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RFQ Management Use Cases (RFQ)

Module Purpose: Standardize the process of requesting prices from suppliers, manage supplier performance through quality-based ranking, and optimize research for new products through the General Purchase workflow.

Use Case Quick Reference

ID Title Priority
US-RFQ-001 RFQ Initiation (Domestic/Import) P1
US-RFQ-002 Supplier Selection Triage P1
US-RFQ-003 Quality-Based Supplier Ranking P2
US-RFQ-004 General Purchase Research Audit P1

US-RFQ-001: RFQ Initiation (Domestic/Import)

Purpose: Enable users to request price quotes for specific product grades from domestic or international suppliers.

Property Value
Actor Procurement Team, Sales Rep
Trigger Missing price in Quote OR Mgmt Directive
Priority P1

Main Success Scenario

  1. Requirement Selection
  2. User selects Product Grade and Quantity.

  3. User selects RFQ Type: Domestic (INR) or Import (USD/Global).

  4. Trigger Source Capture

  5. System auto-tags the source: "Sales Request", "Management", or "General Purchase".

  6. Inquiry Dispatch

  7. User selects target suppliers (see US-RFQ-002).
  8. System auto-generates RFQ document and sends via Email/WhatsApp.

US-RFQ-002: Supplier Selection Triage

Purpose: Provide a filtered selection interface to ensure RFQs are sent to the most relevant and highest-performing vendors.

Property Value
Actor Procurement User
Priority P1

Main Success Scenario

  1. Selection Categories

  2. System displays three categories/tabs for selection:

    • Tagged Suppliers: Those explicitly linked to this product in the master.
    • Supplier Type: Filters by Manufacturer, Trader, or Supplier tags.
    • All Vendors: Full searchable vendor database.

  3. Supplier Data Display

  4. System displays the Supplier Type (Manufacturer/Trader/Supplier) prominently on each card.
  5. System displays the Current Ranking (1-5 stars or Score %).

US-RFQ-003: Quality-Based Supplier Ranking

Purpose: Automatically adjust supplier rankings based on the quality of materials received, ensuring procurement prioritizes reliable vendors.

Property Value
Actor System, Quality Lab Team
Priority P2

Main Success Scenario

  1. Quality Result Ingestion

  2. System receives event from the Quality module: Batch Result: Pass or Batch Result: Fail.

  3. Ranking Update

  4. For a Pass: Supplier's positive weight increases.
  5. For a Fail: Supplier's ranking is penalized.

  6. System recalculates the global rank for the specific Product + Supplier pair.

  7. Selection Impact

  8. Higher-ranked suppliers are sorted to the top of the list in US-RFQ-002.

US-RFQ-004: General Purchase Research Audit

Purpose: Capture the research activity and contact discovery process for new or non-standard products.

Property Value
Actor Procurement Researcher
Priority P1

Main Success Scenario

  1. General Purchase Entry

  2. User enters Product Name and Target Research Sources (Website Names/Links).

  3. Activity Logging

  4. User logs: "Searched on IndiaMart (3 searches)", "Checked ChemOrbis (1 search)".

  5. User adds discovered contacts: Email ID and Phone Number.

  6. Deduplication Check

  7. For every contact entered, system performs a sub-second lookup:
    • SELECT count from suppliers_contacts WHERE email = X.
  8. If found: System flags "Contact already exists in [Supplier Name]".
  9. If new: System prompts to "Convert to Potential Supplier".

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