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The Request for Quotation (RFQ) goes through a number of states as described below along with the rules governing the state.
- Open - this Status is set when the RFQ is first created.
- RFQ with Vendors - this status is set once a vendor or vendors have been added to the RFQ, and the "Despatch the RFQ" button has been clicked.
- Assessing Quotes - this status is set once a vendor has submitted a quote and this has been logged in the system.
- Submitted for Review - this status is set once the Buyer has submitted the Recommended Quote/s to the Supply Chain Manager (SCM) for review.
- Submitted for Approval - this status is set once the SCM has reviewed the RFQ and submitted it to the Department Head for Approval.
- Approved - this status is set once the
* Departmental Head has approved the RFQ and
* the number of Accepted Quotes is not equal (<>) to the number of Purchase Order Line items and
* the number of Accepted Quotes is greater than or equal (>=) to the number of lines on the Requisition.
- Incomplete - this status is set once the
* Departmental Head has approved the RFQ at least once and
* the number of Accepted Quotes is greater than (>) to the number of Purchase Order Line items
or
* the number of lines on the Requisition are greater than(>) the number of Accepted Quotes
- Completed - this status is set once the
* the number of Purchase Order Line items equals (=) the number of Accepted Quotes and
* the number of Accepted Quotes is greater than or equal (>=) to the number of lines on the Requisition and
* the Total Qty Requested on the Requisition is less then or equal to (<=) the Total Qty ordered on the PO,
or
* the RFQ has been Manually Completed by the SCM.
- RFQ Closed - this status is set once the
* the SCM has clicked on the "Mark as Complete" Button, which is displayed when the
* Status is Assessing Quotes and
* the number of Accepted Quotes is less than (<) the number of lines on the Requisition
- RFQ Cancelled - this status is set once
* the RFQ has been Manually Cancelled by the SCM.
