Convert to RFQ

How to confirm a consolidated Sourcing Request and create a new draft RFQ ready for supplier invitations and bidding.

Who can use this?

Confirming an OPEN Sourcing Request (Part 1) is available to all logged-in users.
Early conversion of a DRAFT Sourcing Request (Part 2) is restricted to Procurement Buyer and Procurement Admin roles.

Go to Sourcing Requests

From the top navigation:

Click Sourcing & Requests.
Select Sourcing Requests.

The list shows all requests with their current state.

Look for one with an OPEN badge, which means its consolidation window has closed and it is ready to convert.

Step 1 – Sourcing Requests list showing OPEN and DRAFT requests

Tip: Use the State filter to show only OPEN sourcing requests for a quicker scan.

Open the Sourcing Request

Click the reference number (e.g. SR-260600000023) to open the detail page.

Review the header to confirm the state is OPEN.
Check the assigned buyer.
Review the line items table below.

The AI Consolidation Reasoning section explains why these items were grouped together.

Step 2 – OPEN Sourcing Request showing header details and line items

Note: The Confirm & Create RFQ button appears in the top-right corner only when the SR is in OPEN state and has at least one line item.

Click "Confirm & Create RFQ"

Click the Confirm & Create RFQ button in the top-right.

A confirmation dialog appears showing the number of line items that will be transferred to the new RFQ.

The new RFQ starts in DRAFT state so you can add suppliers before opening it for bidding.

Step 3 – Confirmation dialog before creating the RFQ

Click Confirm to proceed.

Important: This action closes the Sourcing Request and cannot be undone. The SR moves to CLOSED state immediately.

SR closes and RFQ begins creating

After confirming, the Sourcing Request transitions to CLOSED state and a success toast appears: "Sourcing request confirmed. RFQ is being created."

The RFQ is generated in the background; it typically appears within a few seconds.

Step 4 – SR is now CLOSED; success toast confirms RFQ creation has started

Linked RFQ appears in the header

Once the RFQ is created, refresh the page.

A new Linked RFQ field appears in the sourcing request header with a clickable reference number.

Click it to open the new draft RFQ and begin configuring it for bidding.

Step 5 – The closed SR header now shows the Linked RFQ reference

New draft RFQ is ready

The new RFQ opens at Step 1: Confirm Details, pre-filled with the sourcing request's subject and line items.

The RFQ Summary panel shows the item count and the number of pre-loaded suppliers.

From here, review the RFQ details, then click Continue to Invite Suppliers to select which suppliers to invite for bidding.

Step 6 – New draft RFQ pre-filled from the Sourcing Request

Next step: Complete Step 2 (Review & Select Suppliers) and open the RFQ to start the bidding round.

A DRAFT sourcing request is still within its consolidation window, meaning other purchase request line items may still be added to it. Buyers and Admins can skip the remaining window and convert it immediately.

Open the DRAFT SR from the list.

Step 7 – DRAFT Sourcing Request with the "Convert to RFQ Now" button

Note: The Convert to RFQ Now button is only shown for Procurement Buyer and Procurement Admin roles on DRAFT SRs.

Click "Convert to RFQ Now" and confirm

Click Convert to RFQ Now in the top-right.

The dialog explains that converting now will skip the remaining consolidation window and that other sourcing requests are not affected.

Click Convert to RFQ to confirm.

Step 8 – "Convert to RFQ Now?" confirmation dialog

Important: Early conversion skips the consolidation window. Other PR line items that would have been added during the remaining window time will not be included in this RFQ.

After confirming: The SR closes and a new draft RFQ is created (the same result as Part 1). The Linked RFQ link appears in the header once generation completes.