Viewing Vendor Response, Returning & Rejecting RFQ

Buyer performs the process of checking and verifying the response provided by the vendor against the RFQ. Based on the review process, the following three cases can be considered while shortlisting an RFQ Response

• Shortlisting/awarding a vendor happens when RFQ closes and status is changed to Closed.

• The vendor’s response does not meet the RFQ specifications and is rejected. No further action.

• Buyer needs clarification/modification to the RFQ response and it is sent back to the vendor for rework. Based on the response provided, the RFQ response is either considered along with other vendor responses or rejected.

To view the RFQ response, reject or sent it back for rework:

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.

   

   Note: The status shown on this screen is the RFQ status, such as Saved as Draft, Published, Closed, Awarded, or Converted to PO. Vendor’s response status will be displayed under the Response(s) tab after accessing the particular RFQ ID.

3. Click the relevant RFQ ID.
   The Details screen is displayed.

   

4. Click Response(s) tab to view the responses to the RFQ.
   The Response(s) screen is displayed.

   

5. Click the RFQ Comparative statement Report link to view the comparison of the responses provided by each vendor.

   

   This screen shows comparison for only two vendor’s response, as only these two responses are available. Clicking the toggle switch for Show Detailed Comparison View of all Vendors, the following comparative screen is displayed.

   

   There is no multiple response submitted by the vendors, so the comparison is for only the available single response from vendors.

6. Click X.

7. Click on a vendor name in the Vendor Name column, to view its response to the RFQ.

   

   Note: The preceding screen displays the vendor response section with details when the RFQ is created with one or more line items. The following screen displays the changes in the Vendor Response section when the RFQ is created without any line items. Rest of the features and workflow remains the same. This screen is displayed here for reference purpose only.

   

8. In the Vendor Response section of the screen, the link View all Past Response Versions will display past response(s) from the particular vendor on a new pop-up screen. Also clicking the toggle button for the Show previous response of all Vendors will show the changes by comparing the current and previous vendor responses (this toggle button can be located above the Vendor Name column on the left section of the screen). These features show the comparison when multiple responses have been submitted by the vendor(s). Reference screens will be shown in the section Selecting Winner of RFQ.

9. Verify the response provided by the particular vendor and click Edit.
   The Vendor Response section of the screen reloads in edit mode.

   

10. In the Next Status field, from the drop-down list select one of the following (these options are available till the time RFQ is not closed):

    • Reject

    • Return for Amendment: In case of return, enter message/comment for the vendor.

11. Click Submit.
    The Vendor Status column displays the updated status of the vendor response

    

    Showing a scenario in the preceding screen when one RFQ response is sent back to vendor for amendment and other RFQ responses have Response Submitted and Not Responded status.
    
    Once the last submission date and time is over, the RFQ will display the status as Closed on the Request for Quotation screen.