Audience: Procurement officers, managers, and approvers
Running a request for quotation
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.
Raising and tracking purchase orders
A purchase order is the formal commitment to a vendor. It is what a delivery is later matched against.
Creating a purchase order
Go to Procurement → Purchase Orders.
Select Create PO.
Choose the vendor and add the ordered lines.
Submit for approval.
Tracking orders
The page counts Total Purchase Orders, Pending Orders, Approved Orders and Declined Orders. The list shows requester, request ID, vendor, total amount, status and creation date. Rows can be expanded to see the order lines without leaving the list.
Reference prefix PO-, for example PO-4515-0001.
What happens next
Once goods arrive, record a Goods Received Note against the order so that what was delivered is matched to what was ordered. The vendor's invoice is then recorded as a Bill, and paid under Accounting → Bill Payments.
RFQ field guide
Source line items by importing approved purchase requests or adding items manually. Enter the RFQ title, submission deadline, estimated arrival date, contact email, and contact phone. Add the RFQ description and optional instructions to vendors. Specify required documents and declarations before inviting vendors. Use Preview to check coverage, estimated value, vendor count, and readiness before creation.
Purchase order field guide
Choose Direct Purchase, From Purchase Request, or From RFQ as the source. Enter the PO title, optional PO number, PO type, description, and note to vendor. Set payment terms, Incoterms, delivery terms, and shipping cost. Select the vendor and add line items with category, quantity, unit, price, discount, and tax. Review the financial summary and completion checklist, then submit for approval.
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.