Purchase Approval & RFQ Creation
Connect Approvals with Purchase to generate RFQs quickly and accurately.
Approvals Purchase bridges internal approval workflows with procurement execution by generating RFQs from approved requests.
The system auto-maps vendors, groups lines by supplier, and either merges into matching draft RFQs or creates new ones.
Key Features
Key points
• Create Create-RFQ approval requests with product lines.
• Auto-suggest vendors from product configuration.
• Generate RFQs immediately after approval.
• Merge lines into existing draft RFQs for the same vendor.
• Track related purchase documents via smart button.
• Keep RFQ creation and state changes logged in chatter.
Key EN/VI Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Create RFQ | Tạo RFQ | Action that generates supplier quotations from approved requests. |
| Vendor | Nhà cung cấp | Supplier assigned to each purchase line. |
| Purchase Order | Đơn mua hàng | RFQ/PO records linked to the approval request. |
| Purchase UOM | Đơn vị mua hàng | Purchasing unit of measure on procurement lines. |
| Source Document | Chứng từ nguồn | Reference field linking RFQ/PO back to approval request. |
How to Create a Purchase Approval Request
In Create RFQ categories, Product and Quantity are typically mandatory to ensure RFQ generation can run without manual rework.
Steps
1. Open Approvals → Dashboard and select the Create RFQ category.
2. Click New Request and enter a clear Approval Subject.
3. Add required product lines in the Products tab.
4. Enter Quantity and confirm purchase UOM on each line.
5. Ensure every line has a valid Vendor.
6. Click Submit for approval routing.
Product and Vendor Selection
Key points
• Only purchasable products should be selected for procurement requests.
• Vendor values are auto-sourced from product supplier info.
• Missing vendor lines may be highlighted for correction.
• Users can manually override vendor when procurement policy allows.
Pre-Submission Checklist
| Item | Requirement | Purpose |
|---|---|---|
| Products | All required items are included | Avoid fragmented follow-up requests |
| Quantities | Accurate demand values entered | Reduce post-approval edits |
| Vendors | Every line has a supplier | Prevent RFQ generation errors |
Generate RFQ from Approved Request
Create RFQ appears only when the request is approved, no RFQ has been generated yet, and the user has proper purchase permissions.
Steps
1. Open a request in Approved state.
2. Click Create RFQ to start automatic generation.
3. System groups lines by vendor.
4. It merges into matching draft RFQs or creates new RFQs.
5. Source Document is filled for traceability.
6. Use Purchase Orders smart button to open related RFQs.
Track Related Purchase Documents
Key points
• Use Purchase Orders smart button to review linked RFQ/PO records.
• Track progression from RFQ to Purchase Order in procurement views.
• Read chatter logs to monitor creation and state transitions.
• Use Source Document for fast cross-module traceability.
Cancel Request and RFQ Handling
When a request is canceled, the system tries to reconcile linked RFQs to avoid unnecessary purchasing.
Draft RFQs can be auto-adjusted; non-draft RFQs usually require manual buyer intervention.
Behavior by RFQ State
| RFQ State | System Behavior | Required User Action |
|---|---|---|
| Draft | Decrease/remove matching lines, possibly remove empty RFQ | Review remaining RFQ content |
| RFQ Sent / Purchase Order | No full automatic deletion | Open RFQ and apply manual correction |
Real-World Scenarios
Operational Examples
| Scenario | Execution | Benefit |
|---|---|---|
| Recurring office supplies | Bundle same-vendor items in one Create RFQ request. | Fewer RFQs and simpler processing. |
| Urgent component purchase | Approve quickly and create RFQ immediately after approval. | Shorter lead time from demand to sourcing. |
| Demand cancellation | Cancel request and reconcile impacted RFQ lines. | Prevents over-ordering and cost leakage. |
Best Practices
Key points
• Requesters: group items by vendor whenever possible.
• Approvers: validate vendor suitability and quantity before approval.
• Buyers: review draft RFQs before sending to suppliers.
• Use chatter updates to monitor progress without opening every RFQ.
Common Troubleshooting
Issue Resolution Matrix
| Issue | Likely Cause | Resolution |
|---|---|---|
| Create RFQ button missing | Request is not approved or RFQ already exists. | Verify approval state and generated documents. |
| Product line warning | Vendor missing on product line. | Assign vendor manually or update product supplier data. |
| Cannot submit request | Missing Product/Quantity or required fields. | Complete all required request data. |
| Product unavailable in selection | Product not marked as purchasable. | Enable purchasing option in product configuration. |