01Finance and accounting · module
Purchasing: RFQs and purchase orders
Multi-supplier RFQs, side-by-side quote comparison and purchase orders
- RFQ
- RFQ line item
- Supplier quote
- Supplier quote line item
- Purchase order
- Purchase order line item
- Cost center
- Cost center budget
- Budget category
- 12
- capabilities
- 9
- record types
- 3
- automations
- 0
- integrations and AI tools
02What the module does
Less routine. More value.
Draivix’s purchasing module guides procurement from sending an RFQ to multiple suppliers through comparing their quotes to issuing a purchase order. Your company keeps all quotes, the purchase order and received invoices linked to a single RFQ, and tracks costs across cost centers and budgets.
- One RFQ for multiple suppliersPrepare an itemized RFQ for one or more suppliers at once, without writing the same specification separately for each vendor.
- Send RFQs to everyone at onceEmail the RFQ to all selected suppliers in a single action. No manual one-by-one sending, and every supplier gets the exact same request.
- Side-by-side quote comparisonRecord supplier quotes against the RFQ and compare them side by side. Make your decision from a single clear view instead of digging through a pile of emails.
- Line items and discounts per quoteEach supplier quote tracks its own line items and discounts, so you can see exactly what each vendor is offering and on what terms when comparing them.
- Purchase orders without retypingConvert a supplier quote or RFQ into a purchase order. You do not need to re-enter line items, and the order builds directly on what you selected.
- Purchase orders straight from salesCreate a purchase order directly from a customer quote or sales order. Purchasing connects straight to what you quoted or sold.
- Control who can place ordersRelease, withdraw, or cancel a purchase order with separate permissions for each action. You decide who is allowed to do what.
- Planning sees incoming stockA released purchase order serves as a supply source for planning. Your plans factor in goods that are already on order.
- Purchasing linked to inventoryEvery purchase order is linked to a goods receipt and a received invoice. You can trace received goods and the invoice from one place.
- Costs by cost centerAssign documents and received invoice lines to cost centers. Track costs according to where they originated in your company.
- Budgets by categoryManage cost center budgets by category and recalculate them in bulk. Maintain a clear overview without updating each budget individually.
- Conversions tailored to your businessCustom conversions between documents can be added without a new system release. Your company's specific workflow does not have to wait for a new version.
03How it works
How it works step by step.
RFQs and supplier quotes
Prepare an itemized request for quotation (RFQ) for one or more suppliers and email it to all of them in a single action. Log the incoming quotes against the RFQ and open a side-by-side comparison.
Read in detail
Each supplier quote carries its own line items and discounts. Convert the winning quote into a purchase order, or create a purchase order directly from an RFQ, a customer quote, or a sales order.
Purchase orders
A purchase order stays in draft until you release it. You can revoke the release or cancel the order altogether. Each action has its own permission, giving you full control over who is authorized to place orders.
Read in detail
A released purchase order serves as an incoming supply source for planning and links directly to a warehouse goods receipt. When the supplier’s invoice arrives, the system compares it against the purchase order and goods receipt line by line.
Cost centers and budgets
Assign RFQs, purchase orders, received invoices and even individual invoice lines to a cost center. Maintain category budgets for each cost center and recalculate them with a bulk action.
Read in detail
Custom document conversions—such as a tailored sales-order-to-purchase-order conversion—can be configured for your instance without waiting for a new system release.
04What runs automatically
Automations that save time.
Order feeds into planning
When you release a purchase order, it is reflected in planning as a supply source. Your plan accounts for what has already been ordered.
Automatic invoice matching
A received invoice is automatically compared against the purchase order and goods receipt. Discrepancies appear without anyone checking them line by line.
Recalculate budgets at once
Run a bulk action to recalculate cost center budgets. You do not need to open and update them one by one.
05Frequently asked questions
Can I send a single RFQ to multiple suppliers?
Yes. You can email an RFQ to all selected suppliers in a single action and then compare their quotes side by side.
What can I create a purchase order from?
From an RFQ, a supplier quote, a customer quote, or a sales order.
Who is allowed to send a purchase order to a supplier?
Releasing, withdrawing, and canceling a purchase order each have their own permissions, which you configure in roles.
Does a purchase order connect to inventory and received invoices?
Yes. It links to a goods receipt in inventory, and the received invoice is compared against the purchase order and goods receipt line by line.
- Warehouse managementWarehouses, bin locations, goods receipts, issues, transfers and stocktakes built on an immutable movement ledger
- Material requirements trackingMaterial requirements from production orders and immutable fulfillment records
- Pohoda accounting integrationExport invoices and documents to Pohoda via mServer and sync data back
- Project managementProjects from quote to invoice: plans, Gantt charts, costs, milestones and handover
- AI document data extractionTurns invoices from emails or PDFs into draft documents ready for your review
- Issued invoices and paymentsInvoices, advance invoices, credit notes, and tax documents for payments with gap-free numbering
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