RFQ process - AX is doing wrong

Generally most of organizations will follow the RFQ creation process as mentioned below.

RFQ will be created for new materials or against the approved purchase requistions( PR’s should be approved by concern department head).

“Request for Quotation” button in the Purchase requisition which will be enabled only when the PR status is “In review”. So, an RFQ can be created only when the status of the PR is “In review” .You cannot perform any actions on the purchase requisition, such as completing, rejecting, or approving it, while the RFQ is in progress.

But when it comes AX RFQ process is against to organizations process.

Second point is RFQ can be created only by the user who has to either review it or approve it. But in the normal scenario RFQ will be created by Purchase officer and there is no rule to approve the PR.

In order to create RFQ from PR, the user must be an approver but in real business scenario there is no rule purchase officer to approve the PR.

Ex: user1 is creating the Requisition, user2 has to review it and user3 needs to approve it.

So, if the PR is “In review” state and it is waiting to be reviewed by user2, then only the user2 can create the RFQ. No other users can create the RFQ from the PR.

So my point is AX RFQ proces it self wrong .

Could any body noticed why AX is doing in a different manner ?

Thanks in advance.

I would disagree with your statement saying “most” follow that process.

In my experience most do not. Purchase Requisitions are predominantly used for non-inventory items. When they are used for inventory they are predominantly related to a new product development process and then the small percentage as per a normal re-quote for price purpose. They are not linked to purchase requisitions because the concept is to obtain a price from multiple vendors, although they can then turn into purchase orders, due to the process and the nature of it the integration with a Purchase Requisition is not usually undertaken. In main this is because the RFQ process is given to purchasers to get prices, and they generally have controls not to go through the Requisition process.

The idea of the process outlined is a user requests an item they have never stocked, and from this a RQ is raised, which is why it is in review. Naturally the PR is in limbo until you have completed the RFQ because you cannot say where you are getting it from until all quotes are in and assessed. I disagree with your statement that an approved PR is required before an RFQ is raised - only once the RFQ is finalised can the requisition be approved.

Personally I always see them as fundamentally different.

However when the PR requires an RFQ you have to ensure your workflow covers this so that the reviewer is the person raising the RFQ.


I agree with your argument on having RFQ process to be available for an approved PR. The main reason that I would agree with you is, What if the approver rejects the PR after the RFQ process is over? then the total efforts spent on sending the RFQs, RFQs evaluation will go vain.

On the other hand, you can still have the standard AX work for you.

Let’s say you have 10 approvers and your intention is to start the RFQ procss only when this 10 approvers approve the PR. In that case, add the person who initiates the RFQ as 11th approver.

Design your work flow in such a way that if the 10th Approver approves the PR route it to 11th so that it can still be “In review” and he can proceed with RFQ.

if the 10th approver rejects it then end the workflow.

Thanks Mr. Santosh to understand my point.

My point is Purchase officer is not all part of the approval process , why I need to add him as a approver.

Major issue is why only when PR is in review process only , we can create the RFQ , what is the problem of after approved and what is the logic behind that ?

I am really not understanding why MS had designed in a wrong manner. ?