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Exporting RFQ Data After Selecting an Awarded Supplier to support your ERP purchase requisition

This article explains how to export all data related to an RFQ in Axya after selecting the awarded supplier, so that you can support your purchase requisition in your ERP (e.g., SAP) with the full data of your RFQ process in just a few clics.

English video to be added soon

1. Exporting data after selecting an awarded supplier

Once a decision is made in Axya and an awarded supplier is selected, it becomes possible to export all the data required to support your purchase requisition in your ERP (SAP or any other system).
In this example, the awarded supplier is Arina Test.

2. Accessing export options

To export the information:

  • Open the RFQ.

  • Click the three dots in the General Information section.

  • Select Extract all information.

This automatically generates a comprehensive summary PDF of the entire RFQ.

3. Content of the summary PDF

The PDF document consolidates all essential information:

a. General information

  • Request creator

  • Creation date

  • Invited suppliers

  • RFQ status

b. RFQ details

  • Items requested (name, quantity, etc.)

  • Information that was sent to suppliers

c. Awarded supplier data

  • Name of the awarded supplier

  • Point of contact

  • Submission details (e.g., 10,000 $ price, proposed lead time, comments)

  • Communications exchanged (also visible in the Access section)

d. Submissions from other suppliers

  • Total prices (as shown in the Submissions tab)

  • Participation status

  • Global summary of all offers

4. Exporting files provided by suppliers

Some suppliers upload PDFs or other attachments to justify their submissions.
In this case:

  • Click Download all files.

  • Axya generates a ZIP file containing all attachments.

By following this process, you will obtain:

  • A summary PDF of the RFQ process

  • A ZIP file containing all attachments submitted by suppliers

5. Using exports in your ERP

All exported files can be uploaded into your ERP’s purchase requisition module, which will provide full visibility to other stakeholders on the RFQ process that was performed.
This allows the purchasing department to:

  • Verify the compliance of the completed RFQ process

  • Access all data and supporting documentation

  • Prepare and issue the purchase order with confidence, without needing to follow up with you for missing information

If you have any additional questions please contact us at: customerservice@axya.co