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Closing a Request for Quotation (RFQ) in Axya (award or cancel)

This guide explains the different ways to close an RFQ in Axya, including cancellation, date extension, full award, and split awarding of items across suppliers. The information is based on typical user workflows within Axya.

Video to be added soon by Customer Success team

1. Cancel an RFQ entirely

If you want to close the RFQ without awarding any items:

Steps

  1. Open the RFQ.

  2. Click on the three-dot menu.

  3. Select Cancel Request.

Effect

  • Cancels all items contained in the RFQ.

  • The RFQ is closed and marked as canceled.

  • Suppliers receive a cancellation email notification if they had submitted a quote or an "intent to quote" on the RFQ previous to the cancellation.

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2. Extend the submission deadline

If suppliers need additional time to submit quotes:

Steps

  1. Open the RFQ and the same "..." three dots.

  2. Select Edit End Date.

  3. Set a new closing date.

Effect

  • Extends the RFQ submission period before final analysis. Notifies the suppliers of the extension with the new date. The email notification is sent only if they had submitted a quote or an "intent to quote" on the RFQ previous to the extension.

3. Review submissions and award items

Once all quotes are in, Axya provides several ways to review pricing, attachments, and comments.

Available Methods

3.1 Direct analysis from the submissions section

  • Review details of each supplier quote.

  • Use the Award this supplier button to:

    • Award all items to one supplier.

    • Notify the suppliers who had provided a quote. The winner gets a "selected" notification, while the remaining suppliers receives a "close loss" notification.

      generated-image-at-00:00:49

3.2 Side-by-side comparison (Quote Comparison tab)

Ideal for detailed, line-by-line evaluation.

Key features:

  • Customize displayed columns (name, quantity, unit price, etc.).

  • Convert pricing into another currency (e.g., USD).

  • Use smart selections (e.g., highlight lowest price).

  • Split items across suppliers.

Example:

  • Line 1 ↦ Supplier A

  • Lines 2 and 3 ↦ Supplier B
    A confirmation summary appears before finalizing.

generated-image-at-00:02:17

3.3 Manual, line-level awarding (Submissions tab)

  • Select multiple suppliers.

  • Assign each item manually.

  • Leave an item open (part remains in ongoing RFQ for further analysis, while closing the other ones)

  • Cancel a specific line while keepin others open or awarded

All these methods ultimately achieve the same result: a closed RFQ with your chosen item assignments.

4. Summary of ways to close an RFQ

Method Description
Cancel Request Closes the RFQ and cancels all line items. This notifies suppliers who have submitted a quore or those who indicated an “intention to bid.”
Edit End Date Extends the bidding period. This notifies suppliers who have submitted a quote or those who indicated an “intention to bid.”
Award All Items to One Supplier Closes the RFQ and awards 100% of the items. This notifies suppliers who have submitted a quote (a notification for the winner and a notification for the non-selected suppliers "close-loss").
Split Award Between Suppliers Available in the Quote Comparison tab. Sends notifications depending on awards or cancellations.
Leave Item Open Closes the RFQ for certain items but keeps other items open to continue the analysis later.

Conclusion

Axya provides multiple flexible options to close your RFQ according to your workflow: cancellation, deadline extension, complete awarding, or split awarding. All methods ensure the RFQ moves to your archived requests, notifies suppliers, and enables you to continue with data exports or purchase order creation.

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