How to Create and Send an RFQ to Vendors
In short
Go to Purchase → RFQ → New RFQ, link the approved PR, add the items, tick the vendors and click Send RFQ — every selected vendor with an email address gets it. Vendors without email can be sent it from the RFQ page by email or WhatsApp.
| Where | Purchase → RFQ |
|---|---|
| Who can do it | Admin and purchase. |
| Steps | 6 |
Step by step
- 1
New RFQ
Go to Purchase → RFQ and click New RFQ.
- 2
Header
Choose the PR Reference (approved PRs only, optional), Project, Response Due Date, Valid Until, Subject, Remarks and Terms & Conditions.
- 3
Items
Add each Item with Quantity (required), Description, Unit and Specifications.
- 4
Pick vendors
Tick the vendors who should quote in the vendor table.
- 5
Send
Click Send RFQ. It is emailed to every selected vendor that has an email address.
- 6
Follow up
On the RFQ page use the per-vendor email and WhatsApp buttons for anyone who did not get it.
Common questions
What happens to vendors who have no email address?
Send RFQ emails only the selected vendors that have an email. For the rest, the RFQ page has per-vendor email and WhatsApp buttons, or you can send it manually.
Can I edit an RFQ after sending it?
No. Edit RFQ is available only while the RFQ is a draft. Save as Draft first if you are not ready to send.
Do I need a purchase requisition to create an RFQ?
No. Linking an approved PR is optional; you can create an RFQ directly with its own items, project and due date.
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