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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

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
NameSequenceLabelInputTypeField Group
10vvBuOrgBu OrgdeferredSelectENTITY
10vvBuOrgCodeBu Org CodedeferredSelectENTITY
20vvSupplierNumberSupplier NumberdeferredSelectDATA
30vvSupplierNameSupplier NamedeferredSelectENTITY
40vvSupplierSiteNumberSupplier Site NumberdeferredSelectDATA
50vvSupplierSiteNameSupplier Site NamedeferredSelectENTITY
60vvShipToAddressNameShip To Address NamedeferredSelectENTITY
70vvShipToAddressShip To AddressdeferredSelectENTITY
80vvShipToCountryShip To CountrydeferredSelectENTITY
90vvShipToPostalCodeShip To Postal CodedeferredSelectENTITY
100vvShipToEmailShip To EmaildeferredSelectENTITY
110vvShipToPhoneShip To PhonedeferredSelectENTITY
120vvBillToAddressNameBill To Address NamedeferredSelectPLANNING
130vvBillToAddressBill To AddressdeferredSelectPLANNING
140vvBillToCountryBill To CountrydeferredSelectPLANNING
150vvBillToPostalCodeBill To Postal CodedeferredSelectPLANNING
160vvBillToEmailBill To EmaildeferredSelectPLANNING
170vvBillToPhoneBill To PhonedeferredSelectPLANNING
180vvSiteAddressIdSite Address IdInputType.numberREFERENCE
190vvSiteContactIdSite Contact IdInputType.numberREFERENCE
200vvPaymentTermPayment TermdeferredSelectFINANCE
210vvPaymentTermDescriptionPayment Term DescriptionInputType.textFieldFINANCE
220vvHeaderAmountHeader AmountInputType.textFieldFINANCE
230poRfqHeaderIdPo Rfq Header IdInputType.numberREFERENCE
240srcEntityNameSrc Entity NameInputType.textFieldDEFAULT
250srcEntityIdSrc Entity IdInputType.textFieldREFERENCE
260buOrgIdBu Org IddeferredSelectREFERENCE
270poDocumentTypePo Document TypeInputType.selectCONTROL
280docStatusDoc StatusInputType.selectCONTROL
290approvalStatusApproval StatusInputType.selectCONTROL
300docCurrencyDoc CurrencydeferredSelectFINANCE
310refDocumentNameRef Document NameInputType.textFieldDEFAULT
320refDocIdRef Doc IdInputType.numberREFERENCE
330rfqNumberRfq NumberInputType.textFieldDATA
340docNumberDoc NumberInputType.textFieldDATA
350supplierIdSupplier IddeferredSelectREFERENCE
360supplierSiteIdSupplier Site IddeferredSelectREFERENCE
380hrEmployeeIdHr Employee IdInputType.numberREFERENCE
400shipToIdShip To IddeferredSelectREFERENCE
410multiBuCbMulti Bu CbInputType.switchFieldPLANNING
420revNumberRev NumberInputType.numberDATA
430glAcProfileHeaderIdGl Ac Profile Header IddeferredSelectREFERENCE
440billToIdBill To IddeferredSelectPLANNING
450priceListHeaderIdPrice List Header IdInputType.numberREFERENCE
460paymentTermIdPayment Term IddeferredSelectREFERENCE
470validityStartDateValidity Start DateInputType.dateREFERENCE
480validityEndDateValidity End DateInputType.dateREFERENCE
490exchangeRateTypeExchange Rate TypedeferredSelectCONTROL
500exchangeRateExchange RateInputType.textFieldFINANCE
5510createdByCreated ByInputType.textFieldREFERENCE
5520creationDateCreation DateInputType.dateTimeREFERENCE
5530lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5540lastUpdateDateLast Update DateInputType.dateTimeREFERENCE


