Receive RFQ
Why: Before a quote can be built, the person responsible needs to record the request for quote (RFQ) the customer has sent, so that everything that follows (creating the Quote, adding Parts, computing Pricing…) stays aligned with the original request.
The current system has no separate “Receive RFQ” screen. The RFQ is recorded directly as part of the Quote’s information, on the Create Quote screen (see the Create Quote chapter). The content below describes exactly what exists in the system today, not a standalone RFQ module.
Where RFQ Data Lives in the System
| RFQ information | Where it’s entered/displayed |
|---|---|
| RFQ Number | An input field in the General block of the Create/Edit Quote screen |
| RFQ Received (date the RFQ was received) | A milestone in the Workflow block, selectable via a date picker |
| RFQ files (drawings, technical files sent by the customer) | The RFQ area within Quote Files (kept separate from Vendor Quotes and Supporting Files) |
| Related customer | The Contact field in the People block |
RFQ Tracking Views on the Quotes List
The left sidebar of the Quotes screen has an Unopened RFQs item — this is a list of Quotes that already have an RFQ Number but have no Line Item processed yet (the Quote’s “Outstanding Work” block is still empty). When a new Quote is created with an RFQ Number but no Part added yet, that Quote appears in this view, helping the person responsible see which RFQs are still waiting to be started.
During testing, a newly created Quote (RFQ Number filled in, no Line Item yet) appeared immediately in Unopened RFQs, with the count increasing by 1. After a Line Item is added and completed, this view needs to be re-verified — the exact behavior of when an RFQ is considered “opened” has not been fully verified.
Information to Check Before Creating a Quote
Confirm customer information
Determine the exact Contact (the customer-side contact) who sent the RFQ. If the customer/contact doesn’t yet exist in the system, a new one can be created right from the Contact selector (the Add New Contact option).
Confirm the RFQ number
Record the exact RFQ Number provided by the customer (e.g. the RFQ code on the customer’s email or purchasing system). This field is used to look up the Quote later (the search box on the Quotes list supports searching by RFQ Number).
Gather technical files
Have the 2D drawings, 3D models (STEP/STP…), or other technical documents the customer sent with the RFQ ready — these files will be uploaded into the RFQ section of Quote Files after the Quote is saved.
Identify the Parts and quantities to be quoted
From the RFQ content, determine which Part(s) need to be quoted and the quantity the customer is requesting at each tier. This information will be used in the Add Parts and Configure Quantities steps.
Identify manufacturing requirements
Record any special requirements for material, tolerance, surface finish, and desired delivery time — this information directly affects Pricing and Lead Time in later steps.
When an RFQ Doesn’t Have Enough Information to Create a Quote
- The specific Contact/customer hasn’t been identified.
- There is no Part Number or technical file (drawing/3D model) to reference.
- The quantity to be quoted at (which) tier(s) is unclear.
- The Facility (plant/site) that will fulfill the quote hasn’t been determined — this is a required field when creating a Quote (see the Create Quote chapter).
If any of the above information is missing, it’s best to follow up with the customer to fill in the gaps before creating the Quote, to avoid having to make repeated edits after the quote has already been started.