Purchasing: Requests for Quotation (RFQ) and 3-Way Invoice Matching — A Guide from Scratch

Before buying a material you ask several suppliers for a price, choose the best quote and place an order; the goods arrive, then the invoice arrives. This guide covers the whole cycle: the Purchasing window sends the request for quotation, collects the quotes and compares them by true cost; the Invoice Matching window puts the order, the delivery note and the invoice side by side and blocks an invoice with a difference outside tolerance until someone decides.

1. Two windows, one cycle

Both windows are in the Purchasing group of the dock:

Purchasing — requests for quotation: items, suppliers, sending, quotes and comparison, conversion into purchase orders (sections 2-5).
Invoice Matching — five tabs: Matching queue, Goods receipt, Invoice delivery notes, Tolerances, Period scan (sections 6-10).

Orders, delivery notes and invoices are always written through the program's existing document paths: a purchase order created here appears in the Orders list, a goods receipt note among the delivery notes, an invoice among the invoices. The new windows only store the quote, the selection and the matching decision separately.

2. Request for quotation (RFQ) — four steps

In the Purchasing window press New request for quotation. The wizard has four steps:

Items — search by stock code or name and add items; enter the quantity and the requested delivery date. Add from purchase requests turns open purchase requests (Departments › Purchasing, MRP suggestions) into items with one click; once ordered, that request becomes "converted to order". The card's last purchase price is stored next to every item as a reference.
Suppliers — search business partners to add suppliers. The email and phone come from the partner card; you can correct them for this request (the card does not change). A supplier with no contact details on its card is marked "No contact details".
Send — choose a channel. Automatic: if the supplier has an email address the request for quotation is attached to an email as a PDF, otherwise a WhatsApp message is sent, and if neither exists it is printed. Every send creates a portal link for that supplier (section 3).
Quotes and comparison — incoming quotes appear in an item × supplier table; you make the selection and convert it into orders (sections 4-5).

RFQ number. A request for quotation takes its number from the document series when it is first saved; the default template is RFQ{yyyy}{000000} (e.g. RFQ2026000001). You can change the template on the Settings › Document series screen. The items of a request that has been sent cannot be changed; deleting a sent request cancels it and its number is never reused.

If the message service is down. Email and WhatsApp go through the message service. If the service is not running the program does not claim "sent": the channel falls back to Print and link, you print the document or download the PDF, and pass the portal link to the supplier yourself with Copy link.

3. Supplier portal

So that the supplier can enter its own quote, every send creates a personal link with a token. There is no login or password; the supplier who opens the link sees only its own request and cannot see other suppliers' quotes or any other data of your company.

For each item the supplier enters the unit price, discount and delivery time; for the whole quote it enters the currency, payment terms, freight amount, validity date and a note. If it will not quote at all, it presses I will not quote.
It can update its quote as often as it likes until the quote deadline. The link is valid until the end of the day of the quote deadline; without a deadline, for 14 days. Once the request is closed the portal stops accepting quotes.
The portal opens in Turkish, English and Indonesian; the supplier can switch the language on the page.

Quotes are imported by themselves. When the buyer opens the request, quotes waiting in the portal are imported automatically ("N quotes imported from the portal"). A user who receives a quote by phone or email fills in the same form with Enter quote on the supplier row; that quote is marked "internal entry". The portal link is shown only once, on the sending screen; resending creates a new link and the old one becomes invalid.

4. Comparing quotes: true cost

The cheapest unit price is not always the cheapest purchase: one supplier charges freight separately, another gives 90 days' payment terms, a third delivers late. That is why the table calculates a true cost for every cell:

True cost = line value (TL) + freight share − payment terms benefit + late delivery penalty. Line value = quantity × price × (1 − discount) × exchange rate. Freight share: the quote's freight amount is spread over the items in proportion to their value. Payment terms benefit = value × monthly financing rate × payment days / 30. Late delivery penalty = every day after the requested date × daily late delivery penalty rate × value. You can set the two rates (monthly financing, daily late penalty) separately for each request.

Green cell = the best true cost for that item. Yellow badge = the lowest unit price. If they are in different cells, the quote that looks cheap ends up costing more because of freight, payment terms or late delivery.
A quote past its validity date is shown as "Expired" and is never counted as the best.
The Last purchase column is the card's last purchase price; it shows how far the quote deviates from it.
Below the table there are two totals: the best when buying everything from a single supplier, and the total true cost with the best choice per item; the difference is the "savings from the mixed selection".

5. Selection and conversion into orders

You can choose the supplier separately for each item (partial winners): you buy the screws from company A and the gaskets from company B. Pick by tapping the cell, or let Apply suggestions pick the best true cost for every item. Items left without a quote are counted separately.

Convert to order writes one purchase order per supplier from the selected items. The price goes in the quote's currency and exchange rate; the order's delivery date is the earliest requested date of its items, or today + delivery time if no date was requested. Thanks to this date the order shows up as an expected receipt on the Delivery Promise screen. If the operation stops halfway, the orders already written stay marked; pressing again never writes the same order twice.

Supplier performance. The supplier performance report among the company reports (Reports) now also shows quote columns: requests sent in the period (invitations), the quote response rate, the average response time (hours) and the win rate (items selected / items quoted).

