Requests for quotation

Source	When
An approved purchase request	The normal path — the request already carries the justification
Directly	For larger buys, where getting competing quotes is itself part of the process, before any request exists

Source

When

An approved purchase request

The normal path — the request already carries the justification

Directly

For larger buys, where getting competing quotes is itself part of the process, before any request exists

RFQ states

Status	Meaning
Draft	Vendors and items being assembled. Nothing sent
Sent	Out to the invited vendors
Quotes received	At least one vendor has responded
Awarded	A quote has been chosen
Cancelled	Withdrawn before award

Draft ──Send──→ Sent ──Quote received──→ Quotes received ──Award──→ Awarded

Draft, Sent, Quotes received ──Cancel──→ Cancelled

The comparison table

The reason this screen exists. Every vendor invited, side by side, on the terms that actually decide a purchase:

Column	Notes
Vendor	Who quoted
Price	Their quoted total
Lead time	How long until delivery
Warranty	What cover comes with the item
Rating	The vendor’s standing from past performance
SLA	Response and resolution commitments, where relevant
Payment terms	When they expect to be paid

Two quotes are flagged automatically: the cheapest, and the recommended — weighed on lead time, rating and terms as well as price. They are not always the same quote.

Awarding anything other than the cheapest quote requires a written justification. Paying more is allowed; paying more silently is not. The justification is stored with the award, so a decision to pay for faster delivery or a better warranty is on the record, not just a click.

Awarding

Awarding an RFQ raises the purchase order to the winning vendor, on the terms quoted. The losing quotes stay on the RFQ for the record — they are what “cheaper” and “recommended” were measured against.

Purchase orders

The committed order that follows an award.

Purchase requests

Where most RFQs start.

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Vendors and contracts

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Analytics

The field app

Where an RFQ comes from

RFQ states

The comparison table

Awarding

Purchase orders

Purchase requests

​Where an RFQ comes from

​RFQ states

​The comparison table

​Awarding

Purchase orders

Purchase requests

Where an RFQ comes from

RFQ states

The comparison table

Awarding