Request for Quotes (RFQ) Module – Training Guide

Created by David Joyce

Overview

The Request for Quotes (RFQ) Module allows you to obtain pricing from multiple suppliers before committing to a purchase order.

Instead of creating numerous purchase orders and later deleting unwanted ones, RFQs allow you to request pricing from multiple suppliers, compare responses, and then convert the chosen quote into a purchase order.

This process improves purchasing efficiency, supplier analysis, and warehouse planning.

Benefits of Using Request for Quotes

The RFQ module allows you to:

• Request pricing from multiple suppliers for the same products
• Compare supplier costs before ordering
• Avoid creating unnecessary purchase orders
• Maintain accurate supplier performance reporting
• Prevent warehouse teams from seeing stock that is not yet ordered
• Link purchasing activity to projects
• Support multi-currency purchasing

Accessing the RFQ Module

1. Navigate to Purchasing.
2. Select Request for Quotes.

You will see a list of all existing RFQs.

From this screen you can:

• View RFQs
• Edit RFQs
• Clone RFQs
• Convert RFQs to Purchase Orders

Creating a New RFQ

1. Navigate to Purchasing → Request for Quotes.
2. Click Add New RFQ.
3. Select the supplier.
4. Add the products you wish to purchase.
5. Enter the required quantities.

Example

Additional RFQ Information

Depending on your system configuration, you may also be able to:

Link to a Project

If the Projects module is enabled:

1. Select the project.
2. Link the RFQ directly to that project.

This allows purchased stock to be tracked against specific project requirements.

Specify Delivery Location

You can select where the goods should be delivered.

Track the Request Creator

The RFQ records who created the request for auditing and reporting purposes.

Multi-Currency Support

RFQs support multiple currencies.

For example:

• EUR
• GBP
• USD

Exchange rates entered on the RFQ will flow through to:

• Purchase Orders
• Goods Receipts
• Supplier Invoices

Saving the RFQ

Once all details have been entered:

1. Click Save.

The RFQ is now available for:

• Printing
• Emailing
• Cloning
• Conversion to a Purchase Order

Cloning RFQs for Multiple Suppliers

A common use case is requesting quotes from several suppliers.

Instead of recreating the RFQ each time:

1. Open the RFQ.
2. Select Clone.
3. Choose a different supplier.
4. Save the cloned RFQ.

Example

You may create an RFQ for:

• Town Electric
• Global Tech
• ABC Supplies
• XYZ Industrial

All requesting pricing for the same products.

This dramatically reduces data entry time.

Sending RFQs to Suppliers

Once created, RFQs can be:

• Printed
• Emailed directly
• Exported for manual distribution

Each supplier receives their own quote request.

Converting an RFQ to a Purchase Order

Once supplier responses have been received:

1. Open the chosen RFQ.
2. Review the pricing.
3. Click Convert to Purchase Order.

The system automatically transfers:

• Supplier information
• Products
• Quantities
• Project links
• Currency information

The RFQ is then linked to the resulting Purchase Order.

RFQ Lifecycle Tracking

Turbo maintains a complete audit trail:

RFQ → Purchase Order → Goods Receipt → Supplier Invoice

This provides full visibility from quote request through to stock receipt and invoicing.

Why Use RFQs Instead of Multiple Purchase Orders?

Creating multiple purchase orders while waiting for supplier pricing creates several problems:

Warehouse Planning Issues

Purchase Orders appear in:

• Delivery schedules
• Warehouse planning screens
• Stock arrival forecasts

Creating multiple purchase orders can make warehouse teams believe stock is arriving when it is not.

Supplier Performance Reporting

If unused purchase orders are later cancelled, they can negatively affect:

• On-Time Delivery statistics
• Supplier performance reporting
• Purchasing KPIs

Cleaner Purchasing Process

RFQs keep purchasing enquiries separate from actual commitments.

Only approved supplier quotes become Purchase Orders.

Best Practices

• Use RFQs whenever comparing multiple suppliers.
• Clone RFQs rather than creating duplicates manually.
• Link RFQs to projects when applicable.
• Convert only the selected supplier RFQ into a Purchase Order.
• Avoid creating multiple purchase orders while evaluating suppliers.

Summary

The Request for Quotes module allows you to gather supplier pricing before committing to a purchase order.

By using RFQs you can:

• Compare supplier pricing
• Improve purchasing decisions
• Maintain accurate warehouse planning
• Preserve supplier KPI reporting
• Track the entire purchasing lifecycle

Once a supplier is selected, the RFQ can be converted directly into a Purchase Order with full traceability throughout the procurement process.