Creating a request for quotation based on the PR

This page allows you to create a request for quotation based on the purchase request raised. Tell me more.

Select the “PR Based RFQ” link under “RFQ” business component.

The “PR Based RFQ” page appears.

The system displays the following.

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

The system displays the following in the “RFQ Details” group box.

RFQ #

A unique number identifying the request for quotation. This number is generated by the system at the time of creating the request for quotation, based on the numbering type selected in this page.

Enter the following fields in the “RFQ Details” group box.

Numbering Type

The numbering type for the combination of login organization unit and the "RFQ" transaction type. Mandatory. Use the drop-down list box to select the numbering type. The system lists the numbering types defined in the “Create Numbering Class” activity under “Document Numbering Class” business component. All the numbering types set for the transaction type “RFQ” that are in active status are available for selection. By default, the system displays the default numbering type set for this transaction in the "Document Numbering Class" business component.

RFQ Date

The date on which the RFQ was created (Date Format). The system date is displayed by default. Mandatory.

The system displays the following:

Status

The status of the request for quotation is updated as “Draft”, on clicking the “Create RFQ” pushbutton.

Enter the following:

Reply Date	The date by which the supplier should send the quotation (Date format). Mandatory.
RFQ Type	Use the drop-down list box to select the type of the request for quotation. Mandatory. The RFQ can be of the following types: "Competitive Bidding" and "Selective". The system sets this field to “Competitive Bidding” by default.
RFQ Category	Use the drop-down list box to select the category of the request for quotation document. The system lists all the active RFQ categories that are defined in the “Create Common Category“ activity of the “Logistics Common Master” business component.
User Status	Use the drop-down list box to select the user status. All the “Active” user status defined in the “Create Quick Codes” activity are available for selection.

The system displays the following:

Buyer Group

The group consisting of one or more number of buyers, who are identified for the procurement of specific items. Procurement of parts (part types) can be attached to the buyer code in the “Create Buyer Group” activity of the “Buyer Group” business component, to have better control and traceability on purchasing.

Enter the following:

RFQ Category

Use the drop-down list box to select the category of the request for quotation document. The system lists all the active RFQ categories that are defined in the “Create Common Category“ activity of the “Logistics Common Master” business component.

The system displays the following:

Description

The textual description of the buyer group.

Enter the following:

User Status

Use the drop-down list box to select the user status. The system lists all the 'active' user statuses defined in the “Create User Status” activity in the “Logistics Common Master” business component

Enter the following in the “Search Criteria” group box, to search for the purchase request, based on which the RFQ has to be generated.

PR #	The number identifying the purchase request (Alphanumeric, 18). You can enter the PR number in full or specify it partially using the “*” character. The system retrieves all the purchase requests whose PR numbers are similar to the number entered here. Leave this field blank to retrieve all the purchase requests.
Need Date	The date by which the material is needed (Date Format). It denotes the most probable date on which the material will be consumed.
PR Date From	The starting date, in the range of purchase request dates, from which the purchase request details must be retrieved (Date Format). Ensure this date lesser than or equal to the system date. The system lists all the purchase requests that are raised later than or equal to this date. Leave this field blank, to retrieve all the PRs irrespective of the starting date. The system sets the date that is one month earlier to the current server date, by default.
Ship To	Use the drop-down list box to specify the Goods Receipts Organization Unit to which the part must be supplied. The system lists all the goods receipts organization units mapped to the “RFQ” business component. The system sets the field blank by default. Leave this field blank, to retrieve all the PRs irrespective of the good receipts organization unit.
PR To Date	The ending date, in the range of purchase request dates, until which the purchase request details must be retrieved (Date Format). Ensure this date lesser than or equal to the system date. The system lists all the purchase requests that are raised earlier than this date. Leave this field blank, to retrieve all the PRs irrespective of the ending date. The system sets the current system date by default.

User Status	Use the drop-down list box to select the user status. The system lists all the 'active' user statuses defined in the “Create User Status” activity in the “Logistics Common Master” business component. The system sets the field blank by default
Part #	The part number (Alphanumeric, 40). You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the request for quotations with part numbers that are similar to the number entered here. Leave this field blank, to retrieve all the PRs irrespective of the part number.
Part Type	Use the drop-down list box to specify the part type. All the types defined in the “Create Parts Main Information” activity of the “Part Administration” business component are available for selection. The part could be of type “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”.The system retrieves all the request for quotations with part types that are similar to the value entered here. Leave this field blank, to retrieve all the PRs irrespective of their part type. The system sets the field blank by default.
Purchase for	Use the drop-down list box to indicate whether the purchase order must be created for the login organization or for a group company or for the customer. The drop down list box will display the following options for the category 'Purchase Order' in Purchase Option Settings activity under Logistics Common Master: Self, Supplier and Customer, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Allowed" . Self and Supplier, if “Purchase Order on behalf of Supplier” is set as “Allowed” and “Purchase Order on behalf of Customer” is set as “Not Allowed”. Self and Customer, if “Purchase Order on behalf of Customer” is set as “Allowed” and “Purchase Order on behalf of Supplier” is set as “Not Allowed”. However, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Not Allowed", the sole option available will be Self." Self: Indicates the purchase order is intended for the login organization. Supplier: Indicates the purchase order is intended for a supplier that is a group company. Customer: Indicates the purchase order is intended for a customer Note: You must not select Supplier from the drop-down list box: 1) if the PO type is Sample or Customer Goods; 2) if the expense type of the purchase order is Capital. You can select Customer from the drop-down list box if the PO type is ‘General’, ‘Express’ or ‘Exchange’. In the editable field alongside, enter the Trading Partner # to specify the Supplier / Customer.

