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Create a Quote

Respond to a Request for Quotation (RFQ).

  • quotations-rfqs-listView the list of requests for quotation (RFQs).
  • quotations-rfqs-showView the details of a request for quotation.
  • quotations-rfqs-rejectReject or unreject a request for quotation.
  • quotations-createCreate quotations in response to an RFQ, and send drafts.
  • quotations-showView the details of a quotation.
  • quotations-updateEdit a quotation, save changes to a draft, discard a draft, and cancel an item quote.
  • quotations-declineDecline an awarded quotation.

Follow along to create a quote in response to an RFQ.

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Overview​

You can create a quotation to respond to an RFQ that you have been invited to. To view your RFQs, select Request Responses in the navigation and set the Type filter to RFQ. RFQs you haven't answered yet have the Received status. See Find Requests.

Creating a Quotation​

  1. Select an RFQ with the Received status to view its details. The header contains key RFQ information, including the close date, any comments and the delivery address. The Line Items list contains each requested item. Select an item to see its details, including any comments, attachments or other information specific to that item.

  1. Under Currency and Shipping, choose how you will charge for shipping:

    • No shipping cost: no separate shipping cost. Shipping is included in your item prices or handled outside this quote.
    • Entire quote: one Shipping Price for the whole quote.
    • Per line item: a Shipping Price field is added to each item.

    You can also change the Currency used for all item and shipping prices here.

  2. Fill out the required fields for each item you want to quote for. You do not have to quote for all items. The Line Items list shows each item's progress: No quote provided, a count such as 5 of 8 fields, or Complete. For more details on the fields, see here.

  1. Add any additional item details by selecting Add comments, Add attributes, Add attachments or Add reference at the bottom of each item. For more details on the fields, see here.

  1. To quote more than one line for the same requested item, select Add item below it. Each line has its own fields. Select Remove Item to remove a line you no longer need.

  2. Once the items you are quoting for are complete, select Send Quote. Send Quote stays disabled until at least one item has a quote and every item you have started is complete. The status updates to Responded, and the buyer is notified.

  1. After you send the quote, the Convert to Product dialog opens. Select a quoted item to create a product from it, or select Not now. See Converting a quoted item to a product.

Deadlines

You can't send or edit a quote once the RFQ has passed its close date, has been closed by the buyer, or has been awarded or partially awarded.

Saving a Draft​

You don't have to finish a quote in one go.

  • Select Save draft to save your progress. A draft can be incomplete, and the buyer is not notified until you send it.
  • In the Request Responses list, the RFQ shows a Draft badge, and the Quoted column shows the draft total.
  • To continue, open the RFQ again. Your saved values are filled in. Select Send Quote when you are ready.
  • To start again, select Discard draft and confirm. This cannot be undone.

If the RFQ changes while you are drafting, Send Quote is disabled and hovering over it explains why. For example, the request may have closed, a new round may have started, or an item in your draft may already have been awarded. Discard the draft, or remove the item that is blocking it.

Messaging the Buyer​

Select the chat button in the page header to talk to the buyer about the RFQ. If there is no conversation yet, the Create Channel dialog opens with a suggested Channel Name. Select Confirm to create the channel and start the conversation.

Rounds​

A buyer can run an RFQ over more than one round. Use the round selector in the header (for example Round 2) to switch between rounds. The latest round is selected when you open the RFQ. Earlier rounds are read only.

Editing a Sent Quote​

  1. Open an RFQ with the Responded status.
  2. Select Edit Quote.
  3. Change the fields, add or remove lines, and select Save Quote.

Edit Quote isn't shown when every item you quoted for has been cancelled. You can't save changes once the RFQ has passed its close date, been closed, or been awarded or partially awarded. If the buyer uses sealed bids, you also can't change your quote once every invited supplier has responded.

When an item has more than one version of your quote, a badge such as 2 versions shows next to its title. Use the version selector on the item to view an earlier version.

Rejecting an RFQ​

Rejecting an RFQ lets the customer know that you will not quote for any items. To reject an RFQ, open the details page, select Reject Quote and confirm. The status updates to Rejected.

If you change your mind, open the RFQ and select Unreject Quote.

Cancelling an Item Quote​

To cancel a provided quote for a specific item, go to the details page, select Cancel for the relevant item and confirm. The status of that item updates to Cancelled. This cannot be undone.

Declining an Awarded Item Quote​

If a quote for a specific item has already been awarded but you can no longer fulfil it, select Decline for the relevant item and confirm. The status of that item updates to Declined.

Converting a Quoted Item to a Product​

You can add a quoted item to your catalogue as a product:

  1. Open an RFQ with the Responded or Awarded status and select Convert to Product. The same dialog also opens straight after you send a quote.
  2. Select the quoted item you want to convert.
  3. Complete the product details on the Details, Images, Codes and Properties tabs, and save.

Understanding Fields​

Quotation Item Fields​

FieldDescriptionRequired
TitleThe item name. Filled in from the request.No
ManufacturerThe item's manufacturer.No
MPNManufacturer Part Number.No
SKUA stock-keeping unit code.Yes
UNSPSCUnited Nations Standard Products and Services Code.Yes
Unit LabelThe unit of measure shown on the invoice.Yes
Unit PriceThe quoted price per unit of quantity.Yes
Shipping PriceThe shipping cost for this item. Shown only when shipping is set to Per line item.Yes
CurrencyThe currency of the unit price.Yes
Min. QuantityThe minimum quantity required for the quote to apply.Yes
Delivery DaysTime in days to deliver the item.Yes
Expires AtDate and time when the quote expires.Yes

Additional Quotation Item Fields​

FieldDescriptionRequired
AttributesAdditional item attributes, as name and value pairs.No
CommentsA message visible to the buyer.No
ReferenceA supplier-provided reference.No
AttachmentsUp to 10 files that can be attached.No

RFQ Fields (from buyer)​

FieldDescriptionRequired
TitleA descriptive title for the RFQ.Yes
Close by date & timeWhen the RFQ will automatically close.Yes
Delivered byWhen the items are needed.Yes
UrgencyRFQ priority: Normal, Rush, or Emergency.Yes
External IDOptional ID for internal tracking.No
Attributes (Metadata)Additional attributes the buyer includes.No

Item Fields (from buyer)​

FieldDescriptionRequired
NameThe name of the desired item.Yes
CategoryStore category for the item.Yes
QuantityThe quantity needed.Yes
Benchmark PriceDesired price per unit (optional).No
SuppliersSuppliers selected for the RFQ.Yes

Additional Item Fields (from buyer)​

FieldDescriptionRequired
Attributes (metadata)Additional item attributes.No
MPNManufacturer Part Number.No
ManufacturerManufacturer of the item.No
Internal Part #Internally used part number.No
CommentsA message for selected suppliers.No
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