PRD: RFQ Management System¶

1. Goal & Overview¶

The RFQ (Request for Quotation) Management System (Pebble IQ - RFQ) is designed to optimize the procurement lifecycle by standardizing how price requests are sent to domestic and international suppliers. It integrates quality performance into supplier selection and automates discovery for new products through the "General Purchase" workflow.

2. Core Functional Requirements¶

A. RFQ Types & Triggers¶

• Domestic RFQ: Standard price request for local sourcing.
• Import RFQ: International sourcing with additional complexity for FX rates and landed cost calculations.
• Triggers:
  • Sales Trigger: Initiated from the Quotation screen when a product rate is missing or expired.
  • Management Trigger: Direct procurement task from leadership.
  • General Purchase: Standard stock replenishment or new product discovery.

B. Supplier Selection & Categorization¶

When initiating an RFQ, the system provides three tiers of supplier selection: 1. Tier 1: Product-Tagged Suppliers: Only shows suppliers explicitly linked to the specific product in the Master Data. 2. Tier 2: Category Filters: Allows filtering by Supplier Type (Manufacturer, Trader, Supplier) and Industry. 3. Tier 3: Global Discovery: Access to the full supplier database.

C. Supplier Performance & Ranking¶

• Quality Feedback Loop: Every successful or failed material delivery (from Quality/Lab module) updates the supplier's performance score.
• Ranking Logic: Suppliers are ranked based on their pass/fail ratio, directly affecting their visibility in the selection screen.
• Visual Labels: The system must clearly display the Supplier Type (Manufacturer, Trader, etc.) and current Performance Rank during the RFQ process.

3. General Purchase Workflow¶

For new product discovery or market research, a specialized "General Purchase" screen is provided.

• Data Capture:
  • Product Name.
  • Research Sources (e.g., website names, portals).
  • Target Website Links.
• User Activity Audit:
  • Search Counter: Tracks how many searches the assigned user performed on each source/link.
  • Contact Logging: Captures Email IDs and Phone Numbers contacted during research.
• Deduplication Guard: System automatically checks if a contacted Email/Phone already exists in the system as an existing Master record.

4. Mermaid Workflow: RFQ Lifecycle¶

graph TD
    subgraph Trigger["1. Request Initiation"]
        Sales[Sales Requirement] --> Req[RFQ Request]
        Mgmt[Management Directive] --> Req
        GP[General Purchase] --> Req
    end

    subgraph Selection["2. Supplier Triage"]
        Req --> Filter{Select Category}
        Filter -- Tagged --> S1[Product-Specific Suppliers]
        Filter -- Type --> S2[Filter: Mfr / Trader / Sup]
        Filter -- Discovery --> S3[General Search / Web Links]
    end

    subgraph Action["3. Execution & Tracking"]
        S1 --> Send[Send RFQ via Email/WA]
        S2 --> Send
        S3 --> Audit[Log Search Count & Contacts]
        Audit --> Dedup{Check and Exist?}
        Dedup -- Yes --> Flag[Link to Existing Master]
        Dedup -- No --> New[Create New Potential Lead]
        New --> Send
    end

    subgraph Feedback["4. Performance Loop"]
        Send --> Response[Capture Rates]
        Quality[Material Pass/Fail] --> Rank[Update Supplier Ranking]
        Rank --> Selection
    end

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