# Convert to RFQ

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

URL: https://www.procureflow.ai/docs/sourcing-requests/sourcing-to-rfq



<Callout type="info" title="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 <GuideRole>Procurement Buyer</GuideRole> and <GuideRole>Procurement Admin</GuideRole> roles.
</Callout>

<Steps>
  <Step>
    Go to Sourcing Requests [#go-to-sourcing-requests]

    From the top navigation:

    1. Click **Sourcing & Requests**.
    2. 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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/01.png" alt="Step 1 – Sourcing Requests list showing OPEN and DRAFT requests" caption="Step 1 – Sourcing Requests list showing OPEN and DRAFT requests" />

    <GuideTip>
      **Tip:**

       Use the State filter to show only OPEN sourcing requests for a quicker scan.
    </GuideTip>
  </Step>

  <Step>
    Open the Sourcing Request [#open-the-sourcing-request]

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

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

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

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/02.png" alt="Step 2 – OPEN Sourcing Request showing header details and line items" caption="Step 2 – OPEN Sourcing Request showing header details and line items" />

    <GuideNote>
      **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.
    </GuideNote>
  </Step>

  <Step>
    Click "Confirm & Create RFQ" [#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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/03.png" alt="Step 3 – Confirmation dialog before creating the RFQ" caption="Step 3 – Confirmation dialog before creating the RFQ" />

    Click **Confirm** to proceed.

    <GuideWarning>
      **Important:**

       This action closes the Sourcing Request and cannot be undone. The SR moves to CLOSED state immediately.
    </GuideWarning>
  </Step>

  <Step>
    SR closes and RFQ begins creating [#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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/04.png" alt="Step 4 – SR is now CLOSED; success toast confirms RFQ creation has started" caption="Step 4 – SR is now CLOSED; success toast confirms RFQ creation has started" />
  </Step>

  <Step>
    Linked RFQ appears in the header [#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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/05.png" alt="Step 5 – The closed SR header now shows the Linked RFQ reference" caption="Step 5 – The closed SR header now shows the Linked RFQ reference" />
  </Step>

  <Step>
    New draft RFQ is ready [#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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/06.png" alt="Step 6 – New draft RFQ pre-filled from the Sourcing Request" caption="Step 6 – New draft RFQ pre-filled from the Sourcing Request" />

    <GuideTip>
      **Next step:**

       Complete Step 2 (Review & Select Suppliers) and open the RFQ to start the bidding round.
    </GuideTip>
  </Step>

  <Step>
    Open a DRAFT Sourcing Request [#open-a-draft-sourcing-request]

    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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/07.png" alt="Step 7 – DRAFT Sourcing Request with the &#x22;Convert to RFQ Now&#x22; button" caption="Step 7 – DRAFT Sourcing Request with the &#x22;Convert to RFQ Now&#x22; button" />

    <GuideNote>
      **Note:**

       The 

      **Convert to RFQ Now**

       button is only shown for Procurement Buyer and Procurement Admin roles on DRAFT SRs.
    </GuideNote>
  </Step>

  <Step>
    Click "Convert to RFQ Now" and confirm [#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.

    <GuideScreenshot src="/docs/screenshots/sourcing-requests/sourcing-to-rfq/08.png" alt="Step 8 – &#x22;Convert to RFQ Now?&#x22; confirmation dialog" caption="Step 8 – &#x22;Convert to RFQ Now?&#x22; confirmation dialog" />

    <GuideWarning>
      **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.
    </GuideWarning>

    <GuideTip>
      **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.
    </GuideTip>
  </Step>
</Steps>