Vendor responses#

The vendor detail page brings together one supplier's RFQ, their reply, and the actions you can take next — generate a purchase order, fill the rates on their behalf, or close the enquiry.

Open the page#

From Procurement enquiries, click the RFQ row, then click the supplier you want to look at in the modal that opens.

What you see#

The header shows the supplier name, the RFQ number, the event status (such as Released or Awarded), and the per-supplier invitation status (such as invited, emailed, quoted, no-bid, cancelled).

Below the header are cards for Supplier, Contact Person, Enquiry Info, and Quotation Submitted (the last appears only once a quotation is on file). A Line Items table lists what the supplier was asked to quote on, with the rates they came back with.

Quotation Submitted card#

When the supplier has responded, this card shows:

• When the quotation was submitted
• How it was submitted (Supplier Portal or by staff)
• Payment terms, delivery days, validity days (if provided)
• Attachments — any files the supplier uploaded with their quotation (such as spec sheets, certificates, or technical documents). Click a file name to download it.

Actions menu#

The right-hand actions menu offers:

• Mail History — every email sent to this supplier on this RFQ (RFQ + follow-ups).
• Fill Quotation / Edit Quotation — record rates on behalf of the supplier (only when permission and status allow). If the supplier has a saved draft on the Supplier Portal, this action is disabled and shows a tooltip explaining that the supplier is working on their quotation.
• Generate Purchase Order — turn the quotation into a purchase order. Available only when the supplier has at least one priced (non no-bid) line. See Create a purchase order.
• Close Enquiry — close this supplier's invitation only. A Close Enquiry? confirmation appears. Other suppliers on the same RFQ stay open.

When the supplier has not replied#

If no quotation has come in yet, the Quotation Submitted card is not shown. Send a chase from Vendor follow-up, fill the rates yourself if you have the Fill Quotation permission, or contact the supplier directly using the contact person on file.

Common questions#

Why is Generate Purchase Order missing?#

Either no quotation has been received, or the supplier marked every line as No-bid. Once at least one priced line exists, the option becomes available.

Why is Close Enquiry missing?#

The supplier's invitation is already in a terminal state (cancelled, superseded, or no-bid), or the parent RFQ has been closed or cancelled.

Why is Fill Quotation greyed out?#

The supplier has started filling their quotation on the Supplier Portal and has a saved draft. You cannot fill rates on their behalf while a draft exists. Wait for the supplier to submit, or contact them directly.

What happens to the other suppliers if I generate a PO from one of them?#

Nothing automatic — the other suppliers' invitations stay open. Close them manually so they do not show up as pending in your list.