Defining requests for quotations

Requests for quotations (RFQs) are records of parts and services that are presented to suppliers to solicit bids on pricing. Define request for quotation information before submitting requests to suppliers.

To define requests for quotations:

  1. Open the Request for Quotation form.
  2. Click New Record. The system automatically populates Currency,Requested Response Date, Created By, and Requested Date.
  3. Organization—Enter the organization to which the request for quotation belongs if you use multi-organization security.
  4. RFQ description—Enter a description of the request for quotation.
    Enter the RFQ Details:
  5. Status—Choose one of the following options:
    • Unfinished
    • Ready to Send
    • Sent to Supplier
      Note: When Status is set to Sent to Supplier, the system creates quotation records for each supplier on the Suppliers page and copies the parts and services to the Parts and Services pages, respectively, for the quotation record.
    • Receiving Quotations
      Note: System automatically assigns this Status when the first quotation is updated with pricing and its Status is changed to Received.
    • All Quotations Received
    • Awarded
      Note: If Status is set to Awarded, the system automatically populates Awarded By and Awarded Date and then calculates cost values.
    • Cancelled
  6. Currency—Enter the currency for the quotation.
  7. Store—Enter the store to which the request for quotation applies.
  8. Requested By—Enter the employee requesting quotations.
  9. Response Date—Enter the date by which quotations should be received.
  10. Project—Enter the project to which the request for quotation applies.
  11. Project-Budget—Enter the project-budget to which the request for quotation applies.
    Note: Enter either Project or Project-Budget. Both fields cannot be populated simultaneously.
  12. Work Order—Enter the work order associated with the request for quotation. The system automatically populates Equipment.
  13. Work Order-Activity—Enter the work order-activity associated with the request for quotation.
    Note: Enter either Work Order or Work Order-Activity. Both fields cannot be populated simultaneously.
  14. Equipment—Enter the equipment for which you are requesting a quotation if MEC work order is specified. The system automatically populates Equipment Org. and Related Work Order.
  15. Buyer—Enter the buyer for the request for quotation.
  16. Delivery Address—Enter the delivery address for the request for quotation.
  17. Class—Enter the class for the request for quotation. The system automatically populates Class Org.

    Enter the RFQ Print Options:

  18. Individual Lines—Select to have the system create a line for each line listed.
  19. Sum Quantities with Earliest Due Date—Select to have the system create quotation lines for each part and each trade-task combination assigning the earliest Due Date for the grouping.
  20. Sum Quantities by Due Date—Select to have the system create quotation lines for each part and trade-task combination grouping by Due Date.
  21. Auto-print RFQ—Select to print the record automatically when Status is Sent to Supplier.
    Enter the RFQ Terms:
  22. Ship Via—Enter the ship via code for the request for quotations.
  23. Payment Terms—Enter the payment terms for the request for quotations.
  24. Freight Terms—Enter the freight terms for the request for quotations.
  25. FOB Point—Enter the freight on board point for the request for quotations.
  26. Payment Method—Enter the method of payment for the request for quotations.
    Enter the Email Information:
  27. Email Subject Line—Enter the email subject line.
  28. Email Body Text—Enter the email body text.
  29. Click Save Record.