Requests for Quotation (RFQ)

Overview

The RFQ process in SERTICA enables organizations to obtain and evaluate quotations from suppliers before placing an order. By sending a Request for Quotation to one or more vendors, users can compare pricing, delivery time, availability, and commercial terms to ensure that purchasing decisions are based on the best available offer.

The RFQ workflow supports a structured and transparent procurement process by maintaining all supplier quotations within SERTICA, providing full traceability from the initial requirement through to supplier selection and Purchase Order creation. This helps organizations optimize costs, improve supplier management, and ensure compliance with internal procurement procedures.

Procurement Flow

Before You create a RFQ

• Make sure a requestion already exists.
• The Requisition is approved for quotation.
• Relevant suppliers should be available in the Address Book.
• Users must have access rights to Procurement functions.

Create an RFQ

1. Open the Requisition.

2. Select Position Workflow -> Approve for RFQ

   

    

3. Review items, quantities, delivery information, and remarks.
4. Click on Create RFQ

5. Select the supplier(s) that should receive the quotation request.

6. The RFQ is now ready to be distributed to suppliers.

Send an RFQ

7. Click on Send to Supplier

Select RFQ Forward Type

SERTICA supports Two methods for distributing RFQs.

Email (PDF)

A PDF version of the RFQ is attached to an email and sent directly to the supplier.

• Suitable when:
  • The supplier prefers standard email communication.
    No automated integration exists.

Connect Web

A web link is sent to the supplier.

• Suitable when:
  • Suppliers are using the Connect Web portal.
    Quotation handling should be streamlined through a web interface.

Receive Supplier Responses

When suppliers respond, quotations can be entered into SERTICA using several methods.

Manual Entry

Enter prices, delivery dates, and remarks directly on the RFQ.

Connect Web

Suppliers enter quotation information directly through the portal.

All methods update the RFQ and make supplier responses available for evaluation.

 

Review Quotations 

After receiving responses, review the quotations to identify the most suitable supplier.

This is done by clicking on Calculate PO.

Typical evaluation criteria include:

• Unit price
• Total price
• Delivery time
• Availability
• Supplier agreements
• Commercial terms

The selected quotation can then be used as the basis for a Purchase Order.

Note: The evaluation criteria and approval procedures are defined by the organization's purchasing process.

 

Create a Purchase Order from an RFQ

Once a supplier has been selected, click on View Order -> Create Order(s) to create a Purchase Order (PO)