Requests for quotation

Where

Purchase Transactions → Requests for Quotation

Plan

Professional and above

Permission

Purchasing → Purchase Rfq

An RFQ is how you shop around: list what you want to buy, collect prices from several suppliers, compare them, pick a winner, and turn that into an order.

Read this before you start — the app does not contact anybody

SaleSprint keeps the record of a quote round. It does not run one.

There is no supplier portal, no email to vendors, and no way to print or send an RFQ. You contact your suppliers yourself, by phone, email or in person, and type their answers in. The Send button only changes a status badge.

Used with that in mind it is a genuinely useful comparison record. Expected to reach out to vendors on your behalf, it will disappoint.

How to run a quote round

1. Create the RFQ

1. Go to Purchase Transactions → Requests for Quotation.
2. Click New RFQ.
3. Choose the Location, and give it a Title — something like Shop fittings, Q3.
4. Set the Issued date and the Closing date you want answers by.
5. Add Terms and Specifications if you have them.
6. Under Requested products, click Add product and enter the Quantity for each item you want priced.
7. Click Save & send.

2. Contact your suppliers

Outside the app. Phone or email each supplier with the list of items and quantities.

3. Record each quote as it comes back

1. Open the RFQ — use Open / quotes from its row menu.
2. In the Vendor quotes panel, click Add quote.
3. Choose the Supplier and the Received date.
4. Set the Currency and exchange rate if they quoted in another currency.
5. Enter the Lead time (days), Valid until, and their Vendor reference.
6. Under Line prices, type the Unit price they quoted for each item. The total updates as you type.
7. Save.

The RFQ moves to Quotes received on its own once the first quote is in.

4. Compare and award

Each quote appears as a card showing the supplier, the total, the lead time and how long the price holds.

1. Decide which you want.
2. Click Award on that card and confirm.

Comparison is a stack of cards, not a table

The per-line prices you typed are stored but never shown back to you, and there is no side-by-side table, no cheapest-price highlight and no sorting. With more than three or four quotes, write the totals down as you go.

5. Turn the winner into an order

Awarding does not create an order. It only marks the winner.

1. Click Convert to PO, either in the RFQ’s toolbar or from the list row menu.
2. You are taken straight to the new draft purchase order.

It is created at the quoted prices, with the winning supplier already on it — better than the requisition route, which leaves the supplier blank.

Check it over and Send it.

How to cancel an RFQ

Open the row menu and click Cancel. This cannot be undone. Only a draft or a cancelled RFQ can be deleted.

What to watch out for

• Editing a saved draft wipes its number, exactly as with requisitions. Get it right before saving twice.
• The Source requisition box wants an ID, not a name. It is a plain text box expecting a long internal identifier, with no lookup. Anything you type by hand is rejected. Leave it empty unless you got there via Convert to RFQ from a requisition.
• Quote notes, vendor references and per-line lead times are captured but never displayed.
• The “Expired” status can never happen. It exists but nothing sets it, including passing the closing date.
• Adding a quote needs the edit permission, not a separate one — anyone who can change the RFQ can enter a supplier’s prices.
• Needs a connection.

Related

• Purchase orders
• Purchase requisitions
• Suppliers