18. Competitive sourcing, PO amendments and delivery control

Each RFQ line snapshots one approved demand source, current item revision, remaining quantity, base unit and required date. Active RFQs cannot silently reuse the same source.

An exact BUY proposal from a retained MRP run can seed a draft RFQ only while its firming anchor and current planning evidence remain valid. Run and proposal identity, full proposal quantity, item revision, need date, project and ownership are pinned; duplicate active sourcing is blocked, and issue rechecks the source.

A currently firmed MAKE proposal from a retained run can create one planned assembly work order only while the same MRP evidence, firming anchor and released effective MBOM remain current. Select an output location and an MBOM work center; the order carries the exact proposal quantity, released component lines, item revision, project, ownership, and run/proposal lineage. Duplicate conversion is blocked and retries are idempotent. The order is planned only: it does not reserve or consume stock, post output, or create a manufacturing build order.

Award requires at least two captured supplier responses. The selected response must cover every line, be fully compliant and remain within its validity date.

The RFQ author, issuer and quotation capturer cannot award their own work. Only procurement:approve can record the decision.

The PO copies the awarded supplier, RFQ context, item revision, quantity, unit price, currency and promised date. The delivery window must cover every promised date.

A released PO before any supplier response can be requested for cancellation with a reason. The requester cannot decide it. Pending review freezes order changes while the commitment still counts. A different approver enters a rationale; approval rechecks the exact order snapshot, cancels it and revokes supplier links. Any ASN, receipt authority, receipt, invoice or open amendment/schedule blocks cancellation. Rejection preserves the commitment. History remains immutable; partial cancellation and returns remain separate work.

Only a released, not-yet-acknowledged PO can be amended. Every line is snapshotted; quantities cannot exceed the competitive RFQ ceiling; author/submitter cannot decide; approval updates the current PO and creates a matching approved baseline schedule.

Release creates the first approved baseline. A manual revision must include every current PO line, balance its split quantities exactly and keep dates inside the PO window. A different Procurement Manager approves it.

Events attach to a line in the current approved schedule. Supplier contacts, risks, forecasts, recovery plans and dispatch readiness are append-only. An out-of-window forecast is a change signal, not a contractual rewrite.

A RELEASED PO is a supplier commitment, not permission to receive. An ACCEPTED acknowledgement creates one PENDING_APPROVAL procurement receipt authority with the same PO number and exact lines.

Never on RFQ, quote, award, PO or acknowledgement. Even approved receipt authority is only an inbound ceiling; the normal receipt flow creates QUARANTINE stock after shipment-specific controls.

Split awards, invoices, three-way match, tax and payment/AP remain outside Supply and belong to future commercial/Finance scope. Flow 36 adds exact supplier qualification and a one-response PO portal; Flow 23 remains the separate Quality-owned exact-source scorecard portal.