6. Goods receipt

In the Invoice Matching window open the Goods receipt tab, type the order number and press Load order. The order balance appears on every line; enter the Received quantity and press Create goods receipt note. The delivery note is written and the order balance drops by that amount. If the goods arrive in parts, every delivery becomes a separate delivery note (partial delivery); the order stays open until its balance reaches zero.

If quality control (incoming inspection) is used, the rejected quantity is subtracted from the accepted quantity; matching uses "received − rejected".

7. Invoice delivery notes

When the supplier's invoice arrives, the Invoice delivery notes tab lists the purchase delivery notes not yet invoiced. Select one or more delivery notes of the same supplier and press Combine selected into one invoice. The invoice is written and 3-way matching runs at once; the result appears as "Invoice created: no. Matching: status". If the supplier's invoice price differs, correct the invoice later on the invoice card; the correction recalculates the match.

A purchase invoice entered directly without a goods receipt is matched as well; in that case the invoice's own delivery note counts as "received with the invoice".

8. 3-way matching and statuses

3-way matching compares every line of a purchase invoice with three documents: the order (how many we ordered and at what price), the delivery note (how many arrived and how many quality rejected) and the invoice (how many were invoiced and at what price). It runs by itself when a purchase invoice is saved; the result appears on the Matching queue tab. A line has one of these statuses:

Status	What it means	Blocked?
Matched	Quantity and price are within tolerance.	No
Price variance	The invoice price differs from the order price by more than the price tolerance. If the invoice is more expensive it is blocked; if it is cheaper only a note is added.	Yes, if dearer
Over-invoiced	More than ordered has been invoiced (including earlier invoices on the same order), or a quantity rejected in quality control has been invoiced.	Yes
Quantity variance	The order is closed but was received or invoiced short.	No
Invoice without delivery note	There is no separate goods receipt; the invoice was entered with its own delivery note. Only counted while the "separate goods receipt required" setting is on.	Yes
Invoice without purchase order	The line could not be linked to any purchase order.	Only by setting
Received not invoiced	The goods were received but no invoice has arrived for N days. It is a monitoring line.	No

What if the order was deleted? A fully invoiced purchase order is removed from the list by the program and moved to a backup. In that case matching reads the order quantity and price from the order's original state (from the backup), so later reductions do not spoil the comparison.

The Period scan tab runs 3-way matching on all purchase invoices in the date range you choose; use it to review older invoices in bulk. With Dry run ticked nothing is written; only the result (number of invoices, lines and blocked invoices) is shown.

9. Tolerances

Nobody should be bothered with small differences. Only an administrator can change the settings on the Tolerances tab:

Setting	What it does	Default
Quantity tolerance (%)	A difference up to this percentage from the ordered or accepted quantity counts as a match.	2%
Price tolerance (%)	The invoice price may differ from the order price by up to this percentage.	1%
Amount threshold	Differences below this amount are ignored (even if the percentage is exceeded).	10 TL
Received-not-invoiced days	Goods receipts with no invoice after this many days go to the queue.	15 days
Match automatically when a purchase invoice is saved	When off, matching only runs through the period scan or manually from the queue.	On
Separate goods receipt required	When on, an invoice entered without a goods receipt note becomes "Invoice without delivery note" and is blocked.	Off
Block purchase invoices without an order	When on, an invoice that cannot be linked to an order is blocked; when off it is only flagged.	Off

10. Deciding on a blocked invoice

Select an invoice in the queue; on the right the order, delivery note and invoice appear side by side line by line, with each difference explained. There are three decisions:

Accept difference — the difference is knowingly accepted, the block is lifted and the invoice is released for payment and accounting.
Reject — the invoice stays blocked; a correction (a return invoice or a new invoice) is expected from the supplier.
Put on hold — the decision is postponed (e.g. the missing goods are on the way); the invoice stays blocked.

For accept and reject you must write a reason of at least 5 characters. To decide you must be an administrator or a finance approver (Corporate › approvers).

A blocked invoice also shows up elsewhere. (1) It lands in the Cockpit › Approvals queue as a "fatura-eslesme" request; a decision made there is carried over here. (2) Writing a payment receipt to this supplier shows a warning; the receipt is not prevented, you read the warning and continue knowingly. (3) In Accounting posting, a "matching pending" warning is added to the invoice's voucher. (4) If the invoice data (quantity, price, delivery note) changes later, the match is recalculated and the previous decision is reset.

The purchase invoice card carries a 3-way badge: green means matched, yellow/red means a difference or a block. Clicking the badge opens this window on that invoice's match.

11. On the phone (Garden interface)

Purchasing — requests are listed as cards. Tapping a card gives three steps: Summary, Quotes (quote cards for each item; you choose by tapping) and Approval (convert to order, share link).
Invoice Matching — invoices awaiting a decision are listed as cards. Tapping a card gives three steps: Summary, Differences (line cards: order / delivery note / invoice) and Decision (accept, reject or hold; reason).

General information about the phone interfaces: Mobile.

12. Permissions

Action	Required permission
Seeing the windows	Supplier (purchasing) permission or the orders module (Purchasing); supplier or the invoices module (Invoice Matching).
Writing and sending requests for quotation	Administrator or supplier permission; a read-only user can only view.
Writing orders, delivery notes, invoices	Each document requires its own entry permission (order entry, delivery note entry, invoice entry).
Matching decision	A separate permission: administrator or finance approver.
Changing tolerances	Administrator only.

Related guides: Document Entry · Delivery Promise · Departments · Document series · Cockpit · Mobile.