Create & Manage RFQs(Request For Quotation) in O2VEND ERP – Step-by-Step Guide

Learn how to create, manage, and convert RFQs in O2VEND ERP. Streamline procurement, compare supplier quotes, reduce costs, and ensure audit-ready purchases with our professional step-by-step guide.

The O2VEND ERP RFQ module helps businesses streamline supplier price collection, compare quotes, and maintain procurement transparency. Using this module, teams can create, track, and convert RFQs efficiently, reduce costs, minimize errors, and make faster purchase decisions.

This guide provides a complete step-by-step tutorial on creating, managing, tracking, and converting RFQs in O2VEND, with real interface workflows and screenshots for practical understanding.

What Is an RFQ in O2VEND?

A Request for Quotation (RFQ) is a formal document sent to suppliers to request pricing, availability, and terms before placing a Purchase Order. In O2VEND, RFQs function as:

  • Pre-purchase negotiation documents
  • Cost comparison tools
  • Controlled procurement records
  • Audit-ready sourcing documentation

RFQs can later be converted into Purchase Orders, eliminating duplicate entry and pricing errors.

Why RFQ Management Is Important

The RFQ module supports procurement teams by enabling:

  • Standardized supplier price requests
  • Transparent purchase decision-making
  • Accurate cost estimation before ordering
  • Controlled approval and audit trails
  • Faster conversion to Purchase Orders

Step 1: Open the RFQ Module (Request for Quotation)

The RFQ (Request for Quotation) module in O2VEND Back Office acts as the central workspace for managing supplier price requests, procurement tracking, and pre-purchase negotiations.
This screen is designed for procurement teams, purchase managers, and finance users to gain complete visibility into sourcing activities across branches.

Navigate to:

Back Office → Orders → Request For Quotation

RFQ List

Once opened, the RFQ list page displays all RFQs created across branches, enabling fast monitoring of supplier requests, payment status, and procurement progress.

RFQ List in O2VEND ERP – Column Guide for Faster Procurement (Operational & Reporting View)

Each column in the RFQ list provides actionable procurement intelligence.

Column Description
Created On Shows the exact date and time when the RFQ was created. Useful for tracking sourcing activity by day, week, or month.
Number / Supplier / Branch Displays the unique RFQ number along with the supplier name and issuing branch. Helps quickly identify vendor-wise RFQs.
Status / Channel Indicates the RFQ stage (New, Pending Payment, Ordered) and the source channel such as Back Office.
Payment Status Reflects whether payment is pending or completed, supporting accounts payable tracking.
Created By Identifies the user who raised the RFQ, ensuring accountability and audit readiness.
Total Amount Shows the final RFQ value including tax and adjustments for quick cost assessment.

Business value:
This structured list enables faster supplier follow-ups, cost comparison, and purchase decision-making.

Filters Section – Smart Search & Procurement Control

The filter panel helps narrow down RFQs efficiently, especially in high-volume procurement environments.

Available Filters

  • Created Date Range – Analyze RFQs for specific periods
  • RFQ Number / Supplier / Branch – Locate exact RFQs instantly
  • Status / Channel – Monitor RFQs by workflow stage
  • Payment Status – Track pending or completed supplier payments

Best Practice:
Combining date + status filters improves procurement follow-ups, supplier response tracking, and management reporting accuracy.

Top Action Buttons – RFQ List Page (Productivity Tools)

The top-right action panel provides quick access to critical RFQ operations.

➕ Create RFQ (Ctrl + F9)

Starts a new Request for Quotation workflow for supplier price collection and negotiation.

📅 Schedule

Automates RFQ reports and sends them via email at defined intervals for management visibility.

📧 Email

Shares RFQ reports instantly with internal stakeholders or procurement teams.

⬇️ Export

Downloads RFQ summary data in Excel or CSV format for offline analysis.

⬇️ Export with Line Items

Exports RFQs with detailed product-level information, ideal for cost comparison and audits.

Step 2: Create a New RFQ

Click Create RFQ to open the RFQ entry screen where supplier details, product requirements, and pricing expectations are captured.

Create RFQ

This screen ensures accurate sourcing, controlled negotiation, and structured procurement documentation before creating a Purchase Order.

Supplier Information Section (Procurement Setup)

This section defines the commercial and operational context of the RFQ.

