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Request for Supplier Quotation

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Jamsheer PP edited this page Oct 17, 2020 · 5 revisions

Request for Supplier Quotation

A Request for Supplier Quotation is a document that an organization sends to one or more suppliers asking a quotation for items.

To access Request for Supplier Quotation, go to:

Home > GSD > Purchasing > Request for Supplier Quotation

1. How to create a Request For Quotation

  1. Go to the Request For Purchase list, select on Submitted Request For Purchase and click > Create > Request for Quotation.
  2. click Get Suppliers button to get suppliers by Item Group (Choose the supplier to whom Request for Supplier Quotation is to be sent)
  3. In the next table, items, quantity are fetched from the Request for Purchase.
  4. Save and submit.

3. Features

3.1 The Get Suppliers button

Instead of entering the suppliers manually in the table, you can also fetch them using this button. When you click on the Get Suppliers button, you will see a field 'Get Suppliers By'. There are two options to fetch suppliers: by groups.

  • By Group: Select 'Item Group' and choose the item group from which suppliers need to be added. For example, if you select Hardware, all your hardware suppliers will be added so that you can get a quote from all of them.

3.2 Message for Supplier

Enter any additional messages for the Supplier in this field. This field can be auto filled using an 'Email Template'. The field to select an Email Template is just above Message for Supplier.

3.3 Terms and Conditions

In Sales/Purchase transactions, there might be certain Terms and Conditions based on which the Supplier provides goods or services to the Customer. You can apply the Terms and Conditions to transactions and they will appear when printing the document. To know about Terms and Conditions, click here

3.4 Send Supplier Emails

Email the Suppliers with details of Item Requirements for Submitting their Quotations

4. Creating a Supplier Quotation after RFQ

After creation of Request for Supplier Quotation, should be Approved by Finance and by Management. There are two ways to generate Supplier Quotation from Request for Supplier Quotation.

4.1 Supplier Quotation by ERP User

  1. Open Request for Purchase and click on Create > Quotation from Supplier.

  2. Select the Supplier and Request for Supplier Quotation, user has to enter the quantity, rate and submit it.

4.2 Supplier Quotation from Supplier

  1. If a Contact is created for the Supplier and an email address is associated with the Contact, the Contact details and the email address will be fetched on selecting the Supplier. Create a Contact and email address if not present already.

  2. Click on 'Send Supplier Emails' button.

    If the Supplier's account is not present: The system will create Supplier's account and send details to the Supplier. The Supplier will need to click on the link(Password Update) present in the email. After the password update,Supplier can access his portal with the Request for Supplier Quotation form. The Supplier will be created as a Website User.

    If Supplier's account is present: System will send Request for Supplier Quotation link to Supplier, Supplier has to login using his credentials to view the Request for Supplier Quotation form on portal.

  3. Either way, when the Supplier logs in, the following screen will be shown to them. From here they can send you a quotation:

    The supplier has to enter amount and notes (payment terms) on the form and click on submit. In the Quotations section, previous quotations will be visible.

  4. On submission, system will create Supplier Quotation (draft mode) against the supplier. The user has to review the Supplier Quotation and submit it. When all items from the Request for Supplier Quotation have been quoted by a Supplier, the quote status is updated to 'Received' in the Supplier table of 'Request for Supplier Quotation'.

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