Request for Quotes Operations

In this help document, you’ll learn the various actions you can perform to manage request for quotes in your organization. The actions you can perform on request for quotes can be classified into:

Management Actions

The management actions let you manage the lifecycle of request for quotes after they are created, helping you maintain accurate and up-to-date records.

Edit a Request for Quote

Note:

Only users in the Event Owner and Event Manager roles for request for quote can edit request for quotes.
Only request for quotes in the Draft, Recalled, and Rejected status can be edited.

To edit a request for quote:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon and select Draft, Recalled, or Rejected.
Click View Details next to the request for quote you want to edit.
Click the Edit icon in the top right corner of the page.
Make the necessary changes and click Save.

Convert a Request for Quote to a Purchase Order

Once the items in a request for quote have been awarded to vendors, you can convert request for quote into a purchase order to proceed further with procuring the items.

To convert a request for quote to a purchase order:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon at the top and select Awarded.
Select the awarded request for quote for which you want to create a purchase order.
Click Create Purchase Order in the top right corner.
Select the Vendor to whom you awarded the items. The items awarded to the vendor will be listed.
Select the items you want to include in the purchase order and click Continue. You’ll be redirected to the New Purchase Order page.
Fill in the required details and click Save.

Cancel a Request for Quote

Note:

Only request for quotes in the Published status can be canceled.
Once you cancel a request for quote, the action cannot be undone.

To cancel a request for quote:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon and select Published.
Click View Details next to the request for quote you want to cancel.
Click the More icon in the top right corner and select Cancel.
Specify the reason for canceling the request for quote and click Cancel again in the pop-up that appears.

Close a Request for Quote

Note:

Only request for quotes in the Awarded status can be closed.
Once you close a request for quote, the action cannot be undone.

To close a request for quote:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon and select Awarded.
Click View Details next to the request for quote you want to close.
Click the More icon in the top right corner and select Close.
Click Close again in the pop-up that appears.

Delete a Request for Quote

Note:

Only request for quotes in the Draft status can be deleted.
Once you delete a request for quote, the action cannot be undone.

To delete a request for quote:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon and select Awarded.
Click View Details next to the request for quote you want to delete.
Click the More icon in the top right corner and select Delete.
Click Delete again in the pop-up that appears.

List View Actions

The list view actions let you organize and customize how request for quotes are displayed, making it easier to find and review the information you need.

Sort Request for Quotes

You can sort request for quotes based on different fields. Here’s how:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon in the top right corner.
Click the field based on which you want to sort.

Refresh List

Sometimes, other users of your organization may create new request for quotes or modify existing ones. As a result, you may not have the latest list of request for quotes. You can refresh the request for vendors to get the most up-to-date list. Here’s how:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click the More icon in the top right corner and select Refresh List.

The share actions let you use rfq information outside Zoho ERP or share it with vendors when required.

Download a Request for Quote as a PDF

To download a request for quote as a PDF:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click View Details next to the request for quote you want to download as a PDF.
Click the More icon in the top right corner and select PDF.

Print a Request for Quote

To print a request for quote:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click View Details next to the request for quote you want to download as a PDF.
Click the More icon in the top right corner and select PDF.
Click the Print icon in the pop-up that appears.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

View Activity Logs

You can view the history of all the actions performed on a request for quote in the Activity Logs section.

To view the activity logs:

Go to Purchases on the left sidebar.
Hover over Procurement in the Modules bar and select Request for Quotes from the dropdown.
Click View Details next to the request for quote for which you want to view the activity logs.
In the Details tab, scroll down to the Activity Logs section.