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Requests for quotation

A request for quotation is used to ask several suppliers about the same list of items. The items are written once, each invited supplier's price is entered in the document and the quotations are compared side by side in the same document. From the decided items, a single draft order is created per winning supplier. A request for quotation makes no commitment to the supplier; it creates no stock or financial movement and has no approval step.

Screen
Module
Procurement
Menu path
Satın Alma › Kaynak Bulma › Teklif İstekleri (Procurement › Sourcing › Requests for Quotation)
Screen route
/erp/procurement/rfqs
Required permission
erp-procurement-rfqs.view (görme) · .create (oluşturma) · .edit (gönderme, davetli ekleme, teklif girişi, karar) · .delete (iptal)

Request for quotation list​

ColumnDescription
Teklif No (RFQ No)TKL-yyyy-nnnnnn; click to open the details.
Konu (Subject)The subject of the document.
İstek Tarihi · Son Teklif (Request Date · Quotation Deadline)The request date and the quotation deadline (for information).
Durum (Status)See the status table below.
Yanıt (Responses)Number of suppliers who quoted / number invited.
Karara Bağlanan (Decided)Number of decided items.
Sorumlu · Para Birimi (Responsible · Currency)

Filters: Ara (Search), Durum (Status). The Yeni Teklif İsteği (New Request for Quotation) button opens the form.

Request for quotation form​

New RFQ from a requisition — invitees and lines
  1. 1Select Suppliers — invitees
  2. 2Quote deadline — informational
  3. 3Subject (required)
  4. 4Currency — all quotes in this currency
  5. 5Line from the requisition; quantity = remainder
  6. 6Save and Send
FieldRule
Davet Edilecek Tedarikçiler (Suppliers to Invite)Tedarikçi Seç (Select Supplier) lets you select several suppliers from the list (Davet et (Invite)). At least one supplier is needed to send; a draft can be saved with an empty invitee list. An inactive card or one without the supplier role cannot be invited.
İstek Tarihi (Request Date)Mandatory; today is proposed.
Son Teklif Tarihi (Quotation Deadline)Optional, for information; cannot be before the request date. A quotation that arrives after the date has passed can still be entered.
Konu (Subject)Mandatory, at most 256 characters. When opened from a requisition, "TLP-… talebi" (requisition TLP-…) is proposed.
Para Birimi (Currency)Mandatory; all quotations are collected in this currency, there is no exchange rate conversion.
Kalemler (Items)At least one item. Kalem ekle (Add item): select a requisition from its list and click Ekle (Add) to bring in the requisition's open lines ("talepten" (from requisition) label; the quantity is the requisition's remainder and can be corrected), or select an item with Listeden Seç (Select from List). The quantity must be greater than zero.
Not (Note)Optional, at most 1024 characters.

The Teklif İsteği Oluştur (Create Request for Quotation) button in the requisition details opens the form with the requisition's remaining lines. Lines can be taken only from requisitions in Talep Edildi (Requested) and Kısmen Siparişte (Partially Ordered).

Taslak Kaydet (Save Draft) leaves the document as a draft; Kaydet ve Gönder (Save and Send) saves it and marks it as sent to the suppliers.

Request for quotation details​

Quote comparison and award
  1. 1Enter Quote — per supplier
  2. 2Best net price highlighted
  3. 3Winner — supplier per line
  4. 4Selection reason required
  5. 5Selects the best quotes
  6. 6Award — draft order is created

The details consist of three sections:

  • Davetliler (Invitees): On each supplier's card, the response status (Yanıt Bekleniyor (Awaiting Response), Teklif Verdi (Quoted), Teklif Vermedi (Declined)), quotation total, validity and payment terms, along with the Teklif Gir (Enter Quotation), Excel'den Yükle (Upload from Excel), Vermedi (Declined) and supplier-specific Çıktı (Output) buttons.
  • Belge Bilgileri (Document Information): Konu (Subject), Para Birimi (Currency), İstek Tarihi (Request Date), Son Teklif (Quotation Deadline), Gönderim (Sent), Sorumlu (Responsible).
  • Karşılaştırma (Comparison): One row per item; each supplier's net unit price (with the list price and discount below it), line amount and lead time. For an item with several quotations, the best quotation is colored and marked with ↓; the choice is not imposed. Son Alış (Last Purchase) is the item's most recent goods receipt price from any supplier. In the Karar (Decision) column, the winning supplier and the gerekçe (zorunlu) (reason (mandatory)) are entered.

