4.1 Manage Incoming RFQs

Objective

To provide a clear and concise procedure for team members to effectively manage incoming Requests for Quotations (RFQs) as a manufacturer, ensuring accurate responses and efficient processing

Key Steps

Access the RFQ Management System
- Log into the RFQ management system
- Navigate to the “Request” tab located in the top right corner
Review the RFQ Table
- Familiarize yourself with the RFQ table, which includes:
  - Product Name: Identify the product associated with the RFQ
  - Owner of IP: Note who owns the intellectual property
  - Indicative Order Quantity: Understand the quantity requested by the RFQ owner
  - Maximum Lead Time: Check the maximum time required for manufacturing
  - Deadline Date: Be aware of the deadline for submitting offers
  - Expiration Date: Know how long the offer is valid for repeat orders
  - Days to Expiration: Monitor how many days are left before the offer expires
  - Type of RFQ: Identify whether it is a repeatable or one-time RFQ
  - Responses Submitted: Keep track of how many responses have been submitted
  - State of RFQ: Check if the RFQ is open or closed
  - Created Date: Note when the RFQ was submitted
Select an RFQ to Respond To
- Click the “View” button next to the RFQ you wish to respond to
Submit Your Response
- Once in the RFQ details, prepare your manufacturing quote
- Ensure all required information is included and accurate
- Submit your response before the deadline date
Monitor RFQ Status
- Regularly check the RFQ status to ensure you are aware of any updates or changes

Cautionary Notes

Always double-check the deadline and expiration dates to avoid missed opportunities
Ensure that all responses are submitted in accordance with the RFQ type (repeatable vs. one-time) to prevent confusion
Be aware that once a one-time RFQ is responded to, it cannot be reused

Tips for Efficiency

Set reminders for RFQ deadlines to ensure timely responses
Regularly review the RFQ table to stay updated on new and existing RFQs