---
title: "4.1 Creating an RFQ"
space: "Vuna Sourcing"
url: "https://docs.navari.co.ke/vuna-sourcing/4-request-for-quotation/42-creating-an-rfq"
updated: "2026-10-28"
---

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](page: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.                |


4. **Submit** the RFQ.



![An open bid RFQ in Desk](/files/desk-rfq-open-bid.webp)



## 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](page: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).