Request for Quotes (RFQ)
RFQs help buyers request competitive supplier pricing before a purchasing commitment. Workflow Creating and Opening an RFQ Go to RFQs -> Create. Select an approved requisition, or...
RFQs help buyers request competitive supplier pricing before a purchasing commitment.
Workflow
Draft -> Open -> Closed -> Award Approval Pending -> Awarded
-> Cancelled
Creating and Opening an RFQ
- Go to RFQs -> Create.
- Select an approved requisition, or create a standalone RFQ if settings allow it.
- Invite one or more suppliers.
- Open the RFQ so suppliers can respond.
Capturing Quotes
Quotes can be captured in two ways:
- Supplier Portal - suppliers use their secure token link.
- Internal Recording - the buyer records email, phone, or in-person quotes.
Each quote includes quote number, currency, validity date, lead time, payment terms, line quantities, and prices.
Reading Offer Variance
When an RFQ comes from an approved requisition, SikaBooks compares each completely mapped quote with the approved estimate.
| Label | Default rule | Operator response |
|---|---|---|
| Competitive | At or below 5% above the estimate | Review price together with quality, delivery, validity, and payment terms |
| Review | Above 5% through 15% | Record a rationale before selecting the offer |
| High | More than 15% above the estimate | Investigate the difference and record a rationale |
| Unusually low | At least 20% below the estimate | Confirm scope, quality, quantities, and supplier capacity before selection |
| Not comparable | Missing/mismatched lines, changed quantities, zero estimate, or different currency | Correct the quote mapping or document why it is still selected |
The percentage is signed: (quoted amount - approved estimate) / approved estimate x 100. A negative value is below estimate. The comparison appears at total and line level. Colour is reinforced by an icon and text label and is always advisory.
Selecting a Review, High, Unusually low, not-comparable, or non-lowest offer requires an award rationale. SikaBooks never automatically shortlists, rejects, or awards a quote.
Awarding an RFQ
- Close the RFQ after receiving quotes.
- Compare submitted quotes.
- Select the preferred offer and record the award rationale when required.
- If a matching approval policy applies, the RFQ remains closed and shows Award approval pending. No PO exists yet.
- The authorized RFQ award approver approves or rejects the immutable selection snapshot.
- Approval creates exactly one draft PO linked back to the RFQ and requisition. Rejection leaves the closed RFQ available for a revised selection.
If Procurement approvals are disabled or no policy applies, the existing direct-award flow creates the draft PO immediately.