reference they filed the offer under. No attachment: the document in question is the supplier's own quote. A supplier with no e-mail address on file gets nothing sent, and a mail problem never blocks the decision (needs the instance's outgoing-mail configuration).
• Generate Purchase Order (the convert, on the winning quote): clones the supplier, currency and every line item into a new Purchase Order (own PO… number, DRAFT, its own approval flow), and flips the quote to ORDERED. Set the delivery store on the purchase order.

Printing

Requests for quotation and supplier quotes print to a branded standard layout. Open the document and use Print to view it or save it as PDF; the template lives under Documents and can be customised per company. See how printing works for the shared mechanics. The layout ships in English and Bulgarian — the Print button asks which language you want. On the Bulgarian printout your own company's details (name, address, manager/МОЛ) come from the local-language fields of the company profile (see Companies); the supplier's details print as you entered them.

Reports & dashboard

Which records count. Requests for quotation per month counts requests actually sent to suppliers - drafts and cancelled requests are left out. Quotes by Supplier counts every quote a supplier sent you, including declined ones: a declined quote is still a real price from that supplier, which is the point of comparing them.

• Quote Comparison — the sourcing decision view: every quote with its request, supplier, validity, total and status, side by side.
• Open RFQs — requests still being sourced; the Open RFQs dashboard counter.
• Quotes By Supplier — how many quotes each supplier gives and at what value.
• Monthly Rfqs — requests per month (bar).

Settings

• Rfq Statuses and Supplier Quote Statuses — the lifecycle nomenclatures (managed by the buttons).

Shipped data

Seeds: 4 RFQ statuses, 4 supplier-quote statuses. The Request for Quotation (RFQ) number series ships in document numbering. A -demo companion is planned.

Works together with

Suppliers, Purchase Orders (the convert target), Products, Units of Measure, Tax Rates, Currencies, Stores, Employees, Companies, document numbering.