RFQ Management
Collect and compare vendor quotes before committing to a Purchase Order — inline response comparison, one-click Award, multi-select bulk delete, and an AI Assistant for bottleneck and participation analysis.
Overview
RFQ Management (in the Procurement & Vendor module) handles Requests for Quote — the step before creating a Purchase Order, where you collect competing price offers from multiple vendors for the same item before deciding who to award the business to.
Award, Don't Auto-Select
RFQ Management never picks a winning vendor automatically. Once vendor responses are in, you review them side by side in the expanded row and click Award on the response you choose — the decision is always explicit.
Inline Expansion
Click any RFQ row to expand its full detail and response list in place, without opening a modal.
Status Workflow
Open → Responses Received → Evaluated → Awarded (or Cancelled at any point).
Bulk Selection
Select multiple RFQs and bulk-delete them from a toolbar that appears above the table.
AI Assistant
A collapsible chat panel answers bottleneck, award-readiness, and vendor-participation questions using the current filtered RFQ list.
CSV Export
Export the currently filtered RFQ list to CSV — RFQ number, title, item, status, response count, due date, requester, and awarded vendor.
Full Localisation
Every label, status badge, and column header is available in English and Turkish.
Quick Start
- Open RFQ Management under the Procurement & Vendor sidebar group.
- Click New RFQ. Enter a Title, Item Description, Quantity/Unit, and a Due Date for vendor responses.
- Click Save — the RFQ starts in Open status.
- Click the RFQ row to expand it, then click Add Response for each vendor quoting on the item — select the vendor, enter their unit price, delivery days, and quote validity date.
- Once you have enough responses, review them in the expanded response table and click Award on the winning vendor's row.
- The RFQ status updates to Awarded, and the awarded vendor is shown in the main table.
RFQ Status Workflow
| Status | Meaning |
|---|---|
| Open | Newly created, no vendor responses recorded yet. |
| Responses Received | At least one vendor response has been added. The status advances here automatically the moment the first response is saved. |
| Evaluated | Manually set once responses have been reviewed and compared. |
| Awarded | A vendor has been selected via the Award button. No further responses can be added once awarded. |
| Cancelled | The RFQ has been withdrawn — no award will be made. |
Responses Are Locked Once Awarded
Once an RFQ reaches Awarded or Cancelled status, the "Add Response" and "Award" controls are hidden in the expanded row — re-open the RFQ workflow by creating a new RFQ if you need to re-quote the same item.
Toolbar Controls
| Control | Function |
|---|---|
| Export CSV | Downloads the currently filtered RFQ list as a UTF-8 CSV file. Disabled when the list is empty. |
| New RFQ | Opens the new-RFQ form. |
| Search | Filters by RFQ number, title, item description, or requester in real time. |
| Filter pills (All / Open / Responses Received / Evaluated / Awarded / Cancelled) | Narrows the list to RFQs of the selected status, each with a live count. |
| Refresh | Re-fetches the RFQ list from the server. |
RFQ Table and Expanded Detail
Columns: RFQ Number, Title, Item Description, Quantity/Unit, Status, Responses (count badge), Due Date, Requested By, Awarded Vendor, and an expand chevron.
Clicking anywhere on a row expands it in place to show: full item description, quantity/unit, due date, requester, notes, and a response sub-table (vendor, unit price, delivery days, valid-until date, notes, and an Award button per row). Expanding a second row automatically collapses the previous one.
Multi-Select and Bulk Delete
A checkbox column sits to the left of the RFQ Number column, using the shared SelectCheckbox component — the same shape, color, and size settings used across every "My Workspace" list screen (Settings → Appearance → List Style). The header checkbox selects or clears every RFQ currently in view.
When one or more RFQs are selected, a bulk-action toolbar appears above the table with the selected count and two buttons: Cancel (clears the selection) and Delete (removes every selected RFQ after confirming). If the currently expanded RFQ is among the deleted rows, the expanded panel closes automatically.
AI Assistant
A collapsible AI Assistant panel lives on the right edge of the RFQ Management screen. Click the vertical "AI Assistant" tab (marked with a sparkle icon) to open it; click the same tab, the header close button, or the left-edge collapse tab inside the panel to close it again. The panel supports Fullscreen mode, chat History with New Chat, and saving a reply directly as a Report.
Ask it directly, or use one of the built-in suggested prompts:
- Flag RFQs past due date with few or no responses — surfaces requests that may be stalling the procurement cycle.
- Which RFQs have responses ready to evaluate or award? — highlights RFQs with multiple responses not yet moved to Evaluated or Awarded.
- Summarize vendor participation across RFQs — a read on which vendors are responding consistently vs. rarely.
- Help me draft a new RFQ — proposes a title, item description, quantity, and due date from a description of what's needed.
Opening the panel does not cover the RFQ table — the main content area shrinks to make room on the right, so the table stays visible at a narrower width while you chat. Closing the panel restores the table to full width.
The assistant answers using whichever AI provider is configured under Settings → Agentic, so it works whether your tenant is set up for the hosted API, a local CLI, or a fully client-side model.
Frequently Asked Questions
awardedVendorId field — awarding a different response's vendor simply overwrites the previous award. Only one response is ever shown as "Awarded" at a time.