RFQ Guide

RFQ/ QUOTATION

  1. Buyer: Submit RFQ, revise/ accept/ reject quotations

  2. Sales Executive: Approve/ reject RFQ

  3. Seller: Submit/ revise quotations



ROLES

  • Seller

  • Buyer

  • Sales Executive

BUYER ACTION – SUBMIT RFQ

INITIATE RFQ



  1. RFQ submission can be initiated from Dashboard, under My RFQ page



  1. At the bottom of all Product search page results



  1. Submit RFQ form

    1. Specify product classification, and product classification type (if any)

    1. Specify product details

  • All compulsory fields are marked with * and must be filled in before being able to submit RFQ

  • Catalog upload: Maximum 5MB, PDF only



  1. Buyer can go to dashboard, left side menu click ‘My RFQ’ to view overview status.

RFQ MANAGEMENTS

Pending Approval: All RFQ pending Sales Executive (Exstock) approval

  1. In Progress: Approved RFQ, pending quotation (from sellers), and not expired. If RFQ has been approved, the new status will be “Pending Sellers’ Response”, and be listed under “In Progress” tab

  2. Closed: Expired RFQ. If RFQ has been rejected, the new status will be “Rejected”, and be listed under “Closed” tab

  3. Note: Expiry of RFQ is 14 days (system setting) from the approval date

  4. All expired RFQ will be listed under “Closed” tab, with “Expired” status





SALES EXECUTIVE ACTION – APPROVE/ REJECT RFQ

Submitted RFQs are subject to approval by sales executive.

Access-rights Sales Executive must be provided in order to approve



RECEIVE NEW RFQ NOTIFICATION

Sales executive will receive “New RFQ” notification (dashboard and email) once new RFQ has been submitted

RFQ Management


Pending Approval: All newly submitted RFQ pending approval from sales executive

Approved: All approved RFQ

Rejected: All rejected RFQ





APPROVE/ REJECT RFQ

  • If the RFQ is approved, notifications (dashboard/ email) will be sent to all premium sellers for “quotation invitation”. If the maximum quotation number (system setting) is not reached within 7 days (system settings), “quotation invitation” notifications (dashboard/ email) will be sent to basic sellers.

  • Remarks must be filled in if the RFQ is rejected

  • Sales exec is able to modify or add more details to RFQ to increase quotation chance



BUYER ACTION – RFQ APPROVED/ REJECTED

BUYER WILL RECEIVE NOTIFICATIONS (DASHBOARD AND EMAIL) AFTER ADMINISTRATOR APPROVED/ REJECTED RFQ SUBMITTED





SELLER ACTION – SUBMIT/ REVISE QUOTATION

NEW RFQ NOTIFICATIONS

  1. Premium sellers will receive notifications (dashboard/ email) once a RFQ has been approved by administrator

  2. Basic sellers will receive notifications (dashboard/ email) if:

  1. After 7 days of RFQ approval

  2. Maximum number of quotation submit per RFQ (system setting) not reached

RFQ Management

Pending: All RFQ that are pending quotation submission.

In Progress: All quoted RFQ, pending buyer action (accept/ reject) and not expired.

Closed: Expired RFQ. RFQ quoted, and accepted/ rejected are listed here too.



SUBMIT QUOTATION

  • All fields with * must be filled in before quotation can be successfully posted

  • Special fields:

  • a. Lead time: Time required to prepare stock upon buyer acceptance (and payment)

  • b. Expiry date: After the stated date, buyer will not be able to accept the quotation (even RFQ is not expired)



QUOTATION STATUS

Newly submitted quotations are listed under “Pending” tab in “My Quotations” page

Quotation Management

Draft: All quotation draft

Pending: Submitted quotations which are pending buyer action (accept/ reject/ request revision)

In Progress: Quotations pending seller action (revision)

Closed: Accepted/ rejected/ expired quotations





BUYER ACTION – ACCEPT/ REVISE/ REJECT QUOTATIONS

NEW QUOTATION NOTIFICATION

Buyer will receive notifications (dashboard and email) after sellers responded to the RFQ submitted

Respond to quotations

All submitted quotations are listed in “My Quotations” page.

Quotations pending action (add to download queue) will be listed under “Pending” tab

Quotations downloaded will be listed under “In Progress”

Quotations accepted/ expired will be listed under “Closed”

Download quotation

Quotations MUST be downloaded before any further action. To download a quotation, buyer must add the quotation into “Download queue

  • Status of quotation becomes “Pending Payment” after been added to download queue



Make Payment

All quotations added to “Download queue” is listed under “My Quotations Cart” page.

Buyer must pay US$5.00 (system setting) before he can view/ accept/ revise a quotation



View/Accept/ Revise/ Reject quotations

After download fee is paid, buyer is able to view the quotation in full details.



Contact Seller

  1. Buyer is able to contact seller before accepting/ rejecting a quotation

  2. Buyer to fill in the message section of quotation

  3. Seller will receive notifications (dashboard and email)

  4. Seller is able to reply to buyer’s message from message thread



Accept quotation

  1. If buyer accept the quotation, the product will be added to “My Cart”, so buyer is able to proceed to checkout process (refer to place order process)

  2. After a quotation is accepted, it will be listed under “Closed” tab in “My Quotations” page

  • Status of quotation becomes “Pending Payment” after been added to download queue



  1. Once the item is removed from cart before check out, buyer won’t be able to re-add the item to cart.











Reject quotation

After a quotation is rejected, it will be listed under “Closed” tab in “My Quotations” page





Revise quotation

  1. Buyer is able to request quotation revision before accepting/ rejecting the quotation.

  2. Quotation status becomes “Pending Revision”

  3. Seller will receive notifications (dashboard/ email)



Seller can revise the quotation and the quotation will become “Pending Acceptance” again.

Buyer receives notifications (dashboard/ email) and can select steps to ACCEPT / REJECT / REVISE again.

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