Request for Quotation (RFQ)
A Request for Quotation (RFQ) is a document used by an organization to request price quotations from one or more suppliers for required items or services.
1. Prerequisites
Before creating an RFQ, ensure the following are set up:
2. How to Create a Request for Quotation
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- Go to the Request for Quotation list and click Add Request for Quotation.
- Set the Required Date.
- Add one or more Suppliers to the supplier list.
If a contact and email are added, the RFQ can be sent directly via email and accessed through the supplier portal.
- Add items with quantity, UOM, and target warehouse if applicable.
- The warehouse field can be left blank if stock management is not enabled for the item.
- Select or create an Email Template if you want to send RFQs via email. Templates can include dynamic variables such as supplier name, portal link, and RFQ details.
- Use Preview Email to check how the RFQ will appear to suppliers.
- Enable Send Attached Files if additional documents should be shared with suppliers.
- Save the RFQ as a draft.
- Submit the RFQ to send emails to selected suppliers (if email sending is enabled).
An RFQ can also be created from a Material Request, allowing procurement workflows to be linked directly.
3. Features
3.1 Get Items From
Items can be fetched from existing documents:
- Material Request – Pull items from submitted material requests.
- Opportunity – Fetch items from sales opportunities.
- Possible Supplier – Fetch items based on supplier-linked requests.
3.2 Get Suppliers
Suppliers can be added automatically using grouping or tagging methods:
- By Tag – Fetch suppliers based on assigned tags.
- By Group – Fetch all suppliers under a selected supplier group.
RFQs can be downloaded as PDFs for individual suppliers.
3.3 Link to Material Requests
RFQs can be linked to one or more Material Requests, ensuring traceability between demand and procurement.
If multiple Material Requests exist for the same item, the latest one is linked automatically.
3.4 Terms and Conditions
Standard terms and conditions can be added to RFQs and will appear in printed or shared documents.
3.5 Print Settings
RFQs support customizable print formats including letterhead, print headings, and grouped item display.
4. Supplier Quotation After RFQ
4.1 Manual Supplier Quotation
A Supplier Quotation can be created manually from an RFQ by selecting the supplier and entering quoted rates and quantities.
4.2 Supplier Portal Quotation
Suppliers can receive RFQs via email or portal access. After logging in, they can submit their quotation directly.
If the supplier does not have an account, the system creates a user account and sends login setup instructions automatically.
Once submitted, ERPNext creates a draft Supplier Quotation, which must be reviewed and submitted by the purchasing team.
When all suppliers have responded, the RFQ status is updated to Received.
