Requisitions, RFQs and supplier quote comparison
1flux purchase requisition software takes a request from approval to an RFQ PDF, recorded supplier quotes and a side-by-side award, with the reason on record.
In short
1flux purchase requisition software turns a request to buy into a sourcing record you can defend. A purchase requisition carries a purpose, a warehouse, a needed-by date and items, and a customer-demand requisition must name the sales order it serves. After one approval, buyers print a request for quotation (RFQ) PDF, record each supplier's reply with their file attached, and award every line from a side-by-side comparison with a reason.
The problem
Most sourcing problems start before anyone talks to a supplier.
“The request arrives as a message with no warehouse, no date and no reason.”
“Buyers collect prices by phone and email, in different units, currencies and validity periods.”
“When a manager asks ‘why this supplier?’, the answer lives in one person's memory.”
“Goods bought for a customer's order aren't linked to it, so sales can't see whether they've been bought.”
What does 1flux purchase requisition software record?
A requisition in 1flux records why you’re buying, where the goods go, when you need them and what. Requesters fill in:
- Purpose: Replenish stock, Customer demand (sales order) or Internal use.
- Deliver-to warehouse and a needed-by date (today or later, checked on the server).
- Lines picked from your whole active catalogue by code, name or model, or in bulk with Browse catalogue. Each line shows the item code, its inventory unit and its default purchase pack (for example “Box of 12 = 12 PCS”). Units come from the item, never typed.
- Notes for the buyer.
Requisitions move Draft → Submitted → Approved → Ordered. The register shows Total requisitions, Drafts, Awaiting approval and Approved, with a search, a status filter and a sales order column.
How does a requisition link to a customer's order?
Choosing Customer demand (sales order) makes the sales order field required in 1flux. Only open orders of the same legal entity can be chosen. Add the order’s lines copies every sales-order line that still has quantity to deliver, noted “for SO-… line n”.
The link then follows the requisition onto the purchase orders it creates. The sales order lists its requisitions and purchase orders, so sales can see what’s been bought for their customer.
- Sales order (SO-2026-0042).
- Requisition (Customer demand (sales order)).
- Purchase order (PO-2026-0012).
Who approves a requisition?
1flux has one approval step on requisitions, held by whoever has the Approve procurement (requisitions) permission. A requester clicks Submit for approval; an approver clicks Approve. Approval isn’t an employee default, so you decide which roles hold it.
Approval is the gate for everything after it: the RFQ PDF and quote recording only open on an approved requisition.
- Draft (Requester raises it).
- Submitted (Submit for approval).
- Approved (Approve).
- Ordered (Create purchase orders).
Send suppliers a clean RFQ PDF
1flux prints an approved requisition as a supplier-ready request for quotation. Click Download PDF for a one-click file. The RFQ carries:
- your legal entity’s letterhead with its tax registrations;
- the requisition number and the raised, approved and needed-by dates;
- the deliver-to warehouse and address, the requester and the downloading buyer as contact;
- numbered lines with item code, quantity and unit, and blank price columns headed “Prices excluding tax”;
- a supplier quotation block (reference, validity, lead time, payment terms) and a signature line;
- the line “This is not a purchase order.”
Internal fields (purpose, sales order, buying instructions, target prices) never print. Link suppliers to the requisition’s shortlist and you can download an addressed copy for one of them. It prints their name and address, names the file with their supplier code and marks that supplier RFQ sent with the date, plus an activity entry.
Record every supplier quote, with the supplier's file
Each supplier reply becomes a purchase quote in 1flux. Buyers click Record quotation and enter:
- the supplier, their quotation reference, quotation date and Valid until;
- the currency (any three-letter code; it defaults to the entity’s currency);
- lead time in days and payment terms;
- a price for each line;
- the Supplier’s quotation file, or several files.
A supplier who wasn’t on the shortlist is added automatically. The Purchase quotes page has two views. Awaiting quotes is a board of approved requisitions with no purchase order, in three columns: No quotes yet, More quotes needed and Ready to order. Each card shows “Quotes n / minimum”, and a chip filters quotes expiring this week. All quotes is the register, with statuses Quoted, Expired, Awarded and Superseded.
How many quotes do you need?
You set the number in Settings → Inventory → Purchasing, under “Supplier quotes needed before a purchase order” (1 to 10). 1flux shows when you have enough quotes: the number drives the board columns, the card counts and the Purchasing overview. It counts distinct suppliers with a valid, unexpired quote.
Compare offers side by side and award with a reason
Compare offers puts every quote for a requisition on one screen. Items are rows and suppliers are columns, with the unit price and line total in each cell and validity and lead time per supplier. The lowest valid price per item gets a Best badge.
View as text
- Compare offers shows three suppliers’ quotes for one requisition: unit price and line total in AED for each item, with each supplier’s validity and lead time.
- The lowest valid price for each item gets a Best badge: Saffar Valves Trading for the gate valves, Tidewell Pipe Supplies for the pipe and Coralbay Building Materials for the pumps.
- The buyer awards the gate valve line to Saffar Valves Trading. The Award reason is required and is pre-filled with Lowest valid unit price, because this is the recommended offer.
