Before you start using the RFQ feature to request pricing from vendors, it’s important to review the RFQ-related system settings. These options help define how your organization communicates with vendors and whether internal users can assist in the quoting process. This article explains each setting and what the available options mean so you can align the configuration with your internal policies and workflows.
In the Settings > Request for Quote section, you’ll find three configurable options. Each setting has three possible values:
Always – the behavior is applied automatically
Never – the behavior is disabled system-wide
Optional – the behavior can be manually controlled for each individual RFQ
Notify Vendor (Send email to vendor)
Determines whether an email notification is sent to the vendor when an RFQ is created or updated.
Always – Vendors are automatically notified every time an RFQ is issued or changed.
Never – No email notifications are sent to vendors.
Optional – The user decides whether or not to notify the vendor when creating or editing each RFQ.
Use this setting to control how frequently vendors are contacted and to avoid unnecessary emails when testing or drafting RFQs.
Allow Internal Users to Add Quotes on Behalf of Vendors
Controls whether internal users can input quotes as if they were the vendor.
Always – Internal users can always enter vendor quotes manually.
Never – Only vendors themselves can submit quotes.
Optional – This can be enabled or disabled per RFQ, depending on the situation.
This is useful if vendors prefer sending quotes outside the system (e.g., by email) and internal staff needs to record them manually.
Allow Internal Users to Modify Vendor Quotes
Defines whether internal users can make changes to quotes that were originally submitted by vendors.
Always – Internal users can freely modify any vendor-submitted quote.
Never – Only vendors can make changes to their own quotes.
Optional – Modification rights can be controlled for each RFQ.
This setting adds flexibility when minor adjustments are needed (e.g., updating a typo or correcting a value after vendor confirmation).