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). The line-item table inside this form shows an info icon next to each product code — hover it to read that line's enquiry description without leaving the form. 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.
• Reopen Vendor — shown only when this supplier's invitation is closed AND the parent enquiry is currently open. (If the enquiry itself is closed, reopen it first from the RFQ detail modal, then come back here for per-vendor reopens.) Restores the invitation to its pre-close status — typically Emailed or Quoted, whatever it was right before the close.
• View Reopen History — shown only after this vendor's invitation has been reopened at least once. Opens the same timeline modal as on the RFQ detail page, filtered to this vendor (their own per-vendor events plus enquiry-level events that affected them).

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.

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.