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RFQ Management

  1. Step 1 of 30

    Open RFQ Management

    From any screen, open the Procurement menu in the top navigation and select RFQ Management.

    Open RFQ Management
  2. Step 2 of 30

    Start a new RFQ

    The RFQ Management screen lists every request for quotation, grouped by status (Draft, Sent, Responses Received, Award Pending, Awarded). Click Create RFQ to start a new one.

    Start a new RFQ
  3. Step 3 of 30

    Select the Buyer

    Choose which buyer this RFQ is issued under. This determines who shows as the point of contact internally, and pre-fills the contact email later in this form.

    Select the Buyer
  4. Step 4 of 30

    Name the RFQ

    Give the RFQ a clear, descriptive title. This is what buyers and suppliers will see in every list and email.

    Name the RFQ
  5. Step 5 of 30

    Set the quote Due Date

    Pick the date by which suppliers must submit their quotes.

    Set the quote Due Date
  6. Step 6 of 30

    Set Quote Valid Until

    Set how long a supplier’s quoted price should remain honored after they respond.

    Set Quote Valid Until
  7. Step 7 of 30

    Choose the Currency

    Select the currency suppliers should quote in.

    Choose the Currency
  8. Step 8 of 30

    Enter the Ship To Location

    Tell suppliers where the material should ultimately be delivered.

    Enter the Ship To Location
  9. Step 9 of 30

    Select the Request Type

    Classify the RFQ (e.g. Production) so it can be filtered and reported on later.

    Select the Request Type
  10. Step 10 of 30

    Confirm the Contact Email

    This defaulted from the selected buyer’s record: it’s the reply-to address suppliers see and can reach out to with questions. Edit it if this RFQ needs a different contact.

    Confirm the Contact Email
  11. Step 11 of 30

    Set the Priority

    Flag how urgent this request is: Low, Normal, High, or Critical. Normal is the default. Reserve High and Critical for shortages that need a supplier’s immediate attention.

    Set the Priority
  12. Step 12 of 30

    Allow suppliers to suggest alternate parts

    Turn this on to let a supplier propose a substitute part on a line item. Useful when the exact part number is scarce. Their suggestion is captured for your review, not auto-accepted.

    Allow suppliers to suggest alternate parts
  13. Step 13 of 30

    Require a promise date

    Turn this on to make a promised delivery date mandatory on every supplier quote, not just optional. Useful when the Need By Date is firm.

    Require a promise date
  14. Step 14 of 30

    Allow suppliers to attach quote documents

    Turn this on to let suppliers upload supporting files with their response: formal written quotes, spec sheets, or certifications.

    Allow suppliers to attach quote documents
  15. Step 15 of 30

    Allow comments / notes

    Turn this on to give suppliers a free-text field to add context to their quote: lead time caveats, minimum order quantities, and similar notes.

    Allow comments / notes
  16. Step 16 of 30

    Continue to line items

    Once the header details are complete, move to step 2 to add the parts you want quoted.

    Continue to line items
  17. Step 17 of 30

    Add a line item

    Click Add Line to create a blank row for the first part you want quoted. Use Upload Excel instead if you’re requesting quotes on many parts at once.

    Add a line item
  18. Step 18 of 30

    Choose the Part Number

    Start typing or pick from the catalog. The Description auto-fills from the part record once selected.

    Choose the Part Number
  19. Step 19 of 30

    Enter the Requested Qty

    Specify how many units you need suppliers to quote.

    Enter the Requested Qty
  20. Step 20 of 30

    Set the Need By Date

    This is the date you need the material on-site, separate from the quote response due date.

    Set the Need By Date
  21. Step 21 of 30

    Enter a Target Price (optional)

    Give suppliers a benchmark unit price. This is for reference only. It doesn’t restrict what they can quote.

    Enter a Target Price (optional)
  22. Step 22 of 30

    Continue to suppliers

    With at least one line added, move to the final step to choose who receives this RFQ.

    Continue to suppliers
  23. Step 23 of 30

    Search for a supplier

    With a long supplier list, use Search suppliers instead of paging through results. It matches on name as you type.

    Search for a supplier
  24. Step 24 of 30

    Review the results

    Matching suppliers appear in the table below the search box, narrowed down here to Apex Industrial Components.

    Review the results
  25. Step 25 of 30

    Select suppliers to quote

    Check the box next to each supplier you want to send this RFQ to. They’ll appear in the Selected Suppliers list below as you go.

    Select suppliers to quote
  26. Step 26 of 30

    Send the RFQ

    This saves the RFQ and immediately emails every selected supplier their secure quote link.

    Send the RFQ
  27. Step 27 of 30

    RFQ sent successfully

    A confirmation banner names the new RFQ number, RFQ-2026-000008, and confirms it was saved and sent successfully. The wizard then clears itself, ready to create another RFQ.

    RFQ sent successfully
  28. Step 28 of 30

    Find it in the list

    The new RFQ appears at the top with a Sent status. It stays there until a supplier responds.

    Find it in the list
  29. Step 29 of 30

    Open its details

    Click the … action menu on any RFQ row, then View RFQ to see full details.

    Open its details
  30. Step 30 of 30

    Review RFQ details

    The detail drawer shows the header info, every supplier the RFQ was sent to with their response status, and every line item requested, all in one place.

    Review RFQ details
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