Branch

  • Identifies the business location issuing the RFQ
  • Determines tax rules and reporting structure

Credit Days

  • Defines supplier payment terms
  • Used in payable and aging reports

Transport

  • Records delivery or logistics method
  • Supports inward planning and cost visibility

Deadline

  • Sets supplier response due date
  • Helps control procurement timelines

Product Entry Section (Item-Level RFQ Control)

This section captures all products requested from suppliers.

Product Selection

  • Searchable product master ensures accuracy
  • Prevents SKU mismatches

SKU

  • System-generated identifier
  • Supports inventory and purchase tracking

Quantity & Units

  • Defines purchase requirement clearly
  • Impacts cost estimation and stock planning

Purchase Cost

  • Captures expected or quoted supplier price
  • Used for supplier comparison

Discount %

  • Records supplier discount offers
  • Automatically recalculates totals

Total Amount

  • Line-wise calculated value
  • Updates instantly with changes

Product Action Icons – Operational Efficiency

Three icons appear next to each product for quick access.

👁️ View Product Details

  • Displays specifications and descriptions
  • Confirms correct item selection

🧩 View Product Attributes

  • Shows size, variant, or grade
  • Ensures correct supplier pricing

👤 Assign Employee

  • Links procurement or sales staff
  • Improves accountability and reporting

Tax & Amount Summary Panel (Right Side)

Provides a consolidated financial view of the RFQ.

Subtotal

Total product value before tax.

Tax

Calculated automatically based on branch configuration.

Discount

Displays total discount applied.

Shipping Fee / Payment Fee

Optional additional charges when applicable.

Round Off

Adjusts minor decimal differences.

Total

Final RFQ value.

Total Paid / Pending Payment

Shows payment tracking status for finance coordination.

Saving Options (Workflow Control)

  • Save – Stores RFQ as draft for further review
  • Save and Close – Saves RFQ and exits screen
  • Bulk Entry – Enables faster entry for large RFQs

Step 3: Manage and Edit RFQs (Request for Quotation)

Managing RFQs efficiently is essential for accurate procurement tracking, supplier coordination, and purchase cost control. The Manage RFQ screen in O2VEND Back Office centralizes supplier responses, document history, and order conversion in a single workflow.

Selecting any RFQ from the list opens the RFQ Management Page, where complete lifecycle actions are handled.

RFQ Manage

RFQ Header Overview

The RFQ header provides instant visibility into the document status and origin.

Header Details Displayed

  • RFQ Number – Unique identifier for procurement tracking
  • Date & Time – Creation timestamp for audit reference
  • Status – New, Pending Payment, or Ordered
  • Channel – Source of RFQ creation (Back Office or POS)

This summary supports quick validation before approvals, sharing, or order conversion.

RFQ Management Tabs – Explained

Each tab controls a specific RFQ function and supplier interaction.

Supplier Information

  • Edit branch, credit days, transport method, and deadline
  • Ensures correct tax rules, payment terms, and logistics planning

History

  • Displays all RFQ-related actions
  • Tracks edits, updates, and system events

Change Status

  • Controls RFQ lifecycle movement
  • Progresses RFQs from New → Pending → Ordered

Documents

  • Stores supplier quotations, approvals, and attachments
  • Maintains centralized procurement documentation

Update History

  • Provides a complete audit trail
  • Supports compliance and internal review

Bidders

  • Tracks suppliers participating in the RFQ
  • Enables transparent vendor comparison

Response

  • Captures supplier pricing responses and remarks
  • Supports informed purchase decisions

Right-Side Action Panel – Detailed Explanation

The action panel enables fast execution of key RFQ operations without leaving the page.

🖨️ Print Order

  • Generates a printable RFQ document
  • Used for internal review or supplier sharing

🧾 Create Order

  • Converts the RFQ directly into a Purchase Order
  • Reduces duplication and manual errors

⬇️ Download

  • Downloads the RFQ as a PDF
  • Useful for offline access and record keeping

🔗 Share

  • Shares RFQ details externally or internally
  • Speeds up approvals and supplier communication

📄 Clone

  • Creates a duplicate RFQ for repeat procurement
  • Saves time for recurring purchases

🔔 Notification

  • Sends alerts and updates to stakeholders
  • Improves response time and visibility

Key Benefits of RFQ Module in O2VEND

  • Professional supplier sourcing process
  • Transparent quotation comparison
  • Reduced procurement errors
  • Faster purchase order creation
  • Audit-ready procurement records

Streamline supplier sourcing, control procurement costs, and improve purchase accuracy with the O2VEND RFQ Management Module.