Troubleshooting
First checks
Escalation
Troubleshooting: Vendor Quote Issues
Use this guide when a vendor cannot see an RFQ, cannot submit a quotation, submitted the wrong details, or cannot acknowledge a PO.
Vendor quote issues often come from wrong invitation email, expired RFQ deadline, missing vendor access, incomplete RFQ details, required attachments, or a supplier user expecting to see records not assigned to their vendor account.
First Checks
- Confirm the RFQ number, vendor name, invited email, deadline, and RFQ status.
- Check whether the vendor was actually invited to the RFQ.
- Confirm the vendor user is logging in with the same email that was invited.
- Check whether the RFQ deadline has passed or the RFQ was closed, cancelled, or awarded.
- Review required fields such as price, tax, delivery date, validity, documents, and notes.
- Ask the buyer/procurement officer to confirm vendor account status.
Common Vendor Quote Problems
| Problem | Likely Cause | Action |
|---|---|---|
| Vendor cannot see RFQ | Wrong email, not invited, vendor inactive, or RFQ closed. | Buyer checks vendor invitation and RFQ status. |
| Submit button missing | Deadline passed, required fields missing, or role issue. | Check RFQ status and required fields. |
| Quotation rejected | Missing price, tax, lead time, attachment, or terms. | Vendor updates quotation if allowed. |
| Wrong quotation details | Vendor entered wrong unit, currency, quantity, or delivery time. | Buyer decides whether correction is allowed. |
| PO acknowledgement missing | PO not issued to vendor portal or vendor contact wrong. | Procurement checks PO and vendor contact. |
Common Mistakes
- Sending RFQs to an outdated vendor email.
- Leaving the RFQ unclear, causing vendors to quote different items.
- Allowing a vendor to submit after deadline without recording the exception.
- Comparing quotations before required attachments or tax values are complete.
- Expecting vendor users to see buyer-only records.
Support format: Include RFQ number, vendor name, invited email, quotation number, deadline, visible message, and whether the vendor can log in.
Support escalation
Open support guide
Need help with this topic?
Capture the module, record number, branch or warehouse, user, visible message, and what you expected to happen before contacting support.