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Using the RFQ Dashboard

This page explains how to use the RFQ Dashboard as a planner: create an RFQ, send it to vendors, view quotes, cancel an RFQ, accept a quote, and complete the assignment.

Where to open it: Sidebar → Operations → RFQ Dashboard.

Creating an RFQ​

  1. In the Create RFQ section, use the booking list to select the booking you want to get quotes for.
    • Only bookings that are Booked or Redelivery and that do not already have an RFQ appear in the list.
  2. Choose the expiry date—the last date and time when vendors can submit a quote.
  3. (Optional) Enter a Fixed price (RM) if you want vendors to accept a preset amount instead of quoting. When set, vendors cannot enter a price; they only accept and provide truck and driver details.
  4. Click Create RFQ.
    • The system creates the RFQ and shows it under Active RFQs.
    • You can only have one RFQ per booking; if a booking already has an RFQ, it won’t appear in the create list.

Viewing active RFQs​

In Active RFQs you see each RFQ with:

  • RFQ ID and booking reference
  • Customer name
  • Status: Open, Closed, Cancelled, or Expired
  • Fixed: RM X,XXX badge — Shown when you set a fixed price; vendors can only accept that amount.
  • Awaiting quotes badge — Shown on open RFQs that have no quotes yet.
  • Expiry date
  • Truck requirement and route (e.g. pickup city → delivery city)
  • Number of quotes received

Expand a row to see:

  • Booking details – Full pickup and delivery addresses and dates, and truck requirement.
  • Quotes – Each quote with vendor name, quoted amount, truck, and driver. From here you can Accept the quote you want.

Sending the RFQ to vendors​

You can send the vendor link in three ways:

  • Use Copy link on the RFQ row.
  • The full link is copied so you can paste it into any chat, email, or message.
  • Vendors open this link to see the job and submit their quote (no login).

2. Share via WhatsApp (generic)​

  • Use the WhatsApp icon to open WhatsApp with a pre-written message that includes the job summary and the link.
  • You can send this to anyone; the link is the same for all.
  • Use this when you don’t need to pre-identify the vendor in the link.

3. Send to selected vendors​

  • Click “Send to selected vendors”.
  • A list of vendors (from your system) appears. Select the vendors you want to invite.
  • Click “Send to N vendors via WhatsApp”.
  • WhatsApp opens for each selected vendor with:
    • A personalized message (job summary, pickup/delivery, truck requirement; fixed price if you set one), and
    • A link that includes that vendor’s details.
  • When that vendor opens their link, they will see “Submitting as: [Vendor name]” and can use truck and driver suggestions from their own fleet (or type manually).
  • If you set a fixed price, the WhatsApp message states the amount and that vendors can only accept it (no quote needed).
  • This is the best option when you want each vendor to get their own link and see their name on the form.

Cancelling an RFQ​

  • On an Open RFQ, use the cancel (X) icon.
  • Confirm with “Yes, cancel” or “No”.
  • After cancellation, the RFQ status becomes Cancelled and the vendor link will no longer accept new quotes.

Accepting a quote and going to Quick Assign​

  1. Expand the RFQ and find the quote you want to accept.
  2. Click Accept on that quote.
  3. When the message appears: “Assign this booking to this vendor? You will be redirected to Quick Assign to complete the assignment.”
    • Click Yes if you want to assign now.
  4. You are taken to the Planning (Quick Assign) page with:
    • Vendor and Vendor ID
    • Truck (from the quote)
    • Driver and Driver phone
    • Tonnage (from the quote)
    • Agreed price (quoted amount)
  5. Check the details and click Confirm & Assign to complete the assignment. You can change any field before confirming if needed.

RFQ History​

  • From the RFQ Dashboard, click History to open the RFQ History page.
  • There you can filter by status, booking reference, vendor, and date range, and export the list (e.g. to CSV).
  • Use “Back to RFQ Dashboard” to return to the main dashboard.

Next steps​