Purchase Enquiry

Send requests for quotation (RFQs) to multiple vendors simultaneously. Create an enquiry with line items from the parts catalogue, select one or more vendors, and track responses. This guide covers browsing enquiries, creating an RFQ with vendor selection and part search, and managing enquiry status.

Module: Procurement · 7 steps · all roles

Browse Enquiries
1Open Enquiry List

Navigate to Procurement → Enquiries or go to /procurement/enquiries. The list shows all purchase enquiries with their number, vendors, type, priority, status, and item count.

Enquiries list with enquiry numbers, vendor counts, type badges, priority badges, and status indicators
2Filter & Columns
FilterDescription
TypeNew Purchase, Exchange, Overhaul, or Repair.
PriorityNone, Low, Medium, High, or AOG.
StatusDraft, Sent, Closed, or Cancelled.
Create an Enquiry
3Enquiry Header

Click + New Enquiry to open the form at /procurement/enquiries/new.

FieldRequiredDescription
TypeYesNew Purchase, Exchange, Overhaul, or Repair.
PriorityNoNone (default), Low, Medium, High, or AOG.
DateYesEnquiry date (defaults to today).
CurrencyYesDefaults to INR.
RemarksNoAdditional notes (max 500 chars).
Enquiry form showing type dropdown, priority selector, date picker, currency field, and remarks textarea
4Select Vendors

Tick one or more vendors from the checkbox list. At least one vendor must be selected. Only approved vendors are shown.

You can send the same enquiry to multiple vendors at once. Each selected vendor will receive the same set of line items for quoting.
5Add Line Items

Use the Part Search field to find parts from the catalogue. Select a part, enter the required quantity, and click Add Item.

FieldDescription
Part SearchTypeahead search by part number or name (300ms debounce).
QuantityNumber of units required (minimum 1).
RemarksPer-item notes (optional).
Each part can only be added once per enquiry. Remove a line item using the delete button in the row to re-add it with different details.
Workflow
6Status Flow
StatusMeaningNext
DraftEnquiry created, not yet sent.Send → Sent
SentRFQ sent to vendors.Close → Closed
ClosedResponses received, enquiry complete.—
CancelledEnquiry withdrawn.—
Only Draft enquiries can be edited or deleted. Once sent, the enquiry is locked for vendor response tracking.
7Cross-Links
ActionGuide
Record vendor quotationPurchase Quotation
Create purchase orderPurchase Orders
Manage vendorsSupplier Management
Browse parts catalogueParts Catalogue