How to create a request for quotation | Spendive Help

How to create a request for quotation

  Audience: Procurement officers 
 A request for quotation (RFQ) invites vendors to price a requirement so you can compare offers before committing. 
 Creating an RFQ 
 
 Go to Procurement → Request For Quotation. 
 Select Create RFQ. 
 Set out the requirement and the estimated date of arrival. 
 Add the vendors you want to invite. 
 Save as a draft, or publish it to send it to vendors. 
 
 RFQ statuses 
 
 Draft — created but not yet sent to vendors. 
 Published — live and open for vendor responses. 
 Approved — an offer has been accepted. 
 Rejected — closed without an award. 
 
 The summary cards count Total RFQs, Pending RFQs, Approved RFQs and Rejected RFQs. The list shows the requester, request ID, status, estimated date of arrival and creation time. 
 Watch the closing date 
 The dashboard carries an RFQs & Alerts panel that flags quotes closing soon, with warnings such as an RFQ expiring in zero days. Check it before an RFQ lapses without responses. 
  Note: A published RFQ that expires with no accepted offer has to be reissued, so give vendors a realistic window. 
 Steps 
  Open Procurement → Request For Quotation and select Create RFQ . Import approved purchase-request lines or add items manually. Enter the title, submission deadline, estimated arrival date, contact email, and contact phone. Add the scope description and optional instructions to vendors. Add required documents and declarations. Choose invited vendors or the permitted sourcing method. Review readiness, item coverage, estimated value, and vendor count. Use Preview, then select Create RFQ .  
 Use a realistic submission deadline. An expired RFQ with no accepted offer normally has to be reissued. 
 Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support. 

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