Purchase: Orders: Request for Quotations

Purpose

This document will cover the Requests for Quotation (RFQ) workflow in the Sales application for Odoo 13 .

Process

To get started, navigate to the Purchase app.

 

Request for Quotation (RFQ)

An RFQ is a draft form of a purchase order that has not yet been confirmed and sent to the vendor(s). While in the draft stage, it is possible to change the vendor you would like to purchase from, add or delete products, adjust quantities, and change the destination warehouse.

You can view the list of RFQs by clicking Orders > Requests for Quotation. This is also the default view of the Purchase app upon opening.

Some RFQs are generated automatically by the scheduler, based on your reordering rules per product. Odoo will compare the product’s Quantity on Hand against the Minimum Quantity on Reordering Rules to create an RFQ based on the difference (if the product uses the Buy route). Automatically-generated RFQs from reordering rules will reflect the quantity you need to purchase to fulfill outbound transfers for this product that are waiting for availability and bring you back up to your Maximum Quantity.

Creating a Request for Quotation

To make a new RFQ manually, click the Create button.

You'll then be presented with options for your New RFQ:

  • Vendor: Enter the vendor you wish to purchase from.

  • Vendor Reference: Reference the sales number or bid sent by the vendor. This field is optional and is used to match purchase orders with the corresponding delivery.

  • Purchase Agreement: If this RFQ is part of a Purchase Agreement, select that agreement here.

  • Order Date: Enter the date the order should be converted into a Purchase Order.

 

Products Tab

  • Product: Click Add a Product to add all the products you wish to receive a quotation for. If the product you select has variants, you'll see a modal window pop up, prompting you to add quantities per configuration.

  • Description: This field will auto-populate based on the product you've selected.

  • Quantity: Enter the quantity you'd like a quotation for.

  • UoM (Unit of Measure): This field will auto-populate based on the product you've selected.

  • Unit Price: Enter the price you'd like to pay for this product. You can also leave this blank if you're unsure. The field is blank by default unless you've purchased this product from this vendor in the past.

  • Subtotal: This field will auto-calculate.

 

Good to Know!

Different Vendor than Usual? Check the Price!

You can purchase products from any vendor, even if the vendor has not been set up on the product. However, if they have not been set up as a vendor for the product, the Unit Price will be $0.00 and will need to be entered manually.

Other Information Tab

  • Receipt Date: Enter the date you plan to receive the item(s) on the RFQ.

  • Incoterm: Select these terms only for international transactions.

  • Purchase Representative: Select the contact responsible for this purchase.

  • Payment Terms: Enter the payment terms for this RFQ.

  • Fiscal Position: Enter the Fiscal Position for this RFQ.

Once the products are added, you can adjust the quantities and prices as needed. If your information is complete, click Save. Then, when you're ready to send this to the vendor, click SEND BY EMAIL. This moves your RFQ to the next stage of RFQ Sent.

After you've received the quote from the vendor, you can choose to accept and CONFIRM ORDER, or decline it and click Cancel. Confirming the RFQ turns it into a Purchase Order. 


Once confirmed, you will see a Receipts smart button appear in the top right corner of the record. When you receive the products in this order, click  Receipts, or the Receive Products button, to validate that the products have been recieved by your company. See the Receiving Products documentation to complete this workflow.