RFQ Management Help
Learn how to create, manage, and track Request for Quotations (RFQs) with step-by-step instructions and troubleshooting tips.
Getting Started
Quick Start Guide
Follow these steps to create your first RFQ and start managing vendor quotations.
Step-by-Step Process:
- 1. Create a new RFQ
- 2. Add line items and specifications
- 3. Invite vendors
- 4. Receive and compare quotes
- 5. Award the best vendor
Prerequisites:
- • Admin or Manager role required
- • Organization setup completed
- • Master items created
- • Supplier database populated
Creating an RFQ
How to Create a New RFQ
- 1
Navigate to RFQ Management
Go to RFQs → Create New RFQ in the main menu
- 2
Enter Basic Information
Fill in RFQ title, description, project details, and submission deadline
- 3
Add Line Items
Import from BOM or add items manually with quantities and specifications
- 4
Select Vendors
Choose vendors from supplier database or add new ones
- 5
Configure Settings
Set freight strategy, terms & conditions, and approval workflow
- 6
Review and Send
Review all details and send RFQ to vendors
Important Notes
- • RFQ numbers are auto-generated in format: RFQ-YYYYMMDD-XXX
- • All line items must reference master items from the items database
- • Vendors receive secure token-based links (no login required)
- • RFQs can be edited until sent to vendors
Managing Line Items
Adding Items to RFQ
From Master Items Database
- 1Click "Add from Items Database"
- 2Search and select items
- 3Set quantities and specifications
- 4Add to RFQ
From BOM (Bill of Materials)
- 1Click "Import from BOM"
- 2Select existing BOM
- 3Choose items to include
- 4Review and confirm import
Line Item Fields
Required Fields:
- • Item Name - Product description
- • Quantity - Required amount
- • Unit - Measurement unit (nos, kg, meter, etc.)
- • Specifications - Technical requirements
Optional Fields:
- • Make - Preferred manufacturer
- • Model - Specific model number
- • Part Group - Category classification
- • Image - Product reference image
Line Item Best Practices
- • Be specific with technical specifications
- • Include quality standards and certifications
- • Specify delivery requirements
- • Group related items together
- • Use clear, descriptive item names
Vendor Management
How to Add Vendors to RFQ
From Supplier Database
- 1Click "Add from Suppliers"
- 2Search and select suppliers
- 3Verify contact information
- 4Add to vendor list
Add New Vendor
- 1Click "Add New Vendor"
- 2Enter vendor details
- 3Provide contact information
- 4Save vendor details
Vendor Portal Access
Vendors receive secure access through token-based links - no registration required.
How it works:
- • Each vendor gets a unique secure token
- • Token is sent via email with RFQ details
- • Vendors access quote submission form using the token
- • No login or account creation required
- • Tokens expire after RFQ deadline
Vendor Selection Tips
- • Select vendors based on their specialization
- • Include both established and new vendors
- • Consider vendor capacity and delivery capabilities
- • Check vendor performance history
- • Aim for 3-5 vendors for competitive pricing
Vendor Quote Submission
How Vendors Submit Quotes
- 1
Receive Email Invitation
Vendors get email with secure link and RFQ details
- 2
Access Quote Form
Click secure link to open quote submission form
- 3
Fill Quote Details
Enter unit prices, availability, delivery terms, and GST rates
- 4
Add Remarks
Include any deviations, clarifications, or special terms
- 5
Submit Quote
Review and submit the completed quote
Quote Amendment Process
Vendors can amend their quotes multiple times before the deadline.
Amendment Features:
- • Complete audit trail of all changes
- • Automatic change detection and notifications
- • Amendment numbering (Amendment #1, #2, etc.)
