From RFQ to PO
This guide covers supplier solicitation and purchase-order creation. The next guide covers receipt, invoice matching, and payment.
One RFQ, many suppliers
A sends the same requested lines to multiple suppliers for comparison. A new RFQ starts in "Draft".
Finalizing the RFQ creates one Draft supplier quote per supplier and links each quote to the request. Carbon can email each supplier a private response link. The RFQ moves to "Requested".
RFQ and supplier quote are both optional.
RFQs and supplier quotes are optional; you can create a purchase order directly. When used, junction records connect one RFQ to multiple supplier quotes and purchase orders.
Suppliers quote back
Each supplier quote has a private share link that requires no login. The supplier enters pricing, quantity breaks, and lead times. Submission moves the quote to "Active" and records the prices; rejection moves it to "Declined".
The portal hangs off the quote, not the request.
Each supplier responds through a separate quote. Compare the quotes and convert the selected one to an order.
Into a purchase order
Converting a supplier quote creates a with its supplier, lines, negotiated pricing, conversion factors, exchange rate, and supplier-interaction history. The order type is "Purchase" for items or for subcontracted operations.
Carbon derives the purchase-order status from its lines. A finalized order starts at "To Receive and Invoice". If its value exceeds an approval threshold, it moves to "Needs Approval" until approved.
A PO's status is derived from its lines, every time.
Each line tracks whether it is fully received and invoiced. Carbon rolls those values into "To Receive and Invoice", "To Receive", "To Invoice", or "Completed".
Send work out, too
Use an "Outside Processing" order for a job operation performed by a vendor, such as plating, heat treatment, or anodizing. The order links to the job operation instead of a stock item.
Posting an outside-processing receipt does not add inventory. It advances the job operation and posts the vendor charge to the job's work-in-process.
A PO can buy an operation, not just an item.
Receiving an outside-processing order advances the make-to-order operation and charges its cost to WIP.