Requests for Quotation
A Request for Quotation (RFQ) is the first supplier document in the purchase flow. Use it when you need to request prices, quantities, or order details from a vendor before confirming a purchase order.
Use the following steps to create a request for quotation:
Step 1 — Navigation
From the left sidebar, click on Purchase to open the Purchase module. Then, from the top navigation menu, go to Orders ‣ Requests for Quotation.
Once you navigate to Requests for Quotation, you will see the master list of all existing RFQs. The list displays the following columns:
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RFQ Number – The unique document number automatically assigned to each request (e.g., P00008, P00009).
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Order Date – The date and time the RFQ was created.
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Vendor – The name of the supplier associated with the request.
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Reference – An optional reference identifier for internal tracking.
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Purchase Representative – The MAQSU user responsible for managing this request.
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Total – The total value of the RFQ.
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Status – The current status of the document, such as RFQ or Purchase Order.
You can use the Filters, Group By, and Search bar at the top right to quickly find specific records. You can also switch between List, Kanban, and Calendar views using the view icons.
Step 2 — Create
To start a new purchase request, click the Create button at the top-left of the Requests for Quotation list page. This will open a blank Request for Quotation form ready for you to fill in.
Step 3 — Complete the Fields
Once the form is open in New status, complete the following fields:
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Vendor (Required) – Search and select the supplier by name, TIN, email, or reference. This field identifies who you are sending the quotation request to. Start typing and select the correct vendor from the dropdown list.
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Reference (Optional) – Enter an internal reference number or note to help identify this request. This is useful for linking the RFQ to an internal purchase requisition or project.
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Doc. No. (Auto) – This field is automatically generated by the system. You can fill this in manually if you have your own document number.
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Order Date (Auto) – This is automatically set to the current date and time. You can adjust it if needed.
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Currency (Auto) – The currency used for this purchase request.
Under the Order Lines tab, add the products or services you wish to request:
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Click Add a product to add a new line item.
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Fill in the Product, Description, Quantity, UOM, Unit Price, Discount, and Taxes for each line.
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The Subtotal will be calculated automatically.
You can also click Add a section to group your order lines, or Add a note to include internal remarks on a specific line.
Step 4 — Save
After filling in all the required fields, click the Save button at the top-left to save your new Purchase Request for Quotation. Once saved, the system will assign a Doc. No. automatically and the RFQ will appear in the master list with the status RFQ.
After saving, you can send the RFQ to your supplier by clicking Send by Email, or confirm it directly into a Purchase Order by clicking Confirm Order.