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
NameSequenceLabelInputTypeField Group
10vvOrgCodeOrg CodedeferredSelectENTITY
20vvItemNumberItem NumberdeferredSelectDEFAULT
30vvUomCodeUom CodedeferredSelectDEFAULT
40vvUomDescriptionUom DescriptiondeferredSelectDEFAULT
50vvShipToAddressNameShip To Address NamedeferredSelectENTITY
60vvShipToAddressShip To AddressdeferredSelectENTITY
70vvShipToCountryShip To CountrydeferredSelectENTITY
80vvShipToPostalCodeShip To Postal CodedeferredSelectENTITY
90vvShipToEmailShip To EmaildeferredSelectENTITY
100vvShipToPhoneShip To PhonedeferredSelectENTITY
110poRfqLineIdPo Rfq Line IdInputType.numberREFERENCE
120poRfqHeaderIdPo Rfq Header IdInputType.numberREFERENCE
130lineNumberLine NumberInputType.numberDATA
140lineQuantityLine QuantityInputType.textFieldDATA
150invItemMasterIdInv Item Master IddeferredSelectREFERENCE
160lineTypeLine TypeInputType.selectCONTROL
170productDescriptionProduct DescriptionInputType.textFieldDEFAULT
180recevingOrgIdReceving Org IddeferredSelectREFERENCE
190revisionNameRevision NameInputType.textFieldDEFAULT
200uomCodeUom CodedeferredSelectDEFAULT
210priceDatePrice DateInputType.dateDATE
220unitPriceUnit PriceInputType.textFieldFINANCE
230linePriceLine PriceInputType.textFieldFINANCE
240referenceDocTypeReference Doc TypeInputType.textFieldCONTROL
250referenceDocNumberReference Doc NumberInputType.numberDATA
260lineDescriptionLine DescriptionInputType.textFieldDEFAULT
270docStatusDoc StatusInputType.selectCONTROL
280approvalStatusApproval StatusInputType.selectCONTROL
290revEnabledCbRev Enabled CbInputType.switchFieldDEFAULT
300revNumberRev NumberInputType.numberDATA
310discountCodeDiscount CodedeferredSelectFINANCE
320shipToIdShip To IddeferredSelectREFERENCE
5330createdByCreated ByInputType.textFieldREFERENCE
5340creationDateCreation DateInputType.dateTimeREFERENCE
5350lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5360lastUpdateDateLast Update DateInputType.dateTimeREFERENCE


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
NameSequenceLabelInputTypeField Group
10vvDocNumberDoc NumberInputType.textFieldDATA
10vvLineNumberLine NumberInputType.numberDATA
20recevingOrgIdReceving Org IddeferredSelectREFERENCE
30invItemMasterIdInv Item Master IddeferredSelectREFERENCE
40revisionNameRevision NameInputType.textFieldDEFAULT
50productDescriptionProduct DescriptionInputType.textFieldDEFAULT
60lineQuantityLine QuantityInputType.textFieldDATA
70vvItemNumberItem NumberdeferredSelectDEFAULT
80vvItemDescriptionItem DescriptiondeferredSelectDEFAULT
90vvSupplierNumberSupplier NumberdeferredSelectDATA
100vvSupplierNameSupplier NamedeferredSelectENTITY
110vvSupplierSiteNumberSupplier Site NumberdeferredSelectDATA
120vvSupplierSiteNameSupplier Site NamedeferredSelectENTITY
130vvSupplierIdSupplier IddeferredSelectREFERENCE
140vvSupplierSiteIdSupplier Site IddeferredSelectREFERENCE
160vvHrEmployeeIdHr Employee IdInputType.numberREFERENCE
170vvPoDescriptionPo DescriptionInputType.textFieldDEFAULT
180vvShipToAddressNameShip To Address NamedeferredSelectENTITY
190vvShipToAddressShip To AddressdeferredSelectENTITY
200vvShipToCountryShip To CountrydeferredSelectENTITY
210vvShipToPostalCodeShip To Postal CodedeferredSelectENTITY
220vvShipToEmailShip To EmaildeferredSelectENTITY
230vvShipToPhoneShip To PhonedeferredSelectENTITY
240poRfqDetailIdPo Rfq Detail IdInputType.numberREFERENCE
250poRfqLineIdPo Rfq Line IdInputType.numberREFERENCE
260shipmentNumberShipment NumberInputType.numberDATA
270needByDateNeed By DateInputType.dateTimeDATE
290shipToLocationIdShip To Location IdInputType.numberREFERENCE
300uomCodeUom CodedeferredSelectDEFAULT
320receiptRoutingReceipt RoutingInputType.selectDEFAULT
330promiseDatePromise DateInputType.dateDATE
5350createdByCreated ByInputType.textFieldREFERENCE
5360creationDateCreation DateInputType.dateTimeREFERENCE
5370lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5380lastUpdateDateLast Update DateInputType.dateTimeREFERENCE


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.