Request For Quotation

A request for quotation (RFQ) is the first document in the Procure To Pay process. It is a business process in which an organization requests a quote from a supplier to purchase specific products or services. In inoERP, an RFQ is a list of the items/product description, quantities, and dates that you want to share with suppliers to get their price and availability details. In addition to pricing, RFQs may include payment terms, factors that could influence a company's bid selection, submission deadline, and the like.

Though Item, Supplier, Payment Terms are not mandatory to create an RFQ, you need to enter this information before converting an RFQ to a Quote/Requisition/Purchase Order. An RFQ consists of

• Header
• Line
• Detail

Header

RFQ header contains applicable information for the items requested on the RFQ. You need to enter Business Unit information to create an RFQ. If you create RFQ for a specific supplier, you can enter the supplier and supplier site details on the RFQ header. When converting an RFQ to a Quote/Requisition/Purchase Order, the system copies all the header level information to the destination document.

To view/create/update an RFQ, navigate to the "RFQ" search screen from your dashboard/favorite.

Enter the item/organization/RFQ details or any other criteria in the search form and click on the search button to view an existing RFQ.
Click on create a new button to create a new RFQ; by manually entering all the information, Copy an existing RFQ to a new RFQ is always better than manually entering all the data to create a new RFQ. The application lets you update all the details before confirmation; you can configure which fields are view-only after the confirmation.

If you don't enter organization/supplier details, the system will show you all the RFQs. If your organization has configured to make any field mandatory for search, then you have to enter those fields to search RFQs.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

To view the search result in a table format, click on the table icon available on the bottom left corner.

To open a specific RFQ, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the RFQ header details such as RFQ number, quantities, start date, status, etc.

The system will fetch all the data related to the selected RFQ. The RFQ details are shown either right to the search result screen or in a separate screen, depending on the device size.

Scroll left, right, up, down to view all the details. The RFQ line and details are shown in a separate tab. The default configuration shows fields in various functional groups such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvBuOrg	Bu Org	deferredSelect	ENTITY
10	vvBuOrgCode	Bu Org Code	deferredSelect	ENTITY
20	vvSupplierNumber	Supplier Number	deferredSelect	DATA
30	vvSupplierName	Supplier Name	deferredSelect	ENTITY
40	vvSupplierSiteNumber	Supplier Site Number	deferredSelect	DATA
50	vvSupplierSiteName	Supplier Site Name	deferredSelect	ENTITY
60	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
70	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
80	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
90	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
100	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
110	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
120	vvBillToAddressName	Bill To Address Name	deferredSelect	PLANNING
130	vvBillToAddress	Bill To Address	deferredSelect	PLANNING
140	vvBillToCountry	Bill To Country	deferredSelect	PLANNING
150	vvBillToPostalCode	Bill To Postal Code	deferredSelect	PLANNING
160	vvBillToEmail	Bill To Email	deferredSelect	PLANNING
170	vvBillToPhone	Bill To Phone	deferredSelect	PLANNING
180	vvSiteAddressId	Site Address Id	InputType.number	REFERENCE
190	vvSiteContactId	Site Contact Id	InputType.number	REFERENCE
200	vvPaymentTerm	Payment Term	deferredSelect	FINANCE
210	vvPaymentTermDescription	Payment Term Description	InputType.textField	FINANCE
220	vvHeaderAmount	Header Amount	InputType.textField	FINANCE
230	poRfqHeaderId	Po Rfq Header Id	InputType.number	REFERENCE
240	srcEntityName	Src Entity Name	InputType.textField	DEFAULT
250	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
260	buOrgId	Bu Org Id	deferredSelect	REFERENCE
270	poDocumentType	Po Document Type	InputType.select	CONTROL
280	docStatus	Doc Status	InputType.select	CONTROL
290	approvalStatus	Approval Status	InputType.select	CONTROL
300	docCurrency	Doc Currency	deferredSelect	FINANCE
310	refDocumentName	Ref Document Name	InputType.textField	DEFAULT
320	refDocId	Ref Doc Id	InputType.number	REFERENCE
330	rfqNumber	Rfq Number	InputType.textField	DATA
340	docNumber	Doc Number	InputType.textField	DATA
350	supplierId	Supplier Id	deferredSelect	REFERENCE
360	supplierSiteId	Supplier Site Id	deferredSelect	REFERENCE
370	buyer	Buyer	InputType.textField	PLANNING
380	hrEmployeeId	Hr Employee Id	InputType.number	REFERENCE
390	description	Description	InputType.textField	DEFAULT
400	shipToId	Ship To Id	deferredSelect	REFERENCE
410	multiBuCb	Multi Bu Cb	InputType.switchField	PLANNING
420	revNumber	Rev Number	InputType.number	DATA
430	glAcProfileHeaderId	Gl Ac Profile Header Id	deferredSelect	REFERENCE
440	billToId	Bill To Id	deferredSelect	PLANNING
450	priceListHeaderId	Price List Header Id	InputType.number	REFERENCE
460	paymentTermId	Payment Term Id	deferredSelect	REFERENCE
470	validityStartDate	Validity Start Date	InputType.date	REFERENCE
480	validityEndDate	Validity End Date	InputType.date	REFERENCE
490	exchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
500	exchangeRate	Exchange Rate	InputType.textField	FINANCE
5510	createdBy	Created By	InputType.textField	REFERENCE
5520	creationDate	Creation Date	InputType.dateTime	REFERENCE
5530	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5540	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Lines

