¶ Awarding an RFQ
Once you have received and compared supplier quotes, you can award the business to one or more suppliers directly from the Quote Comparison view.
¶ Awarding from Quote Comparison
- Open the Quote Comparison tab on your RFQ. See Quotes and Comparison for details on navigating this view.
- Select the winning supplier(s) using cell-level selection on individual line items, or use the Auto-Select feature to highlight the best price per part automatically.
- Click Award Selection to open the award drawer.
- Review the selected supplier and the parts being awarded.
- Confirm the award.
¶ Single Supplier Award
When you award all parts to one supplier, the RFQ status changes to Awarded. You can then optionally mark the RFQ as Completed once the contract is fulfilled.
¶ Multi-Supplier Award
You can award different parts to different suppliers from the comparison grid. When you do, Axya creates separate child RFQs for each supplier (RFQ splitting). Each child RFQ links to its own corresponding Purchase Order, keeping tracking clean across vendors.
¶ Closing an RFQ
There are four ways to close an RFQ:
¶ 1. Complete Cancellation
Use this when you want to close an RFQ without awarding any items:
- Open the RFQ.
- Click the three-dot menu in the interface.
- Select Cancel Request.
This cancels all parts in the RFQ. The RFQ is closed and marked as cancelled. Suppliers who submitted a quote are notified of the cancellation.
¶ 2. Deadline Extension
If you need to give suppliers more time:
- Open the RFQ menu.
- Click Modify End Date.
- Adjust the date as needed.
This extends the RFQ before final analysis. Suppliers who have indicated an intent to bid or who have already submitted a quote are notified of the extension.
¶ 3. Full Award to a Single Vendor
When submissions are received, you can view each supplier's details (unit price, comments, attachments) and use the Choose This Supplier button to award all items to that supplier. Suppliers who submitted a quote are automatically notified of the closure.
¶ 4. Partial Awards Across Multiple Suppliers
Use the Quote Comparison tab for detailed line-by-line analysis:
- Display the columns you need (name, quantity, unit price, etc.).
- Convert prices to another currency (e.g., USD) for international sourcing.
- Use smart selections to highlight the lowest price per line.
- Assign lines to different suppliers based on your strategy (e.g., Line 1 to Supplier A, Lines 2 and 3 to Supplier B). The system provides a summary before closing.
For each line item, you can also:
- Leave unassigned -- The RFQ closes but the line remains without a supplier.
- Leave open -- The RFQ remains active only for that specific line.
All methods lead to the same result: closing the RFQ with lines attributed according to your choices. The RFQ moves to your archives, suppliers are notified, and you can proceed with exports or Purchase Order creation.
¶ After Award
- Create a Purchase Order directly from the awarded RFQ. See Creating Orders for the full workflow.
- Suppliers receive a notification of their award or loss. You control when these notifications are sent.
- The RFQ moves to the Awarded tab on your dashboard.
- Mark the RFQ as Completed when the contract has been fulfilled.
¶ Reverting a Decision
If you need to reassess after awarding, you can revert a final RFQ decision. This reopens the request so you can adjust awards or re-evaluate quotes.
¶ Silent Closing
You can close an RFQ without sending notifications to suppliers. Use this option when you want to conclude a request quietly -- for example, when a project is cancelled internally and no supplier follow-up is needed.
¶ Video Walkthroughs
¶ Closing and Awarding an RFQ
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