# Pricing Quotation RFQs An RFQ is a purchasing request that collects supplier information before you prepare a quotation. Use it to record the shared Pricing Quotation information, requested items, supplier requirements, and the route you use to submit the request or move it into quotation work. | If you need to… | Go to | |---|---| | Understand how Pricing Quotations fit into the wider work list | [Pricing Quotation](doc:pricing-quotation-overview) | | Create or work an RFQ | [Before you start](#before-you-start), then [Complete and save the RFQ](#complete-and-save-the-rfq) | | Send the request or mark it submitted | [Send the RFQ or mark it submitted](#send-the-rfq-or-mark-it-submitted) | | Continue with quotation details | [Pricing Quotation quotations](doc:pricing-quotation-quotations) | | Work from the active Pricing Quotation lists | [Pricing Quotation active lists](doc:pricing-quotation-active-lists) | | Handle an RFQ in an exception list | [Pricing Quotation exception lists](doc:pricing-quotation-exception-lists) | ## Before you start Have the purchasing information and the requested items ready before you create the record. The RFQ panel is the part of the record where you enter supplier and deadline information. It is available when an inquiry exists and the purchasing job is after Unknown and before Offer, or when the job is Deleted. The panel body opens while its inquiry is open. **Prerequisites** | You need | Why it matters here | |---|---| | A saved or new Pricing Quotation record | **Save** is available for an editable saved record when the inquiry is new or changed. | | The purchaser and product type | These are required record-information fields. | | The package title | This identifies the shared record. | | The supplier, RFQ date, and requested bid information | These complete the RFQ panel; **Required Offer Type** and **Required Bid Due Date** are required only where your company configures them as mandatory. | | The item description, unit, and quantity | The RFQ item grid uses these columns; quantity accepts values from `1` through `999999`. | | Permission to edit the record | An embedded record or a record without edit permission is read-only. A sent RFQ item grid remains locked until **Enable Editing** is used. | ## Find or start an RFQ The RFQs list is the work list for existing requests. It shows the request number, sales-job number, purchaser, offer type, bid due date, supplier, client, RFQ stage, and package title. **Prerequisites** You need access to the Pricing Quotations work list and, for an existing record, its saved record address. **Steps** 1. Open **Pricing Quotations**. 2. Select **RFQs** to view the RFQs list. 3. Choose the route that matches your task: | If you need to… | Open or select | |---|---| | Start a new record | **Pricing Quotations** > **RFQs** > new-record entry point | | Work an existing RFQ | **Pricing Quotations** > **RFQs** > saved record | 4. Use the list tabs **All**, **RFQs**, **Quotations**, and **Archived** to move between the available Pricing Quotation lists. ![The RFQs list headers, tabs, and list controls](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/2dfbdd15c2b9ed42fadc84c349c4bb2e.png) **Result:** The RFQs list is on screen, or the selected new or saved record is open for entering record information and items. ## Enter record information and items The shared record information identifies the purchasing request, and the item rows state what the supplier must address. Start with the shared fields, then review the requested items. **Prerequisites** Open **Pricing Quotations**. Select **RFQs**. Use the new-record entry point to create the shared record, or select a saved RFQ record to review its information and items. **Steps** 1. Review **Branch**. It is read-only in the shared record information. 2. Select the responsible person in **Purchaser**. 3. Select the applicable value in **Product Type**. 4. Enter the record name in **Package Title**. 5. Enter the value and unit in **Shipment Time Frame** when the field is present. 6. In **Job items**, enter or select the requested item values: | Field | What to enter | |---|---| | **Item Description** | The requested product or item. | | **Unit** | The unit for the item. | | **Qty** | A quantity from `1` through `999999`. | 7. Review the item grid before saving. The RFQ grid shows **Item Description**, **Unit**, and **Qty**. ![The new-record fields and RFQ item grid](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/9a01e3cbd17b0fb622f53b0e66bdc9df.png) **Result:** The shared record information and requested item rows are on screen and ready for the RFQ panel or the record save. Continue to [Complete and save the RFQ](#complete-and-save-the-rfq). ## Complete and save the RFQ The RFQ panel adds supplier and deadline information to the shared record. Complete it before you submit the request so the supplier receives the information needed for the quotation. **Prerequisites** The record must contain at least one inquiry. The record must be editable, and the inquiry must be new or changed before **Save** is available for the RFQ panel. **Steps** 1. Select or review the supplier in **Vendor**. 