Buyer decision guide
Control RFQ Revisions Before Supplier Award
Keep supplier prices, samples and approvals tied to the same RFQ revision so late changes do not disappear into chat history.
Open the toolPrepare a controlled input
The calculator or checklist is only as useful as the commercial and product facts entered into it.
Use this when
- Specifications change during sampling.
- Several suppliers received the requirement at different times.
- Price updates arrive through email or messaging apps without a consolidated revision.
Inputs to collect
- RFQ revision identifier and date
- Change description and reason
- Affected specification, process or packaging fields
- Supplier acknowledgment
- Requote or resample decision
- Buyer approval owner
Decision workflow
Keep the working basis visible so another reviewer can reproduce the conclusion.
Create the baseline
Issue one identifiable RFQ revision rather than an editable message thread.
Log material changes
Record what changed, why it changed and which outputs may be affected.
Obtain acknowledgment
Ask every active supplier to confirm the revision used for price, sample and lead time.
Carry it forward
Reference the approved revision in the quote comparison, purchase order and inspection brief.
The output should support a decision
A controlled RFQ and change log that connects supplier acknowledgment to later approvals.
Questions the output should answer
- Whether a supplier quote remains valid
- Whether a new sample or test is needed
- Which revision becomes the purchase and inspection basis
Check the failure points
- Overwriting the original RFQ
- Accepting verbal acknowledgment only
- Changing packaging without revisiting freight
- Letting the PO reference a different specification basis