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Quotations (RFQ)

After a Purchase Requisition with the RFQ procurement method is approved, a Request for Quotation (RFQ) is automatically created in the Quotations section.

This RFQ represents a formal request that will later be sent to selected suppliers in order to collect their price offers.

Viewing RFQs

To access RFQs:

  • Open the main menu.
  • Go to Purchasing.
  • Select Quotations.

RFQ Actions

Each RFQ has an Actions menu that allows the user to:

  • Edit – modify RFQ details
  • Delete – remove the RFQ
  • Detail – view full RFQ information
  • Send to approval – submit the RFQ for final approval

Approval Before Sending to Suppliers

Even though the Purchase Requisition has already been approved, the RFQ must be approved again before it becomes visible to suppliers.

This second approval ensures that:

  • the final RFQ content is correct,
  • all data, budgets, and delivery details are verified,
  • the request is ready to be sent externally.

Only after this final approval is completed will the RFQ be made available to the selected suppliers, who can then submit their quotations.

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Responding to an RFQ (Supplier)

When a Purchase Requisition with RFQ is fully approved by the buying organization, it becomes visible to the selected suppliers. Each invited supplier can then view the RFQ and submit their quotation directly through ProcureSwift.

Accessing RFQs

  • The supplier logs in to ProcureSwift.

  • In the main menu, the supplier opens:

  • Accounts Receivable → My Quotations

  • To open a specific RFQ, the supplier clicks

    Actions → Details

    .

RFQ Details View

The RFQ detail screen provides the supplier with a complete overview of the request, including the request name and number, the related project and department, the country and delivery address, the planned budget and currency, the planned delivery date, and the buyer’s additional comment.

Below this section, the supplier can see a detailed list of the requested items, showing what is being requested, in what quantity, and at what reference price, together with the calculated totals for each item.

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Submitting a Quotation

To respond to the RFQ, the supplier scrolls to the Fill your quotation section.

Here the supplier can:

  • Enter a comment in the Your Comment field (e.g. delivery terms, validity of offer, notes).
  • Upload quotation documents (e.g. PDF offer, price list, technical specifications).

File upload rules:

  • Maximum 5 files
  • Maximum 5 MB per file
  • Files can be selected or dragged & dropped

After completing all required fields and attaching the necessary documents, the supplier submits the quotation by clicking Upload Quotation. The quotation is then sent to the buying organization, automatically linked to the corresponding RFQ, and becomes available for evaluation and comparison with quotations from other suppliers.

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Selecting a Supplier and Creating a Purchase Order (RFQ)

Once suppliers submit their quotations, the buyer can review all received offers in the Quotations section. Each quotation includes the supplier’s details, their written response, pricing, and any attached documents such as PDF quotes or technical specifications.

By opening the RFQ Detail, the buyer can compare the submitted offers side by side and evaluate them based on price, availability, delivery time, and any additional conditions provided by the suppliers.

When the buyer decides that no more quotations are needed, the End Collection Period button is used to close the RFQ. This prevents any further supplier submissions and activates the supplier selection step.

After ending the collection period, a Pick Supplier field becomes available. The buyer can choose one of the suppliers who submitted a quotation. Once the supplier is selected, clicking Create Purchase Order will generate a Purchase Order based on the chosen quotation.

For more details about managing and processing purchase orders, see the Purchase Orders section.