Mastering Empress's Request for Quotation Feature

Product Support
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Welcome to this comprehensive guide on how to use the Request for Quotation feature in Empress. This feature is vital for businesses as it simplifies the procurement process by allowing you to request quotes from your vendors for specific items or services.

Understanding the Request for Quotation Feature

The Request for Quotation feature enables you to generate, track, and manage quotation requests to multiple suppliers simultaneously, ensuring your business gets the best possible pricing and terms.

Key features include:

  • Generate RFQs: Create detailed RFQs including item descriptions, quantities, and delivery requirements.
  • Track RFQs: Monitor the status of your RFQs, from draft to submitted or cancelled.
  • Manage Supplier Responses: Capture and compare responses from different suppliers for optimal decision making.

Using the Request for Quotation Feature

Creating a New RFQ

  1. Navigate to the Buying module in Empress.
  2. Click on Request for Quotation.
  3. Click on New to create a new RFQ.
  4. Fill in the required fields such as Company, Supplier, Date, and Items.

Tracking Your RFQs

  1. Go to the Request for Quotation list in the Buying module.
  2. Here, you can see the status of each RFQ: Draft, Submitted, or Cancelled.

Managing Supplier Responses

  1. In the Email Details section, you can specify an email template to use when sending the RFQ to suppliers.
  2. The Message for Supplier field allows you to add additional notes or instructions for the supplier.

User Roles & Permissions

The Request for Quotation feature has specific user roles and permissions. These roles include Manufacturing Manager, Purchase Manager, Purchase User, and Stock User. Each role has different levels of access, ranging from viewing and creating RFQs to submitting and amending them.

Conclusion

The Request for Quotation feature in Empress significantly streamlines your procurement process by enabling you to efficiently generate, track, and manage RFQs. This feature is designed with user-friendliness in mind, making it easier for you to focus on selecting the best supplier for your business needs.

For further assistance, refer to the Empress user guide or contact our support team.