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Smart RFQ: Streamlined Procurement Management Platform

Auxiliobits Technologies Pvt. Ltd. presents the RFQ (Request for Quotation) Dashboard, a powerful and intuitive tool designed to streamline procurement workflows. This case study explores the dashboard’s functionality, design, and impact, highlighting its ability to centralize RFQ management, provide real-time insights, and enhance decision-making for procurement teams.

RFQ Dashboard Overview

The RFQ Dashboard is a dynamic interface that centralizes the management and comparison of quotation requests from multiple suppliers. It offers real-time insights into procurement workflows, categorizing projects into three statuses: Active, Pending, and Completed. This ensures seamless navigation and track- ing.
Key Features
  • Naming Convention: Each RFQ follows a consistent format, RFQ_MonthName_Year (e.g., RFQ_Dec_2025_1), for chronological organization.
  • Supplier Tags: Displays associated suppliers with summarized contributor tags.
  • Search and Filters: Includes a search bar and tab filters for quick access to specific RFQs.
  • Visual KPIs: Displays key performance indicators at the top for a comprehen- sive view of progress and workload.
  • View Flexibility: Supports both list and card views to cater to user prefer- ences.
This intelligent design ensures efficient management of multiple RFQs, prevent- ing oversight and enhancing usability.

Creating a New RFQ/Project

The RFQ Dashboard features a user-friendly “Create New RFQ/Project” panel, guiding users through a streamlined process to initiate procurement projects with precision.
Key Features of the RFQ Creation Panel
  • Project Naming: Users enter a descriptive project name for easy tracking.
  • Supplier Selection: A checkbox interface allows selection from a predefined supplier list, including:
  • Apex Shipping Service
  • Beacon Logistics
  • EcoMarine Logistics
  • Everflow Cargo
  • Harborline Logistics
  • Infinity Shipping Co.
  • Nexus Transport
  • Oceanic Logistics
  • Skyline Carriers
  • Stellar Shipping Corp.
“Select All” and “Deselect All” buttons enable bulk actions.
  • Add New Supplier: Users can add new suppliers via a form with fields for Supplier Name and Email.
  • Demand Planning File Upload: A drag-and-drop interface supports upload- ing CSV files with correct headers.
  • Finalization: The “Create RFQ” button processes the data and integrates it into the dashboard.
  • Cancel Option: Allows users to exit without changes.
This module minimizes steps, offering flexibility and control for efficient RFQ creation.

RFQ File View

Each RFQ file provides a comprehensive view, enabling procurement teams to evaluate supplier performance and make informed decisions.
Key Filters
  • Select Lane: Filters data by specific transport lanes.
  • Temperature Control: Options include All, Temperature Controlled (Yes), and Non-Temperature Controlled (No).
  • Commodity: Checkbox filters for Electronics, Resin, Oils/Fats, Textiles, Ma- chinery, Chemicals, and Automotive Parts.
Supplier Recommendation Cards

The intelligent recommendation section displays three cards:
⦁ Best Overall Option
⦁ Alternative 1
⦁ Alternative 2
These are populated based on parameters like transit time, price efficiency, and recommendation score, providing lane-wise insights.

Supplier Recommendation Table
A sortable table displays supplier quotations with columns for supplier name, price, transit time, temperature control, and award status.
Data Table View

A structured table at the bottom includes:
⦁ Sorting functionality for each column.
⦁ A search box for quick data retrieval.
⦁ Import and export buttons for CSV/Excel integration.

RFQ Management Options

Options include:
  • Close RFQ: Available for Active or Pending statuses.
  • View More Details: Provides deeper insights.
  • Award/Unaward: Supports transparent decision-making. Alternative 2
These are populated based on parameters like transit time, price efficiency, and recommendation score, providing lane-wise insights.
Supplier Recommendation Table
A sortable table displays supplier quotations with columns for supplier name, price, transit time, temperature control, and award status.
Data Table View
A structured table at the bottom includes:
  • Sorting functionality for each column.
  • A search box for quick data retrieval.
  • Import and export buttons for CSV/Excel integration.
RFQ Management Options
Options include:
  • Close RFQ: Available for Active or Pending statuses.
  • View More Details: Provides deeper insights.
  • Award/Unaward: Supports transparent decision-making.
Comparison View
The Comparison View, activated by selecting multiple RFQs and clicking “Com- pare Selected,” provides a side-by-side analysis of supplier quotations.
Key Components
  • Top Cards (Status Summary): Displays color-coded status chips, creation date, and supplier count.
  • Filters Panel: Dropdowns for Lane, Business Entity, Commodity, and Con- tainer Type.
  • RFQ Comparison Matrix: Shows Price, Target Price, % Change, and Trend (Up/Down).
  • Improvement Suggestion: Add row highlights, sticky headers, and tighter spac- ing for clarity.

RFQ Selection Panel

The RFQ Selection Panel displays RFQs and associated suppliers for comparison.
Key Components
  • RFQ Tiles: Show supplier tags with dynamic selection feedback.
  • Floating Compare Button: Activates when multiple RFQs are selected.
  • Improvement Suggestion: Reduce empty space and add borders or shadows for visual depth.

Conclusion

The RFQ Dashboard by Auxiliobits Technologies Pvt. Ltd. is a robust, user-centric solution that transforms procurement management. Its intuitive interface, intelligent recommendations, and flexible views empower teams to manage RFQs efficiently, ensuring strategic and data-driven decisions.
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Auxiliobits is a global Software Consulting and Artificial Intelligence advisory company. Auxiliobits drives digital transformation by reinventing enterprise operations through hyper-automation and AI enabled applications.

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