RFQ Creation and Distribution Setup
The RFQ form (menu path: Purchasing > RFQs > RFQs) supports both manual creation and automatic generation from requisitions. Configure the SLRfqs IDO to link RFQ headers with item lines, vendor distribution lists, and response deadlines. Proper setup ensures every sourcing event captures the data needed for informed award decisions.
- Configure RFQ auto-generation rules to create RFQs from approved requisitions exceeding a configurable dollar threshold
- Set up vendor distribution lists on the RFQ Vendors sub-form to automatically send bid invitations to qualified suppliers per commodity code
- Define RFQ response deadlines and auto-reminder schedules via the SLRfqHeaders.ResponseDueDate field and notification workflows
- Enable RFQ line-level detail including specifications, quantity breaks, and delivery schedules on the SLRfqItems form
- Configure RFQ document attachments for drawings, specifications, and quality requirements sent with the bid package
Bid Collection and Comparison
SyteLine's RFQ Response form captures vendor bids against each RFQ line item, enabling side-by-side comparison across price, lead time, and terms. The SLRfqVendorLines IDO stores bid responses that feed into the RFQ Comparison Report. Configure bid evaluation criteria to weight factors beyond unit price for total cost of ownership analysis.
- Enter vendor responses on the RFQ Response form linking bids to specific vendors and line items in SLRfqVendorLines
- Configure the RFQ Comparison Report to display multi-vendor bid comparison with variance highlighting
- Set up weighted scoring criteria using UDFs on the RFQ form to evaluate bids on price, lead time, quality history, and payment terms
- Enable automatic best-bid flagging based on lowest total cost calculation including freight, duties, and quality cost factors
Award Processing and PO Conversion
Once bids are evaluated and a supplier selected, SyteLine converts the awarded RFQ lines directly to purchase orders. The RFQ Award function on the RFQ form creates PO records in the SLPurchaseOrders IDO with all pricing and terms from the winning bid, eliminating re-keying errors and accelerating order placement.
- Use the Award button on the RFQ form to convert selected vendor lines to purchase orders with a single action
- Configure automatic vendor price list updates from awarded RFQ pricing via the SLVendorPriceMatrix IDO
- Set up split-award rules to distribute quantities across multiple vendors based on capacity allocation percentages
- Enable RFQ history tracking to build a competitive bidding database for future sourcing reference and spend analytics
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