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Request For Quotation (RFQ)

In Ultro ERP, the Request for Quotation (RFQ) feature streamlines vendor price discovery by letting procurement teams invite multiple suppliers to quote for required items in a structured and auditable workflow.

Navigation: Purchase → Request for Quotation → Add New

Key capabilities (Ultro ERP)​

  1. Multi‑vendor RFQ creation

    Create a single RFQ and invite multiple suppliers at once. Ultro captures each invited supplier as a separate draft Supplier Quotation so you can evaluate offers side‑by‑side.

  2. Consolidation from multiple Purchase Requisitions

    Add lines to an RFQ from one or more approved Purchase Requisitions to consolidate demand across departments or projects into a single sourcing event.

  3. Automated supplier communication

    • Email notifications are sent automatically when an RFQ is issued or updated.
    • WhatsApp notifications can also be enabled to increase supplier responsiveness (when configured in your instance).

    These multi‑channel notifications reduce manual follow‑ups and improve supplier response times.

  4. Auto‑creation of Supplier Quotations (Draft)

    For every invited supplier, Ultro creates a Supplier Quotation in Draft status. When the supplier's response arrives, procurement simply updates price, delivery and commercial terms instead of re‑entering all line items.

  5. Flexible supplier invitation

    Invite additional suppliers at any stage of the RFQ without cancelling the existing RFQ — this allows late additions without disrupting the sourcing workflow.

  6. Submission deadline management

    Configure a submission deadline for quotations. The deadline can be extended if required to accommodate supplier delays or changes in scope.

Typical workflow in Ultro​

  1. Create RFQ and select items (manually or by loading PR lines).
  2. Select/invite suppliers and configure the submission deadline.
  3. Issue the RFQ — Ultro sends notifications and creates draft Supplier Quotations.
  4. Receive supplier quotations (update drafts with rates, lead times and terms).
  5. Use Quotation Comparison to evaluate and select the best supplier.
  6. Create Purchase Order(s) from the selected quotation(s).

Configuration & tips​

  • Ensure supplier contact details (email & mobile/WhatsApp) are up to date to benefit from automated notifications.
  • Use consolidated RFQs for similar requirements across cost centres to simplify supplier negotiations and improve pricing leverage.
  • Document evaluation rationale in the quotation comparison for auditability and governance.

Business benefits​

  • Faster, more transparent supplier comparison and selection.
  • Reduced manual effort and data entry when managing supplier responses.
  • Improved supplier responsiveness through multi‑channel notifications.
  • Better control over procurement timelines and audit trails.