Stock Request & RFQ Workflow: Automating Procurement in Ritzy Comfort

In many trading and distribution companies, the procurement process starts with an informal request — a phone call, an email, or a sticky note on the warehouse manager's desk. By the time it becomes a purchase order, details have been lost, approvals have been skipped, and nobody is quite sure who requested what.

The new Stock Request and RFQ (Request for Quotation) module in Ritzy Comfort formalises this entire workflow without adding bureaucracy.

How It Works

Step 1: Raise a Stock Request

Any authorised user can create a stock request specifying the items needed, quantities, and the reason. The request is linked to the inventory master, so item codes, descriptions, and current stock levels are available instantly. No more guessing whether something is already in the warehouse.

Step 2: Approval Routing

Requests route to the appropriate approver based on configurable rules. Managers can review, approve, modify quantities, or reject requests with comments. The full approval history is tracked for audit purposes.

Step 3: Generate RFQ

Approved requests can be converted into RFQs and sent to multiple suppliers. When quotations come back, the system lets you compare prices, delivery times, and terms side by side.

Step 4: Convert to Purchase Order

The winning quotation converts into a purchase order with a single click. All the item details, quantities, and agreed prices carry over — no re-typing required. The PO feeds into the standard purchasing workflow: goods receipt, invoice matching, and payment.

Why It Matters

• Visibility: Management can see all pending requests, their approval status, and outstanding RFQs in one dashboard.
• Control: Every purchase traces back to an approved request. No more unauthorised buying.
• Speed: What used to take days of emails and phone calls now flows through in hours.
• Audit trail: From initial request to final payment, every step is logged with timestamps and user IDs.

Integration with Existing Workflows

The Stock Request module sits alongside Ritzy Comfort's existing sales, purchasing, and stock control features. It shares the same item master, supplier database, and accounting ledger. There is nothing extra to install or configure — it activates with your existing licence.