What is Quote Acceptance and Decline?
After reviewing submitted quotes from your RFQ, you decide which supplier to award the business to. Accepting a quote creates a Purchase Order automatically with all quote details pre-populated. Declining a quote notifies the supplier that you've chosen not to proceed with their proposal.
Viewing Quote Cards
All Quotes Received Panel
After suppliers submit quotes, they appear as cards in the "All quotes received" section. Each card shows:
Accepting Quotations
From Quote Cards
Click the green Yes, Create PO button on the supplier quote card you want to accept. The system creates a Purchase Order automatically with all quote details pre-populated.
From Quote Details View
Click View Details to see the complete quote. Review all line items, pricing, terms, and delivery details. Click + Create PO button at the top right of the screen. System creates PO and updates quote status.
What Happens After PO Creation?
Purchase Order is created automatically with quote data
Quote status updates to accepted/won
Supplier receives notification of acceptance
PO is sent to supplier for their confirmation
Supplier creates Sales Order or Invoice to confirm fulfillment
RFQ status may update to "AWARDED" if all selections complete
Creating Purchase Orders
Automatic PO Generation
When you accept a quote, the system auto-generates a Purchase Order including:
All line items with quantities and pricing from quote
Buyer and supplier information
Payment terms and delivery dates
Special instructions or notes
Linked to the original RFQ and quote
PO Number Assignment
System assigns unique PO number automatically (e.g., PO-001829). PO appears in your Purchasing dashboard immediately.
Multiple PO Creation
You can accept quotes from multiple suppliers in the same RFQ. Each acceptance creates a separate Purchase Order. Useful for splitting orders across suppliers to optimize pricing or delivery.
Declining Quotations
Decline Button
Click the red Decline Quote button on the supplier quote card you don't want to proceed with.
Confirmation Warning
A confirmation modal appears with message: "Are you sure you want to decline this quote?" and explanation: "Once you decline this quotation, the seller will no longer be able to participate in this request."
Confirm Decline
Click Yes to confirm decline or No to cancel and keep the quote active.
What Happens After Declining
Quote status updates to declined
Supplier receives notification they were not selected
Supplier can no longer submit revised quotes to this RFQ
Quote remains visible in your RFQ for records
Supplier cannot participate further in this specific request
Quote Comparison Actions
View Quote Details
Click the View Details button or the eye icon to open complete quote information. See full line items, payment terms, delivery timeline, supplier notes, and all quote data before making your decision.
Email Supplier
Click the Email button to contact suppliers with questions or clarifications. Your computer's default email client opens with supplier's email pre-filled, or right-click to copy their email address.
Check Item Matching
Look for checkmarks (✓) indicating supplier can provide exact items requested, or X indicating supplier is proposing alternative items. Review alternatives carefully before accepting.
Next Steps After Acceptance
View Purchase Order
After accepting a quote, the created PO appears in the workflow showing:
NEXT STEP: SALES ORDER section
PURCHASE ORDER with PO number (e.g., PO-001829)
Option to + Create PO if creating additional POs from other suppliers
Supplier Confirmation
Supplier receives your PO and creates Sales Order to confirm fulfillment. SO number appears in workflow (e.g., "SO-002417").
Track Order Progress
Monitor order through Sales Order confirmation, delivery, invoice, and payment—all linked from the original RFQ.
Best Practices
Review Before Accepting
Click View Details to see complete quote information. Verify pricing matches requirements exactly. Check supplier can provide exact items (checkmarks vs X). Confirm delivery dates are acceptable. Review payment terms carefully.
Accept Promptly
Once you've made your decision, accept by creating a PO or decline quickly (within 24-48 hours of RFQ deadline). Keeps suppliers informed and allows them to move forward.
Communicate Professionally
While the system notifies suppliers of declines, consider sending personal thank-you emails to suppliers who submitted competitive quotes. Maintains good relationships for future opportunities.
Declining Considerations
Permanent Action
Declining is permanent, supplier cannot submit revised quotes to this RFQ after decline. Only decline when you're certain you won't choose that supplier.
Alternative: Don't Act Yet
If unsure, leave quotes in SUBMITTED status without accepting or declining. Allows time for negotiations or internal review without permanently removing options.
Supplier Communication
Declined suppliers receive notification but may appreciate additional feedback. Consider brief email explaining decision (price, timing, specifications) to maintain professional relationships.
Result
Accepting quotes creates Purchase Orders instantly with zero manual data entry, while declining notifies suppliers professionally. Both actions keep procurement moving forward with automated workflows and clear supplier communication.
Tips
Click View Details to review complete quotes before deciding
Accept creates PO automatically, all quote data transfers
Decline is permanent, supplier cannot resubmit to this RFQ
You can accept multiple suppliers per RFQ (creates separate POs)
Email suppliers for clarifications before accepting
Accept within 24-48 hours of deadline to maintain supplier relationships
Leave quotes in SUBMITTED if you need more time to decide
Declining sends automatic notification to supplier