You can add multiple lines to each RFQ header. Each RFQ line contains an item, UOM, product description, quantity, requesting inventory organization, line number, unit price, etc.

Navigate to the lines tab to view/add/update lines.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

Line Number : Line number is mandatory field. Enter a numeric value for the line.

Line Quantity: Line quantity is a mandatory field. Enter a numeric value for the line quantity.

The entity group shows information related to requesting inventory organization. Though the details are not required to create an RFQ, you need to enter the info to convert the RFQ to another document where it is mandatory.

The reference groups show various ids for reference only. You don't need to enter any information in this section. When you save an RFQ for the first time, the system will auto-populate the newly created header id and line ids.

Enter the line type in the control section. The information flows to downstream documents such as Requisition and Purchase Order.

In the finance section, enter the expected unit price. The system calculates the line price by multiplying the unit price with quantity. The header price is the sum of all the line prices. You don't need to enter any price at the RFQ header.

Scroll left, right, up, and down view all other fields.

Enter all the other fields and click on the save button to save the RFQ. The app will post all the data to the server and will show the messages returned from the server.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvOrg	Org	deferredSelect	ENTITY
10	vvOrgCode	Org Code	deferredSelect	ENTITY
20	vvItemNumber	Item Number	deferredSelect	DEFAULT
30	vvUomCode	Uom Code	deferredSelect	DEFAULT
40	vvUomDescription	Uom Description	deferredSelect	DEFAULT
50	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
60	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
70	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
80	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
90	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
100	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
110	poRfqLineId	Po Rfq Line Id	InputType.number	REFERENCE
120	poRfqHeaderId	Po Rfq Header Id	InputType.number	REFERENCE
130	lineNumber	Line Number	InputType.number	DATA
140	lineQuantity	Line Quantity	InputType.textField	DATA
150	invItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
160	lineType	Line Type	InputType.select	CONTROL
170	productDescription	Product Description	InputType.textField	DEFAULT
180	recevingOrgId	Receving Org Id	deferredSelect	REFERENCE
190	revisionName	Revision Name	InputType.textField	DEFAULT
200	uomCode	Uom Code	deferredSelect	DEFAULT
210	priceDate	Price Date	InputType.date	DATE
220	unitPrice	Unit Price	InputType.textField	FINANCE
230	linePrice	Line Price	InputType.textField	FINANCE
240	referenceDocType	Reference Doc Type	InputType.textField	CONTROL
250	referenceDocNumber	Reference Doc Number	InputType.number	DATA
260	lineDescription	Line Description	InputType.textField	DEFAULT
270	docStatus	Doc Status	InputType.select	CONTROL
280	approvalStatus	Approval Status	InputType.select	CONTROL
290	revEnabledCb	Rev Enabled Cb	InputType.switchField	DEFAULT
300	revNumber	Rev Number	InputType.number	DATA
310	discountCode	Discount Code	deferredSelect	FINANCE
320	shipToId	Ship To Id	deferredSelect	REFERENCE
5330	createdBy	Created By	InputType.textField	REFERENCE
5340	creationDate	Creation Date	InputType.dateTime	REFERENCE
5350	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5360	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Details

