Received RFQs

Received RFQs

Received RFQ 

On this page, all the pending completed and Rejected RFQ requests will be listed here. As is shown in the picture below.  The unsubmitted RFQ from the Vendor side will be under “Pending RFQ” once the supplier fills it and submit it, it will move to “Completed RFQ”.  


The RFQ marked with Purple means it is pending, Green means it is completed and Red means it has been rejected.
 


It is possible to filter the page with a certain date for any received RFQ, for easy access to the desired request.  To do that, click on the list below Date, and select the date. 


 

Then the supplier will be able to click on the desired RFQ order.  There is another way to access the new or pending RFQ order is by going to the  Action Board page. 


In the example above, all the items that need the supplier’s action will be listed here including all the new and pending Orders, RFQ and Delivery Notes. 

By clicking in Actions, View then a detailed page of the order will appear. 



As it is shown in the picture above, the No. of RFQ order, when the RFQ will expire, the name of the customer, and the delivery location are shown at the top of the page.

There are a few things the vendor needs to determine and select on this page.  

  1. ETA (Estimated Time of Arrival): the vendor should determine the estimated delivery date of the products. 


  1. Availability: by default all the products are available unless they got out of stock after the customer ordered them, then the supplier needs to click on unavailable. 



In this example the customer has ordered only 1 item, the supplier will not be able to submit an offer for an unavailable product.  An Error message will display saying “Ensure at least one item is available for quote”.  




Moreover, if there is more than one item in the RFQ, and there is only one item available the supplier will be able to submit the offer.  


  1. The TAXes: (15%) need to be selected as well, so they will be applied to the products’ price.  To apply the vat click on Taxes and select Vat (15 %) by clicking on the box. 


  1. The Payment: there are two options of payment

  • Before Delivery: the customer needs to pay first before shipping the order. 

  • After Delivery: the customer will pay after the delivery.

  1. Payment Term: if the selected payment is Before Delivery, the supplier will not be able to determine any days since it will be 0 days by default. Moreover, if the supplier chooses After delivery then they need to determine the number of days the customer has to pay within them. 



The example above is showing the Before Delivery option was selected.  


An example of the After Delivery payment term option.  


  1. Shipping Term: select the shipping term from the shipping list.


  1. Shipping Fee: Need to be determined in all the shipping terms except ُEXW.  



FCA shipping term was selected in the example above.  

  1. Shipping Fee Taxes:  Need to be determined in all the shipping terms except ُEXW. 



To apply the Shipping Fee Taxes on the offer, click on the box beside Vat (15 %). 

  1. Pickup Location: this section will appear only for the EXW shipping term, the supplier needs to write the pickup location for the customer. 


  1. Add Remarks: it is optional for the supplier to add remarks for the customer. 

  2. Add Attachments: it is optional for the supplier to add attachments for the customer.  


  1.  + Add Additional Charge: if the supplier wishes to add additional charges to the order, all they need to do is click on + and then fill in the Additional Charge Label and the value.  


Accepting RFQ

To submit the order, click on Submit Offer button.  Then A confirmation message will appear, click on Confirm. 


Now the RFQ order has been moved to RFQ Completed, and a message will be sent to the customer’s email.  After the buyer accepts the RFQ offer, an order will be placed on the Received Orders page.


Rejections/Cancellation

When the supplier wishes to reject the offer for any reason, all they need to do is to click on the Reject RFQ button.  But they must write the reason for rejection in Add Remarks section.  If they leave this section empty, an error message will appear saying “Ensure that you have entered comments before x rejection”. 


After writing the reason for rejection a confirmation message will appear asking “Are you sure you want to reject this RFQ?” to process the rejection click on Proceed button. 

Now the RFQ is marked with Red and moved to RFQ Completed which means it has been rejected.
  

Here is another example of a rejection/cancellation RFQ offer, and this RFQ was canceled by the customer before the supplier send the offer.  The customer wrote the reason for the cancellation in the Remarks section. 


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