Creating and Publishing RFQ

To procure goods or services for organization, an RFQ is issued to shortlist vendors for the supply the goods or services. Buyer can initiate and publish RFQ for the goods or services to the vendors registered with the organization.

To create RFQ and publish it to the vendors:

1. Log in to the IENT application.

   

2. On the homepage, click the Request for Quotation app.
   The Request for Quotation screen is displayed along with all the existing RFQs issued.

   

3. Click + on the top right corner.
   The Create RFQ screen is displayed.

   

4. Select/enter the following details:

   • RFQ Title: Enter a title for the RFQ being created.

   • Next Status: From the dropdown list, select the option Publish to Vendors or Save as Draft as required. On selecting Save as Draft, user can revisit and work on the RFQ, also a drafted RFQ can be discarded and record will be deleted.

   • Add Short Description: Enter a short description for the RFQ.

   • Attach Document(s): Attach the RFQ related documents, if any, to be shared with the vendors for this RFQ.

   • Set Last Date and Time of Submission: Set the date and time by which the vendors can respond to this RFQ.

   • Select Vendor Type: From the dropdown list, select the type of vendor for which the RFQ is to be issued. The vendor types created for your organization will be displayed in this list.

   • Select Vendor(s) By Name: Select at least one vendor from the list (List is displayed on clicking the text box).

5. Line Item(s): This is an optional field during the RFQ creation stage, however if no line items are added, then at least one line item (material or service) is to be added during RFQ conversion to PO stage. Click the + Add line item link to add service or material details required in this RFQ.

   

6. In the Select Line Item Type field, from dropdown select Service or Material. Buyer can add multiple line items as required for service or material.
   Line Item screen when Service option is selected.

   

   Line Item screen when Material option is selected.

   

7. Select the Service Details or Material Details from the list or manually (if the Service or Material is not on the list) and the corresponding quantity and units.

8. Click Save.
   The line items get listed on the Create RFQ screen.

   

9. Click Submit.
   The Request for Quotation screen is displayed with the status of the RFQ as Published to Vendors or Saved as Draft as per the option selected in the Status field before saving.

   

   Note: The RFQ will be published to the selected vendors only when Publish to Vendors option is selected.
   Note: Once the vendors have responded to the RFQ, buyer can view the responses and shortlist a vendor. If required buyer can send the RFQ back to vendor for rework after vendor’s response. Also, buyer can change the last date and time of submission, if required.