Quotation entry​

Quote entry dialog
  1. 1Unit price (list price)
  2. 2Discount %
  3. 3Lead time (days)
  4. 4Quote valid until
  5. 5Payment terms — carried to the order
  6. 6Save Quote

In the Teklif Gir (Enter Quotation) window, Birim Fiyat (Unit Price), İsk. % (Disc. %) and Termin (gün) (Lead Time (days)) are entered per item; an item left empty is considered not quoted. Ticari Şartlar (Commercial Terms): validity date, payment terms, supplier note. To open a cell, double-click it or select the cell and start typing. Rules: price and lead time cannot be negative; more than one price cannot be given for the same item. Excel'den Yükle (Upload from Excel) reads the completed version of the quotation form sent to the supplier. Quotations can be entered only in a sent document.

Vermedi (Declined) records that the supplier will not quote (with an optional note); it is a decision distinct from no response. The quotation of a supplier that has a decided item cannot be withdrawn.

Making the decision​

  1. On the item row, select the supplier from the Kazanan seçin (Select winner) list, or select those with the lowest net price with En Uygun Teklifleri Seç (Select Best Quotations).
  2. Enter a Gerekçe (zorunlu) (Reason (mandatory)) for each selected item.
  3. Click Karara Bağla (n) (Decide (n)). No confirmation window opens; the decisions are saved.

When the decision is made:

  • One draft purchase order (SA-…) is created per winning supplier: price = list price + quotation discount, expected delivery = the longest lead time of the winning quotations, note "TKL-… teklif isteğinden oluşturuldu." (Created from request for quotation TKL-….), payment terms from the quotation if specified there, payment term and Incoterms from the supplier card. The order's responsible person is the person who made the decision.
  • The discounted unit price and lead time of the winning quotation are written to Tedarikçi Fiyatları (Supplier Prices) as the agreed price (evidence is added to the price history).
  • In the document, the winner, the reason and the number of the resulting order are shown under the item.
Awarded RFQ and the resulting order
  1. 1Status: Awarded
  2. 2Winner and reason
  3. 3Order created by the award

Statuses​

StatusMeaning
Taslak (Draft)The item and invitee lists can be changed freely.
Teklif Bekleniyor (Awaiting Quotations)Sent to the suppliers. The item list can no longer change; quotation entry and adding invitees are allowed.
Kısmen Karara Bağlandı (Partially Decided)Some of the items have been decided; the rest are open.
Karara Bağlandı (Decided)All items have been decided.
İptal (Cancelled)Abandoned. Orders created from decided items are not affected.

Actions​

StatusAction
Taslak (Draft)Düzenle (Edit) · Tedarikçilere Gönder (Send to Suppliers)
Teklif Bekleniyor, Kısmen Karara Bağlandı (Awaiting Quotations, Partially Decided)Davetli Ekle (Add Invitee) · Teklif Gir (Enter Quotation) · Excel'den Yükle (Upload from Excel) · Vermedi (Declined) · Karara Bağla (Decide)
Other than Karara Bağlandı (Decided) and İptal (Cancelled)İptal Et (Cancel) — İptal gerekçesi (Cancellation reason) mandatory (delete permission)
Any statusÇıktı (Output; quotation form)

Rejection messages​

MessageReason
Teklif isteği en az bir tedarikçiye gönderilmelidir. (The request for quotation must be sent to at least one supplier.)Sending without invitees.
Teklif isteği en az bir kalem içermelidir. (The request for quotation must contain at least one item.)Saving/sending without items.
Yalnız Taslak durumundaki teklif isteği düzenlenebilir. (Only a request for quotation in Draft status can be edited.)Editing a sent document.
Teklif girişi yalnız gönderilmiş teklif isteğinde yapılabilir. (Quotations can be entered only in a sent request for quotation.)Quotation entry in a draft.
'T-0002' 10. kaleme fiyat vermedi — karara bağlanamaz. ('T-0002' did not quote item 10 — it cannot be decided.)A supplier without a price was selected.
10. satır için seçim gerekçesi zorunludur. (A selection reason is mandatory for line 10.)The reason is empty.
Karara bağlanacak en az bir kalem seçilmelidir. (At least one item to decide must be selected.)Decision without a selection.
Tamamı karara bağlanmış teklif isteği iptal edilemez. (A fully decided request for quotation cannot be cancelled.)
Bu tedarikçi zaten davet edilmiş. (This supplier has already been invited.)
Yalnız gönderilmiş ve kısmen sipariş edilmiş talepler için teklif istenebilir. (Quotations can be requested only for submitted and partially ordered requisitions.)A line from a draft / closed requisition.