- Enter a Request For Quotation Manually
Navigate To: RFQ’s and Quotations
Type: Select the Type of RFQ as “Standard”, “Bid” or “Catalog”.
Close Date: Enter the date by which the supplier has to respond.
Quote Approval Required: Select if quotations should go through the approval process.
Enter the line items in the same fashion as done in the requisition line. Please refer requisition training document for more information.
- Enter a Request For Quotation Automatically
Open the Auto Create form and enter the search criteria. Select the requisition lines to be converted into a RFQ.
Action: Select either to create a new record or add to an existing record.
Document Type: Select the document type to which you want the requisition line to be converted into.
Select manual or automatic to manually add/Create or automatically add/create the documents.
Click on create to copy the detail into a RFQ.
A new RFQ document is created with automatic number and all the information from the requisition is copied onto the RFQ
Close Date: Enter the closing date of the RFQ by which the supplier has to return back with his quotation.
Status: Change the status of the document to Active. The document will always be created with In Process as default.
Quote Approval Required: Optionally check this checkbox if you require an approval on the quotations before which it can be used.
Terms: Select the terms and conditions like payment terms, freight charges.. etc.
Price Breaks: Enter the price breaks on the quantity and the discount that will be given by the supplier on the ordered quantity.
Suppliers: Select the supplier from the LOV or from a pre configured supplier list.
Go to View à Attachments to add any drawings, design etc.
Select the supplier from the supplier list and click on Apply. There will be a confirmation message popping up on copying the suppliers.
Save the record and run the “Printed RFQ Report” report to print the RFQ.
- Creating Quotations from RFQ
Navigate To: RFQ’s and Quotations à RFQ’s
Query for the RFQ against which the supplier has sent the quotations.
Use Tools à Copy Document to convert the RFQ to a quotation. Make the necessary changes from supplier’s hard copy to the copied quotation.
|Action:||Select “Entire RFQ” to create a quotation from the RFQ header and all of the RFQ lines and shipment lines (price break). |
Select “RFQ Header Only” to create a quotation from the RFQ header only. The RFQ lines will have to be manually entered on the quotation.
Select “RFQ Header and Lines” to create a quotation from the RFQ header and all the RFQ lines, but not all of the shipment lines.
|Number:||Defaults to RFQ number that was copied.|
|Type:||Select “Standard Quotation” or “Catalog Quotation”.|
|Supplier:||Select the “Supplier” from the List of Values that the quotation is from.|
|Site:||Select the Supplier “Site” that the quotation is from.|
|Contact:||Select the “Contact” that responded to the RFQ.|
|Copy Attachments:||Check this box to copy the RFQ attachments to the quotation.|
A “Note” appears letting you know if the document copied successfully and what the new Quotation number is. It is important to remember this quotation number. Doing so will save you time when trying to find the quotation you created. Click on the OK Button
The information in the newly created Supplier Quotation has defaulted in from the requisition that was copied. The “Supplier Quote” number is entered along with the Supplier pricing information.
|Number:||System generated when RFQ is copied.|
|Type:||Defaults from RFQ “Copy” instructions. This field may be overwritten.|
|RFQ:||Defaults from copied RFQ.|
|Supplier||Defaults from RFQ “Copy” instructions.|
|Site:||Defaults from RFQ “Copy” instructions.|
|Contact:||Defaults from copied RFQ. This field may be overwritten.|
|Ship-To:||Defaults from copied RFQ. This field may be overwritten, and is an Optional field.|
|Bill-To:||Defaults from copied RFQ. This field may be overwritten, and is an Optional field.|
|Status:||Defaults to “In Process” when Quotation is created. |
Change to “Active” when Quotation is complete and ready to be approved. A Requisition can only be created from an approved Quotation.
Change to “Closed” when either the “Effectivity Date” is exceeded or the quotation is no longer valid.
|Description:||Defaults from copied RFQ. This field may be overwritten.|
|Supplier Quote:||Enter the Supplier quote number.|
|Approval Required:||Select “Approval Required” checkbox to indicate that approval is required to purchase goods bsed on this quotation.|
|Response Date:||Defaults to “Today’s” date. Change the date to the date that you received the quotation.|
|Effectivity:||Enter a date range that the quotation is effective.|
|Buyer:||Defaults from copied RFQ. This field may be overwritten. You can forward the quotation to another buyer by choosing their name from the List of Values. They buyer will receive all notifications regarding this quotation.|
|Currency:||Defaults from copied RFQ. Currency can be changed by clicking on the Currency Button and entering the new information into the Currency form.|
|Num:||Defaults sequentially starting at 1.|
|Type:||Defaults from copied RFQ.|
|Item:||Defaults from copied RFQ.|
|Rev:||Defaults from copied RFQ.|
|Category:||Defaults from copied RFQ.|
|Description:||Defaults from copied RFQ.|
|UOM:||Defaults from copied RFQ. |
- Quote Analysis Process
Navigate To: RFQ’s and Quotations à Quote Analysis
Enter the RFQ number or any other search criteria against which the quotation analysis has to be performed.
Select a particular quote and approve the quotation.
|Type:||Select the document type from the List of Values.|
|Reason:||Select the Reason code from the List of Values (Optional).|
|Approver:||Defaults to the Buyer name from the RFQ. This field can be overwritten.|