Q: What is the RFQ and Quotation module?
ANS: The RFQ (Request for Quotation) and Quotation module enables administrators to build, manage, and respond to custom client requests through dynamic form logic, agreement templates, and automated quotation workflows. This module streamlines the entire quote-to-cash process while maintaining professional standards and compliance requirements.

Q: Who has access to this module?

Ans: The RFQ and Quotation module operates with a role-based access system where different users have distinct responsibilities and capabilities throughout the quotation process.

• Clients: Submit RFQs, review quotations, and process payments
• Channel Partners: Create and manage quotations for assigned clients
• Administrators: Complete system configuration, RFQ management, and quotation oversight

Q: What are the mandatory setup requirements?
ANS: Three primary configurations must be completed before module activation:

• Question Groups Configuration: Categorize RFQ types and client segments
• Question Library Development: Create reusable question templates with validation rules
• Quotation Agreement Setup: Establish document templates with legal compliance features

Q: How long does initial system setup typically take?
ANS: Complete module setup including Question Groups, Question Library, and Agreement templates typically requires 4-6 hours for basic configuration. Complex implementations with extensive customization may require additional setup time and consultation.

Q: How do clients submit RFQ requests?
ANS: Clients submit RFQs through two primary methods:

• Affiliate links provided by assigned channel partners
• Direct portal access via their authenticated client dashboard

Q: What is the Question Library function?
ANS: Access Quotations → Question Library → Add New Question to create detailed questions with multiple answer formats including text areas, checkboxes, radio buttons, and mandatory field settings. This creates a standardized library for consistent RFQ collection across all client interactions.

Q: How do I review detailed RFQ information?
ANS: Admin portal >Manage RFQ >Select "RFQ Details" to examine complete client submissions including general requirements, uploaded attachments, and specific product or service selections. This comprehensive view ensures accurate quotation preparation.

Q: How do I create a quotation from an existing RFQ?
ANS: Select "Create Quotation" from the RFQ action menu. The system automatically populates client details in the Header Section, transfers requested items with quantities and pricing, and enables addition of financial calculations including discounts, shipping charges, and tax calculations.

Q: Can quotations be created independently of RFQs?
ANS: Yes. Navigate to Quotations → Select Manage Quotation → Add New Quotation. Choose the recipient(Client) from the dropdown, and the system automatically populates client details and payment terms from existing profiles.

Q: How are user permissions managed within the quotation module?
Ans: Administrator control access levels for quotation creation, RFQ management, and approval workflows. Channel partners can access quotations and RFQs for their assigned clients if admin allow them, while administrators maintain oversight of all quotation activities and can modify permissions as needed.

Q: What are the system limits for quotation size and complexity?
ANS: The system supports unlimited line items per quotation, multiple currency calculations, complex discount structures, and extensive product catalogs. Performance remains optimal with quotations containing hundreds of line items and complex pricing calculations.

Q: What mobile capabilities are available for quotation management?
ANS: The portal provides full mobile functionality including RFQ review, quotation creation, approval workflows, and client communications. Mobile access maintains all desktop features with optimized interface design for tablet and smartphone usage.

Q: How is quotation data backed up and protected?
ANS: Automatic daily backups ensure data protection with point-in-time recovery capabilities. All quotation history, client communications, and agreement documents are preserved with redundant storage systems and disaster recovery protocols.

Q: Can quotation data be exported for external analysis?
ANS: Yes. The system provides comprehensive export functionality including PDF quotation generation, Excel-compatible data exports, and integration APIs for external business intelligence systems. Export capabilities include historical data and performance metrics.

Q: What happens to quotations when clients or products are deleted?
ANS: Quotation history is preserved for audit and compliance purposes even when associated clients or products are removed from active catalogs. Historical quotations remain accessible for reference while preventing new quotations using discontinued items.

Q: What should I do if a quotation fails to send to a client?
ANS: First, verify the client's email address in their profile for notification delivery and check system logs for any portal access errors. Ensure the quotation has been properly submitted to the client portal - once sent, the associated RFQ status should automatically change from "pending" to "completed." If the RFQ status remains "pending" or clients report not receiving portal notifications, contact technical support as this may indicate portal synchronization or email notification configuration issues.

Q: How do I handle pricing errors discovered after quotation delivery?
ANS: Create a revised quotation(Duplicate) with corrected pricing and clear version numbering. Send professional communication to the client explaining the correction with a new quotation link. Document the error for internal review and consider implementing additional approval steps for similar quotations.

Q: What happens when a client's company information changes?
ANS: Update the client's profile information, and the system will automatically apply changes to new quotations. Existing quotations retain original client information for audit purposes.

Q: What is the recommended quotation validity period?
ANS: Standard quotation validity periods range from 30-90 days depending on market volatility and product characteristics. Configure automatic expiration notifications and include clear validity language in quotation agreements to manage client expectations and pricing commitments.