- • Change summary for each amendment
- • Previous version comparison
Quote Validation Rules
- • All prices must be entered as numbers
- • GST rates must be valid percentages (0-100%)
- • Availability must be specified for each item
- • Deviations must include detailed explanations
- • Quotes are automatically calculated and validated
Quote Comparison & Analysis
How to Compare Vendor Quotes
By Item View
- 1Go to RFQ → Comparison tab
- 2Select "By Item" view
- 3Compare prices for each item
- 4L1 (lowest) prices are highlighted
By Vendor View
- 1Select "By Vendor" view
- 2See total quote amounts
- 3View detailed breakdowns
- 4Expand for item details
Comparison Features
Price Analysis:
- • Unit price comparison
- • GST calculation and display
- • Total cost breakdown
- • Freight handling options
- • L1 (lowest) price highlighting
Additional Filters:
- • Freight included/separate
- • Item availability
- • Deviations present
- • Complete/incomplete quotes
- • Amendment history
Comparison Best Practices
- • Consider total cost, not just unit prices
- • Factor in delivery timelines
- • Review vendor reliability and history
- • Check for deviations and clarifications
- • Use filters to focus on relevant quotes
Awarding Vendor & Creating PO
How to Award Vendor and Create PO
- 1
Review All Quotes
Compare quotes thoroughly using comparison tools
- 2
Select Winning Vendor
Choose the best vendor based on price, quality, and terms
- 3
Click "Award PO"
Use the Award PO button next to the selected vendor
- 4
Create Purchase Order
System automatically creates PO with awarded quote details
- 5
Update RFQ Status
RFQ status automatically changes to "Awarded"
Award Criteria Considerations
Factors to consider when awarding:
- • Total cost including GST and freight
- • Delivery timeline and reliability
- • Quality specifications compliance
- • Vendor performance history
- • Payment terms and conditions
- • After-sales support availability
Important: Award Process
- • Awarding a vendor cannot be undone
- • All stakeholders are notified of the award
- • Purchase order is automatically generated
- • RFQ status changes to "Awarded"
- • Other vendors are notified of the decision
Troubleshooting
Common Issues and Solutions
Issue: Cannot create RFQ
Possible causes:
- • Insufficient permissions (need Admin or Manager role)
- • No master items in database
- • Organization not properly set up
Solutions:
- • Check your user role and permissions
- • Create master items first
- • Contact your organization admin
Issue: Vendors not receiving emails
Possible causes:
- • Invalid email addresses
- • Email service configuration issues
- • Emails going to spam folder
Solutions:
- • Verify vendor email addresses
- • Check email service settings
- • Ask vendors to check spam folder
Issue: Quote calculations incorrect
Possible causes:
- • Invalid GST rates
- • Missing quantity data
- • Currency format issues
Solutions:
- • Verify GST rates are valid percentages
- • Check all quantities are entered
- • Ensure proper number formatting
Issue: Cannot access vendor portal
Possible causes:
- • Expired or invalid token
- • RFQ deadline passed
- • Browser compatibility issues
Solutions:
- • Use the correct token from email
- • Check RFQ deadline
- • Try different browser
Getting Additional Help
Contact Support: If you're still experiencing issues, contact our technical support team.
Documentation: Check other help sections for more detailed information.
Training: Consider scheduling a training session for your team.
Community: Join our user community forum for tips and best practices.
Best Practices
RFQ Management Tips
Creating Effective RFQs
- • Use clear, specific item descriptions
- • Include detailed technical specifications
- • Set realistic submission deadlines
- • Define clear terms and conditions
- • Specify quality standards and certifications
Vendor Management
- • Maintain updated supplier database
- • Include diverse vendor mix
- • Track vendor performance history
- • Communicate clearly with vendors
- • Provide timely feedback on quotes
Common Mistakes to Avoid
Vague specifications: Always provide detailed technical requirements
Too few vendors: Include at least 3-5 vendors for competitive pricing
Unrealistic deadlines: Give vendors adequate time to prepare quotes
Ignoring amendments: Review all vendor amendments carefully
Additional Resources
- • Watch video tutorials in the Help Center
- • Download RFQ templates for common items
- • Contact support for personalized training sessions
- • Join our user community for tips and best practices
Last updated on November 17, 2025