2. Select **Required Offer Type** when your company requires it. 3. Enter **RFQ Date**. The date cannot be later than today. 4. Enter **Required Bid Due Date** when your company requires it. The date cannot be earlier than **RFQ Date**. 5. Save the work using the action that matches your change: | If you are… | Select | |---|---| | Saving RFQ panel changes | **Save** in the RFQ panel header | | Creating the shared record rather than saving an inquiry change | **Save** or **Save and Close** in the record header | ![The new Pricing Quotation record with Save and Save and Close](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/7c87116128b0a7487790bb2a2eff3ad5.png) **Result:** The RFQ changes are saved and ready for submission, or the form identifies the required correction. Continue to [When the RFQ cannot be completed](#when-the-rfq-cannot-be-completed). ## Send the RFQ or mark it submitted Submission has two routes. Use **Send RFQ To Sub-supplier** when your access and subscription include email sending. Without the send permission, use **Consider RFQ As Submitted To Sub-supplier** instead. **Prerequisites** The RFQ must be saved and unchanged. For the external-send route, email sending permission and the Send Email subscription must be present. **Steps** 1. Open the RFQ panel's three-dots menu. 2. Choose the route that matches your access: | If your route is… | Select | |---|---| | Email sending is available | **Send RFQ To Sub-supplier** | | Email sending is not available | **Consider RFQ As Submitted To Sub-supplier** | | The RFQ is already at SentToPrincipal and must be sent again | **Re-send RFQ To Sub-supplier** | 3. Read the confirmation after the consider-submitted route. The product message is `Inquiry submitted to client`. **Result:** The RFQ is sent through the available email route or is marked as submitted without email sending, ready for the applicable quotation action. ## Convert the RFQ to a quotation Conversion moves eligible RFQ work into quotation work. The RFQ action menu also provides state-specific ways to return, edit, regret, or cancel the request. **Prerequisites** The RFQ must be at the stage required by the action. **Convert to offer**, **Consider RFQ As Not Submitted**, **Enable Editing**, **Regretted To Offer**, and **Cancel RFQ** are available when the RFQ is at SentToPrincipal or ConsederAsSentToPrincipal. **Re-send RFQ To Sub-supplier** is available at SentToPrincipal. **Steps** 1. Open the saved RFQ panel's three-dots menu. 2. Select **Convert to offer** when the RFQ is ready to become quotation work. 3. Read the confirmation `Purchasing job converted to offer successfully`. 4. For a different RFQ outcome, select the action that matches the work you need: | If you need to… | Select | |---|---| | Return the RFQ to an unsubmitted state | **Consider RFQ As Not Submitted** | | Change a sent RFQ | **Enable Editing** | | Regret the RFQ back toward offer work | **Regretted To Offer** | | Cancel the RFQ | **Cancel RFQ** | **Result:** After **Convert to offer**, the purchasing job is in quotation work. The other menu choices keep the work in the RFQ branch described by the selected action. ## When the RFQ cannot be completed Use the exact message on screen to identify whether a field, quantity, or item selection needs attention. Required fields can also depend on your company's mandatory-field settings. | What you see | What to do | |---|---| | `This field is required` | Complete the field carrying the required marker. | | `Invalid input. The value must be greater than 0 and cannot exceed 999,999.00` | Enter a positive quantity from `1` through `999999`. | | `Check mandatory field(s)` | Review the fields marked as required and select **Save** again. | | `Inquiry must have at least one item` | Add an item to the inquiry. | | `Please select one or more items to create a RFQ.` | Select one or more items before creating the RFQ. | **Required Offer Type** and **Required Bid Due Date** are required only where your company configures them as mandatory. **Required Bid Due Date** must not be earlier than **RFQ Date**. The RFQ item grid uses **Item Description**, **Unit**, and **Qty**. Work from those visible headers when entering the request. **Result:** You have a message-specific correction to make, or the RFQ is ready for the next submission or quotation action.