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RFQ - Details

📄 RFQ – Details Report​

The RFQ (Request for Quotation) – Details Report provides a comprehensive view of all RFQs issued to vendors, including each product/service requested, specifications, pricing received, and vendor responses. This report helps procurement teams track, compare, and analyze quotations in detail to make informed supplier selection decisions.

It serves as a key document for vendor negotiations, purchase decision-making, and audit trails.

🎯 Purpose of the Report​

  • Track all items and services requested in RFQs with detailed specifications.

  • Compare vendor quotations for price, delivery, and terms.

  • Monitor the status of RFQs (Pending, Received, Under Review, Approved).

  • Maintain a historical record of vendor responses for future reference.

📌 Key Data Fields​

FieldDescription
RFQ NumberUnique identifier for the RFQ.
RFQ DateDate RFQ was issued.
Vendor NameName of the vendor invited to quote.
Vendor Reference No.Vendor’s internal reference.
Item Code / NameProduct or service requested.
DescriptionDetailed item specifications.
Quantity RequestedQuantity of the item in the RFQ.
UOM (Unit of Measure)Unit of measurement (e.g., pcs, kg).
Unit Price QuotedPrice quoted per unit by the vendor.
Total AmountTotal quotation value per line item.
CurrencyQuotation currency.
Delivery Date QuotedProposed delivery timeline.
StatusPending, Quoted, Shortlisted, or Rejected.
RemarksNotes from procurement team or vendor.

🔍 Filter & Search Options​

  • RFQ date range.

  • Vendor name.

  • RFQ status.

  • Item code or name.

  • Purchase category.

  • Quotation amount range.

📊 Insights Provided​

  • Vendor price comparison for identical items.

  • Average lead times quoted per vendor.

  • Best price offers per product category.

  • RFQs with pending or missing responses.

  • Trends in supplier pricing over time.

📤 Export & Integration​

  • Exportable to Excel, CSV, or PDF.

  • Linked with Purchase Orders for quick conversion of accepted quotations.

  • Integrated with Vendor Management for performance tracking.

  • Supports multi-currency comparisons.

✅ Benefits​

  • Enables transparent and data-driven supplier selection.

  • Speeds up procurement decisions by having all details in one place.

  • Improves negotiation power with historical quote references.

  • Helps maintain procurement compliance with documented comparisons.

📈 Example Layout​

RFQ No.RFQ DateVendor NameItem CodeDescriptionQtyUOMUnit PriceTotal AmountDelivery DateStatusRemarks
RFQ-100101-08-2025ABC TradersITM-001Laptop 14"10pcs550.005,500.0015-08-2025QuotedBest delivery
RFQ-100101-08-2025XYZ SuppliesITM-001Laptop 14"10pcs530.005,300.0020-08-2025QuotedLower price