You can add multiple details to each RFQ line. Each RFQ detail contains quantity, need by date, promise date, etc.

Depending upon your configuration, the details of a line are shown either on a separate tab or in the links section of lines.

Click on the Details button below a line to view/update/create details. By default, when saving any line system adds detail with all the line quantities on single delivery date. You can add multiple details and change the date/quantity as per your actual requirement.

Click on the expandable button to view the fields of a detail line.

To create a new detail, click on Add New Line button. You can also copy an existing detail line to a new one by clicking on the Copy Line button.

In the data section, enter the detail line number. The system always creates the first line as line number 1, but you can change it. While adding a new detail line, enter a detail line number as its mandatory field. Enter the shipment/detail quantity in the quantity field.

You can enter a buyer's name in the planning section for reference/reporting purposes.

Enter need by date on the date section. The need-by date is the date of expected shipment delivery.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvDocNumber	Doc Number	InputType.textField	DATA
10	vvLineNumber	Line Number	InputType.number	DATA
20	recevingOrgId	Receving Org Id	deferredSelect	REFERENCE
30	invItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
40	revisionName	Revision Name	InputType.textField	DEFAULT
50	productDescription	Product Description	InputType.textField	DEFAULT
60	lineQuantity	Line Quantity	InputType.textField	DATA
70	vvItemNumber	Item Number	deferredSelect	DEFAULT
80	vvItemDescription	Item Description	deferredSelect	DEFAULT
90	vvSupplierNumber	Supplier Number	deferredSelect	DATA
100	vvSupplierName	Supplier Name	deferredSelect	ENTITY
110	vvSupplierSiteNumber	Supplier Site Number	deferredSelect	DATA
120	vvSupplierSiteName	Supplier Site Name	deferredSelect	ENTITY
130	vvSupplierId	Supplier Id	deferredSelect	REFERENCE
140	vvSupplierSiteId	Supplier Site Id	deferredSelect	REFERENCE
150	vvBuyer	Buyer	InputType.textField	PLANNING
160	vvHrEmployeeId	Hr Employee Id	InputType.number	REFERENCE
170	vvPoDescription	Po Description	InputType.textField	DEFAULT
180	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
190	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
200	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
210	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
220	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
230	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
240	poRfqDetailId	Po Rfq Detail Id	InputType.number	REFERENCE
250	poRfqLineId	Po Rfq Line Id	InputType.number	REFERENCE
260	shipmentNumber	Shipment Number	InputType.number	DATA
270	needByDate	Need By Date	InputType.dateTime	DATE
280	requestor	Requestor	InputType.textField	DEFAULT
290	shipToLocationId	Ship To Location Id	InputType.number	REFERENCE
300	uomCode	Uom Code	deferredSelect	DEFAULT
310	quantity	Quantity	InputType.textField	DATA
320	receiptRouting	Receipt Routing	InputType.select	DEFAULT
330	promiseDate	Promise Date	InputType.date	DATE
340	status	Status	InputType.textField	CONTROL
5350	createdBy	Created By	InputType.textField	REFERENCE
5360	creationDate	Creation Date	InputType.dateTime	REFERENCE
5370	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5380	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Actions

Actions allow you to change the status of the RFQ. The system creates RFQs in draft status. When you are ready to publish the RFQ and send it to the supplier, change the status to Confirmed. You can cancel an RFQ by clicking on the Cancel button. Similarly, you can close any RFQ by clicking on the Close button.

Confirmed RFQs can be converted to other documents, and the corresponding buttons are available in the actions section.