- Award per line. Different suppliers can win different lines.
- A reason every time. The Award reason field is required. It pre-fills “Lowest valid unit price” when you pick the recommended offer, and you write your own when you don’t.
- Expired quotes can’t be awarded.
- Mixed currencies are flagged. If quotes are in different currencies, 1flux shows “Different quotation currencies” and switches off the automatic lowest-price recommendation, so you compare the commercial terms yourself.
- Its own permission. Awarding needs Award supplier quotations, separate from creating or approving.
Every award and its reason is written to the requisition’s activity history.
Turn awards into purchase orders in one step
1flux creates one draft priced purchase order per awarded supplier, in the quote’s currency and with the quote’s payment terms. Unawarded lines are dropped, and the requisition moves to Ordered. The buyer then reviews each draft and issues it.
Need something faster? A local purchase request (LPR) skips approval and quote comparison. It prints as an RFQ too, and converts straight into a purchase order.
- Requisition (Approved).
- Purchase quotes (3 suppliers).
- Compare offers (Award each line).
- Purchase orders (One draft per supplier).
How do requisitions and quote comparison work?
Six steps from a request to draft purchase orders, with the evidence kept on the requisition.
Raise
A requester creates a requisition with a purpose, warehouse, needed-by date and items, and clicks Submit for approval.
Approve
An approver clicks Approve. The requisition appears under No quotes yet.
Ask
The buyer links suppliers and downloads a general or addressed RFQ PDF for each.
Record
Each reply is recorded with Record quotation and the supplier's file. The card moves to More quotes needed or Ready to order.
Compare and award
The buyer opens Compare offers and awards each line with a reason.
Order
Create purchase orders makes one draft per awarded supplier.
Connected to the rest of 1flux
Requisitions sit between a customer's order and your supplier's quote, and every award lands on the supplier's record.
- Sales ordersOpen lines → requisition
- RequisitionsAwards → draft orders
- Purchase ordersQuotes and orders → supplier record
- Suppliers
- Purchasing overview: Needs action rows for requisitions waiting for approval (Review requisitions), approved requisitions with no order (Collect quotes) and requisitions ready to compare (Compare quotes). See purchasing in 1flux.
- Suppliers: each supplier’s quotations appear on their record, next to their orders. See supplier management.
- Sales: customer-demand requisitions and their purchase orders link to the sales order line.
Who uses requisitions and quote comparison?
The people who ask for goods, the people who source them, and the businesses that buy against customer orders.
Requesters
People in stores, projects or sales coordination who need to ask for goods properly.
Buyers and procurement managers
Every award backed by quotes and a reason.
Project suppliers
Buy against a named customer order and keep the link.
How does 1flux show when you have enough supplier quotes?
1flux shows when you have enough quotes. You set the number you want, from 1 to 10, in the purchasing settings. It drives the “No quotes yet”, “More quotes needed” and “Ready to order” columns, the “Quotes n / minimum” count on each card and the Purchasing overview. 1flux counts distinct suppliers with a valid, unexpired quote.
Who approves a requisition in 1flux?
1flux lets anyone whose role holds the “Approve procurement (requisitions)” permission approve a submitted requisition. Approval isn't an employee default, so you decide which roles hold it. Awarding quotes and issuing purchase orders are separate permissions, so you can split who requests, who approves and who buys, and the RFQ and quote recording open only once a requisition is approved.
Can we compare supplier quotes in different currencies?
Yes. Each quote keeps its own currency, and Compare offers shows them side by side. When quotes for one requisition are in different currencies, 1flux shows a “Different quotation currencies” warning and switches off the automatic “Best” recommendation, so the buyer compares the commercial terms and awards each line with a written reason.
How do I send an RFQ to suppliers from a requisition?
1flux prints an approved requisition as a supplier-ready RFQ PDF in one click, either general or addressed to one supplier on the shortlist. An addressed copy prints that supplier's name and address and names the file with their supplier code. Downloading it marks the supplier “RFQ sent” with the date and adds an activity entry, so you can see who was asked and when.
Can a purchase requisition be linked to a customer's sales order?
Yes. Choose the purpose “Customer demand (sales order)” and the sales order becomes a required field. “Add the order's lines” copies every line that still has quantity to deliver. The link carries onto the purchase orders the requisition creates, and the sales order lists its requisitions and purchase orders.
Can different suppliers win different lines?
Yes. In 1flux, Compare offers awards each line separately, so different suppliers can win different lines. The award reason is required: it pre-fills “Lowest valid unit price” when you pick the recommended offer, and you write your own when you don't. Create purchase orders then makes one draft priced order per awarded supplier, in the quote's currency.
Purchasing
Requisitions, quotes, LPOs, two-step receiving and receipt-based invoices in one flow.
Purchase orders (LPO)
Priced or unpriced orders, VAT per line, revisions with reasons and a report of what's due.
Supplier management
Supplier records, documents and performance, with invoices built from what was received.
Procure-to-pay guide
Eleven steps from requisition to supplier payment, with the documents, controls, accounting, KPIs and a checklist.
Book a demo
Award every line with the evidence on file
See a requisition become an RFQ, three recorded quotes and an award in a live demo.
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