> ## Documentation Index
> Fetch the complete documentation index at: https://docs.seloria.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Comparing Quotes and Awarding

> Compare supplier quotations side by side, run a technical review, award with PM approval when required, and generate purchase orders

Once quotes start arriving, the RFQ's **Quotations** tab becomes your decision workspace: compare prices and terms, validate technical compliance, award, and turn the award into purchase orders.

## The comparison view

The comparison loads automatically and refreshes every 30 seconds while you have it open; you can also refresh manually.

* **KPI strip** — number of quotations, lowest total, average price, and either the spread between cheapest and most expensive quote or the best quote as a percentage of the RFQ budget.
* **Supplier cards** — one per quotation, ranked by total, showing the quoted amount, how many items were quoted (partial quotes are flagged), submission date, validity date, and revision number. Awarded quotes are highlighted; superseded quotes from earlier revisions appear struck through.
* **Comparison table** — each line item across all suppliers, with unit price, line total, brand/model, and lead time. The **best price per item is highlighted**, and the totals row shows how much more expensive each quote is versus the lowest, in amount and percent.
* **Commercial terms rows** — payment terms, delivery time, delivery location, Incoterm, warranty, currency, notes, and attachment counts, side by side.
* **Tabulation** — opens a full-screen tabulation of all quotes that you can **export to CSV or Excel, or print**.

If the RFQ was re-sent as a revision, a toggle lets you include earlier revisions in the comparison.

## Extracting quotes with AI

In practice many suppliers reply with a PDF or spreadsheet by email instead of submitting through the portal. Rather than retyping those numbers, click **Extract with AI** on the Quotations tab and upload the supplier's quote — **PDF, Excel, or an image** (including a scanned or photographed document).

Seloria reads the document and pulls out, for each line, the **unit price, brand/model, lead time, and commercial terms**, and **maps them to your RFQ line items** with a **confidence level per item** so you can see at a glance what to double-check. The result drops straight into the comparison table alongside any portal quotes.

A few things to know:

* **You stay in control.** The AI proposes; you review and adjust before anything is saved. Nothing is committed to the comparison without your confirmation — the extracted figures are a starting point, not the final record.
* **It maps to your lines.** Because the extraction is matched against the RFQ's line items, the quote lands in the right rows ready to compare, not as a loose attachment.
* **It's included in your plan.** AI extraction is part of every paid plan with a fair monthly usage limit; your current usage is shown in Settings. If you reach the limit, AI features reactivate when the cycle resets or you upgrade.

<Note>
  The same AI can also prefill a **purchase request** from a supplier proforma — see [Creating purchase requests](/requests/purchase-requests).
</Note>

## Technical review

For requests that need technical validation, the requestor reviews the proposals **without seeing any prices**. From **My Requests**, the requestor opens the technical review for their request and sees, for each line item, what every supplier offered: brand, model, lead time, and notes.

* The requestor marks each supplier-item line **approved** or **rejected**; rejections require a written reason.
* Every line must be decided before the evaluation can be sent.
* Decisions are saved with the evaluator's name and date, and procurement continues the commercial negotiation with the technically approved options.

## Awarding

Click **Award RFQ** on the RFQ page (available once quotations exist). Only buyers, project managers, and admins can award. The award dialog offers four strategies:

1. **Single Supplier** — everything to one quote. The dialog lists the candidates with their totals and item coverage.
2. **Best Price** — each item automatically goes to the cheapest supplier; you can override any item manually.
3. **Fastest** — each item goes to the supplier with the shortest lead time.
4. **Manual** — you pick the supplier for every item yourself.

The dialog always shows the total to be awarded, the savings versus the average quote, and whether you are under or over the RFQ budget. You can expand a per-item breakdown and add an internal note before clicking **Confirm Award**. Every line item must be assigned to a supplier.

If the RFQ is linked to a budget, Seloria checks available funds: when the budget is set to block at its limit and the award exceeds it, the award is stopped; otherwise the amount is **reserved** against the budget.

## The approval gate

Your organization can set an **award approval threshold** in Settings. When the award total exceeds it — or when an award has no linked budget and exceeds the unbudgeted spend threshold — the award does not become final immediately:

* The RFQ shows an **Award pending approval** banner, and PO generation is blocked.
* A **project manager or admin** reviews the award and clicks **Approve** or **Reject** (rejection requires a reason).
* **Approve** — the RFQ moves to **Awarded**, the buyer is notified by email and in-app, and POs can be generated.
* **Reject** — the award is removed, quotes return to their submitted state, any budget reservation is released, and the buyer receives the reason so they can re-award.

If no threshold is set, or the total is below it, the award is final immediately and the RFQ moves straight to **Awarded**. Either way, the decision is recorded in the RFQ history, winning quotes are marked awarded, and the others rejected.

## After the award: purchase orders

Click **Create Purchase Order(s)** on the award banner and confirm. Seloria generates **one draft PO per awarded supplier**, each containing only that supplier's items at the awarded prices, with payment terms carried over from the quote and an auto-assigned PO number. Links to each new PO appear immediately, and any budget reservation is converted into a commitment per PO.