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Call for tenders

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Call for tenders, also known as alternative RFQs, lets a business gather quotations from several vendors for the same order and compare them before deciding. It is often required for public sector purchasing and is useful for any business wanting the best price and terms.

Before you start: enable Purchase Agreements

  1. Go to Purchase > Configuration > Settings.
  2. Under Orders, tick Purchase Agreements and click Save.

Create the first RFQ

Create a request for quotation as normal: open Purchase, click New, choose the first vendor and fill in the order.

Create alternative RFQs

  1. Open the original RFQ and click the Alternatives tab.
  2. Click Create Alternative, select a different vendor, and leave Copy Products ticked to duplicate the order lines, or untick it to add different products manually.
  3. Repeat for each additional vendor.

Link an existing RFQ to the tender

If a quotation was created separately, open it, go to the Alternatives tab, and click Link to Existing RfQ to connect it with the other alternatives. Use Group By Vendor in the pop-up when working with many purchase orders.

Compare and confirm

Use Compare Product Lines from the Alternatives tab to see every vendor’s pricing for the same products side by side. Once a decision is made, click Confirm Order on the chosen RFQ. A pop-up then asks whether to Cancel Alternatives (closes the rest) or Keep Alternatives (leaves them open for future orders).

Tips

  • Use Copy Products to save time when comparing the same order across vendors.
  • Untick Copy Products to send a custom quote request to a specific vendor.
  • Cancel unused RFQs once a decision is made to keep the dashboard tidy.

Frequently asked questions

Who uses call for tenders?

It is mandatory for many public sector purchases, and useful for any business that wants to compare vendors before spending money.

What does the Copy Products checkbox do?

When ticked, an alternative RFQ is created with the same products and quantities as the original, saving time when comparing the same order across vendors.

What happens to the vendors I don’t choose?

When confirming the winning RFQ, choose Cancel Alternatives to close the others, or Keep Alternatives to leave them open for later.

Need help?

Need help running vendor tenders in Odoo? Contact support@thoughtlogik.com or see our Odoo implementation services.

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