Vuna Sourcing

Vuna Sourcing

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4.1 Creating an RFQ

Vuna Sourcing uses the standard ERPNext Request for Quotation (RFQ) and adds a Bidding section to it. Suppliers on the RFQ see it on their portal as soon as it is submitted.

Before You Start

  • Each supplier on the RFQ needs a portal login linked to it. Suppliers onboarded through the portal already have one. For an existing supplier, add their user to the Portal Users table on the Supplier.
  • For a sealed bid, you need an RFQ Opening Committee. See Sealed Bids.

Creating the RFQ

  1. Go to Sourcing → Bidding → Request for Quotation → + Add.
  2. Fill in the company, required date, items and suppliers as usual.
  3. In the Bidding section, set:
Field What it does
Bidding Method Sealed Bid: Each supplier submits one quotation, which remains hidden until the committee opens the bids. Open Bid: A live reverse auction where suppliers can see their rank and lower their prices.
Bids Close At Sets the deadline for submitting quotations or bids. The deadline must be in the future when the RFQ is submitted.
RFQ Opening Committee Applies only to sealed bids and is required for this method. Specifies the committee members who must confirm before the quotations can be opened.
Minimum Expected Quotations Applies only to sealed bids. The committee cannot open quotations until at least the specified number of quotations has been received, unless the relevant override setting allows it.
  1. Submit the RFQ.

An open bid RFQ in Desk

What Happens Next

Bidding Method Next step
Sealed Bid Suppliers submit quotations until bidding closes. The committee then opens the quotations. See Sealed Bids for details.
Open Bid Suppliers place bids and monitor the leaderboard until bidding closes. See Open Bids for details.

When bidding is over, you submit the received Supplier Quotations and award. See Awarding Suppliers.

Rules to Know

  • Supplier Quotations created on the portal stay in draft until the supplier sends them. Staff can't submit a quotation the supplier is still working on.
  • While an open bid is running, its Supplier Quotations follow the supplier's bids and can't be edited or submitted in Desk.
  • While a sealed bid is unopened, its Supplier Quotations are hidden from staff and can't be submitted.
  • The Award section on the RFQ shows the Award Status. Award buttons appear once bids close (and, for sealed bids, once the quotations are opened).
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