Purchasing RFQs

This page describes the purchase_rfqs sub-module in src/cluster_erp/modules/procurement/purchase_rfqs/. A purchasing RFQ (PurchaseRfq) asks several vendors to quote for the same lines. The buyer records or receives their quotations, compares and scores them, and awards lines; the award creates purchase orders. The customer-side RFQ of the crm module is a different record; see CRM RFQs.

Scope and source¶

• Defined in: models.py (seven classes), services.py (PurchaseRfqService), routes.py, portal_routes.py, and metadata.py of the sub-module.
• Count: 7 tables, 34 routes (32 in routes.py and 2 in portal_routes.py, counted with grep for @router.), 6 ActionMeta entries.

RFQ fields¶

Child records¶

Vendor statuses are invited, viewed, responded, declined, no_bid, awarded, and rejected (src/cluster_erp/modules/procurement/purchase_rfqs/models.py:163-167). Quotation compliance is compliant, non_compliant, or pending (src/cluster_erp/modules/procurement/purchase_rfqs/models.py:221-224).

Statuses and actions¶

The service maps each action to a target status and the allowed source statuses (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:61-69).

stateDiagram-v2
 [*] --> draft
 draft --> sent: send
 sent --> under_evaluation: start_evaluation
 under_evaluation --> sent: reopen_bidding
 under_evaluation --> awarded: award
 awarded --> closed: close
 draft --> cancelled: cancel
 sent --> cancelled: cancel
 under_evaluation --> cancelled: cancel
 cancelled --> draft: reopen

In prose: send needs a complete draft; the completeness check asks for at least one line, at least two vendors, a quotation deadline, and, for weighted_score, criteria weights that total 100 (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:287-313, src/cluster_erp/modules/procurement/purchase_rfqs/services.py:386-450). reopen_bidding increases round_no and sets vendors that had responded or viewed back to invited (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:326-344). award has a route but no ActionMeta; the web app awards from the custom widget purchase_rfq_comparison (src/cluster_erp/modules/procurement/purchase_rfqs/routes.py:221, gated_apps/procurement/app.js:1655).

RFQ routes¶

Scoring and award¶

• Criteria can change only while the RFQ is draft (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1010-1021).
• The criteria price and delivery are scored automatically; others take the manual score (src/cluster_erp/modules/procurement/purchase_rfqs/models.py:276, src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1152-1157).
• The automatic price score is the lowest compliant total divided by the quotation total, times 100. The delivery score uses lead times the same way. A non-compliant quotation scores 0 (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1125-1149).
• The weighted score sums weight divided by 100 times score. Compliant quotations always rank above non-compliant ones (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1150-1214).
• For a sealed bid, comparison returns only a summary while the RFQ is sent (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:255-258, src/cluster_erp/modules/procurement/purchase_rfqs/services.py:840-848).
• award takes pairs of RFQ line and quotation line, marks them is_awarded, sets winning vendors to awarded and the others that took part to rejected, and creates one purchase order per winning vendor through PurchaseOrderService (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1215-1292, src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1293-1338).

Vendor portal¶

An invited vendor can view the RFQ and submit a quotation through /portal/rfqs/{token} without a user session. The token is minted per vendor when it is invited, is stored as a digest, and expires after PORTAL_TOKEN_TTL_DAYS (30) days (src/cluster_erp/modules/procurement/purchase_rfqs/portal_routes.py:1-10, src/cluster_erp/modules/procurement/purchase_rfqs/services.py:605-618). A submission is accepted only while the RFQ is sent and before the deadline (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:1505-1530).

Constraints and validation¶

• Lines and vendors can change only while the RFQ is draft or sent (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:452-458).
• A buyer-entered quotation is accepted only while the RFQ is sent or under_evaluation; it records the current round and sets the vendor to responded (src/cluster_erp/modules/procurement/purchase_rfqs/services.py:705-748).
• Money and scores are Numeric: unit price Numeric(18, 4), weight and score Numeric(6, 2) (src/cluster_erp/modules/procurement/purchase_rfqs/models.py:260, src/cluster_erp/modules/procurement/purchase_rfqs/models.py:313, src/cluster_erp/modules/procurement/purchase_rfqs/models.py:332).

Terms introduced¶

Related pages¶

• Procurement module
• Purchase requests
• Purchase orders
• Purchasing quotations module

Verified against commit 92f8051 on 2026-11-13.