How to request and compare supplier quotes

A buyer uses a request for quote (RFQ) to ask suppliers to price the same purchasing need. Compare the product, quantity, delivery terms, and price before choosing a source. A quote does not authorize a purchase.

Before you start

• Access: Your company and user account need Advanced Procurement.
• Where: Open Purchasing > RFQ > New RFQ in the correct entity. A requisition can lead to an RFQ, but the buyer can also start one directly.

Create and send the request

1. Choose one or more suppliers, enter the RFQ date, and add the requested lines. Check descriptions, units, quantities, and specifications. RFQ lines have no date field, so tell suppliers the response deadline separately.
2. Select Assign RFQ Number to save the request. Use Email or Print to communicate the same requirements to each supplier. Print always asks which supplier; Email asks when several suppliers are listed.
3. Select Mark as Sent when the RFQ has been sent. Keep supplier clarifications with the request.

Compare responses and choose a supplier

• Standalone RFQ: Supplier responses appear when suppliers use the response link. You cannot enter a quote manually in this view.
• RFQ Workbench (on a sales opportunity, if your company uses it): Review the response and line comparison. This is where a quote can be recorded manually. A price typed on a line is not a supplier-confirmed quote.

1. Compare product, available quantity, unit cost, timing, currency, freight, and exceptions. Record the chosen supplier and any required approval.
2. After the decision is authorized, use Create as PO and check the purchase-order lines against the accepted response. Use Close for an unchosen request when appropriate.

If you don't see what you expect

• A response is missing: Confirm that the supplier used the response link and that it belongs to this RFQ.
• A quoted price differs: Check product, unit, quantity, currency, freight, and timing before choosing the lower number.