Quotation Lifecycle & Request for Quotation (RFQ)

Quotations represent formal procurement proposals sent to suppliers before issuing binding purchase contracts. In Magento 2 Purchase Management, quotations allow buyers to request pricing, negotiate delivery windows, and verify stock availability.

Quotations Grid Overview

Navigate to Purchase Management > Quotations to access the centralized quotation ledger.

The grid displays key quotation information:

• Quotation ID / Increment ID (e.g. PO00012)
• Supplier Name & Contact
• Created Date
• Quotation Status (Draft, Sent, Confirmed, Cancelled)
• Total Amount & Items Count
• Action Links (View, Edit)

Bulk Actions on Quotations

Admins can perform powerful bulk operations on selected quotations using the Actions dropdown:

• Confirm Quotation: Converts approved quotations directly into confirmed Purchase Orders and automatically schedules incoming shipments.
• Cancel Quotation: Voids pending or inactive draft quotations.
• Merge Quotations: Combines multiple draft quotations for the same supplier into one consolidated order to save freight costs.
• Email Quotation: Dispatches RFQ emails to the respective suppliers in batch.
• Print: Generates printable quotation summaries.
• Delete: Removes draft quotation records from the database.

Creating a New Quotation (Manual Sourcing)

Click Create New Quotation in the top action bar:

Step 1: Select Supplier & Source Document

Provide an optional Source Document reference (e.g., Reorder Memo #44, Seasonal Restock Q3) and Notes, then select the desired vendor from the registered supplier list:

Step 2: Add Products to Quotation

Click the Add Products button to open the product catalog selection panel:

Select the products and input required quantities:

For configurable, grouped, or bundle products, specify required options, sizes, colors, and child attributes:

Step 3: Review Quantities, Costs & Custom Attributes

Selected items appear at the top of the quotation creator. You can:

• Verify or adjust the supplier cost price per unit.
• Fill in values for custom quotation attributes.
• Add administrative comments or special delivery instructions.

Click Create Quotation. A success notification is displayed with the generated Quotation ID:

Quotation Detail View & Actions

Click View on any quotation to open its comprehensive management overview:

Inside the quotation screen, the administrator can:

• Send by Email (RFQ): Dispatches an official Request for Quotation email with an itemized table to the supplier.
• Confirm Quotation: Once the supplier confirms terms and pricing, clicking Confirm Quotation locks the agreement and elevates the quotation to an active Purchase Order.
• Add Comments: Log internal notes and supplier correspondence.

RFQ Email Notification to Supplier

When Send by Email is clicked, the supplier receives a branded email containing all quotation specifications: