How to manage an RFQ

Overview

This article explains how buyer can manage RFQ (Request for Quotation) responses from suppliers by viewing, marking and deleting the responses. Understanding RFQ responses helps you compare supplier offers accurately before making sourcing decisions.

Purpose

Understanding RFQ responses allows you to:

• Review quotations from multiple suppliers

• Compare pricing, lead time, and terms

• Organize supplier responses by marking the record as Interested or Ignored

• Communicate with suppliers before placing orders

What Is an RFQ Response?

An RFQ response is a quotation submitted by a supplier in reply to your RFQ.

Each response contains commercial and product information based on the requirements you submitted in the RFQ.

What Information Is Included in an RFQ Response?

An RFQ response typically includes:

• Supplier information

• Quoted unit price

• Available quantity

• Lead time

• Trade terms

• Shipping method (if provided)

• Payment terms

The RFQ details you submitted are displayed alongside supplier quotation information for reference.

How to Manage RFQ Responses

1

Open the RFQ Module

1. Log in to your Buyer account

2. Go to Buyer Center → RFQ

3. Select an RFQ with supplier responses

2

View Supplier Quotations

1. All quotations from the suppliers can be opened to view detailed information

2. You can compare multiple quotations within the same RFQ

3

Assign a Status to a Quotation

• New quotations are marked as Unread by default, when viewed by the buyers the quotations' status will be updated to Read

• For each supplier quotation, the buyer can mark one of the following statuses:

  • Interested: Quotations you want to consider further

  • Ignored: Quotations you do not want to consider

How RFQ Responses Work

• Multiple suppliers may respond to a single RFQ

• Supplier responses are collected and displayed independently in the RFQ details page

• Suppliers cannot see other suppliers’ quotations, which tags the buyers assigned to their quotations or whether the quotations have been viewed or not

Deleting RFQ

Apart from organizing the quotations by assigining tags and chatting directly with suppliers or VinaSources admin to find the most suitable quotation. The buyers can also delete the RFQ permanently if they do not want to receive more suppliers' quotations or if they have found the preferred quotation. After deleting the RFQ, the suppliers can not view the RFQ details and send their response.

Tips & Best Practices

• Review all RFQ responses before tagging them

• Compare quotations using the same RFQ reference data

• Use messaging to clarify unclear details

• Tag responses consistently to simplify decision-making

• Delete RFQs after you have found the suppliers or when the RFQ is no longer relevant

Frequently Asked Questions

How many RFQ responses can I receive?

You may receive responses from multiple suppliers for one RFQ.

Can I ask suppliers to update their quotation?

You can message suppliers to discuss details, but quotation updates depend on supplier actions.

Can suppliers see other suppliers’ responses?

No. Each supplier can only see their own quotation.

Can I change a quotation from Ignored to Interested?

Yes. You can update the status at any time before closing the RFQ.

Can suppliers see when I close or delete an RFQ?

Suppliers will no longer be able to view or respond to the RFQ after it is closed or deleted.