Quotation Requests FAQ

When you generate quotation requests:

• The purchase request status changes to "processed"
• The system creates a quotation request for each vendor mapped to products in the purchase request
• Each quotation request appears in the "Generated Quotation Requests" section
• Vendors can be sent the quotation request for pricing

The system creates a separate quotation request for each vendor that supplies products in the purchase request. This allows:

• Targeted requests to specific vendors
• Better organization of vendor responses
• Easier comparison of quotes for the same products
• Simplified vendor communication

Each vendor will only see the products they supply in their quotation request.

The Send action:

• Sends the quotation request to the vendor via email
• Changes the status to Sent
• Sets a deadline for the vendor to respond (typically 48 hours)
• Provides the vendor with a secure link to submit their quotation

Use the Mark Received action when:

• A vendor has submitted their quotation through the system
• You've received a formal quotation via email and entered it manually
• You want to update the status to Received

This action:

• Records the vendor's quotation in the system
• Makes the quote available for comparison with others
• Triggers notifications to the purchasing team for review

The Reject action:

• Changes the status to Rejected
• Sends a notification to the vendor (optional)
• Records the reason for rejection in the system
• Provides an option to request a re-quote if needed

Common reasons for rejection:

• Pricing is higher than expected
• Lead time is too long
• Doesn't meet quality requirements
• Incomplete quotation

Quotation requests remain active until:

• They are marked as Received
• They are Rejected
• The associated purchase request is canceled or completed

For sent requests, vendors typically have 48 hours to respond. After that:

• The system sends an automatic reminder to the vendor
• You can manually send another reminder
• If no response, you can reassign to another vendor

If you don't see any purchase requests in the "Pending Quotation Generation" section:

1. Check that purchase requests have been approved
2. Verify that products in the request have vendors assigned
3. Ensure you haven't already processed the requests
4. Confirm your user role has permission to generate quotations

If a vendor hasn't responded to a sent quotation request:

1. Send a reminder using the "Send" action again
2. Contact the vendor directly by phone
3. If no response after 2 reminders, reassign the products to another vendor
4. Update vendor mappings for future requests