Click the “Search” pushbutton, to search for the PR details.

The system retrieves the following fields in the “Search Results” multiline.

Note: The system displays only those purchase requests that are authorized.

PR #	The purchase request retrieved by the system.
PR Line #	The row number in “Purchase Request” document.
P.R. Date	The date on which the purchase request was raised.
Part #	A number identifying the part belonging to the PR.
Part Description	The textual description pertaining to the part.

Part Type

The type of the part, which could be “Raw material”, “Component”, ”Expendable”, “Miscellaneous”, “Tool”, “Consumable” or “Kit”.

Part Condition

Use the drop-down list box to specify the condition of the part. The part could be in one of the following conditions:

New – Indicates that the part is new.
New Surplus –. Indicates that the part has been manufactured or purchased sometime back but not been used till date
Overhauled – Indicates that some maintenance action or servicing has been done on the part, but the part has not been used after servicing.
Serviceable – Indicates that the part has been used after servicing.

The system sets the field blank by default.

The system displays the following:

P. R. Quantity	The total quantity of the parts as specified in the purchase request.
UOM	The unit of measurement in which the part must be requested.

Enter the following:

Covered Qty

The quantity of parts to be requested, for which the request for quotation must be created, in this page (Decimal). Mandatory. Ensure this is greater than zero.

Schedule Type

Use the drop-down list box to specify the delivery type of the part. Mandatory. The options available are:

Single – Indicates that the part has to be delivered in single shipment.
Multiple - Indicates that the part can be delivered in multiple shipments.

The system displays "Single" by default.

Need Date	The date by which the material is needed. It denotes the most probable date on which the material will be required. It is mandatory if the schedule type is selected as “Single”.
Ship To	Use the drop-down list box to specify the Goods Receipts Organization Unit to which the part must be supplied. Mandatory. The system lists all the goods receipts organization units mapped to the “RFQ” business component.
Alternate Part #	Use the drop-down list box to specify whether alternate part for the part must be allowed or not. The system provides the options “Allowed” and “Not Allowed”. The system sets this field to “Not Allowed” by default.
Quality Attribute	The quality attribute of the line number, which could be “Standard”, “Custom” or “None”. Mandatory. The system displays blank by default.
Certificate Type	The type of the certificate that is issued to the specified part Use the drop-down list box to select the type of certificate. The system lists the types that are in the "Active" status, as defined in the “Create Certificate Type” activity of the “Logistics Common Master” business component for part.
Remarks	Any comments pertaining to the request for quotation (Alphanumeric, 255).
Purchase for	Indicates whether the purchase order must be created for the login organization or for a group company or for the customer.
Trading Partner	Displays the concatenation of Trading Partner # and name in the format “Trading Partner # \| Trading Partner Name”.

Select the hyperlinked PR number if you wish to view the purchase request details.
Check the box in the “Select” column of the multiline, to mark the purchase requests based on which the request for quotation must be created.

Note: The part selected can be shipped to Goods Receipt organization unit and must be mapped to the request for quotation organization unit.

If two or more row number exists with same part number, part condition, Need date, Ship to OU, Quality Attribute and same certificate type then those lines would be combined and displayed as a single line in the RFQ.

Click the “Create RFQ” pushbutton, to create the request for quotation based on the selected purchase request(s).

The system creates a new request for quotation based on the purchase requests selected, and generates a number for the request for quotation. The system stores the login ID of the user and the date on which the PO is created.

To proceed, carry out the following

Select the “RFQ Information” link at the bottom of the page, to modify the details of the RFQ.

Creating a request for quotation based on the PR – An overview

This page allows you to create a request for quotation based on the purchase request raised. You can set the numbering pattern for the RFQ and specify the RFQ type, RFQ category Reply Date.

You can carry out a search for the Purchase Request by using the PR number, the need date, PR From Date, PR To Date, the part number, type of the part, user status and the organization unit where the part must be delivered. Based on the search criteria, the system retrieves the PRs in the multiline. You can select the purchase request, in the multiline, and create the request for quotation. The system creates the request for quotation based on the selected purchase request and generates a unique number for the RFQ. The system also updates the RFQ status to “Draft” and stores the login ID along with the modification details The schedule and quality details are defaulted from PR for the part number selected for creating RFQ.

What you can do in this page

Create a request for quotation based on purchase request

You can create a request for quotation based on the purchase request that is already raised in the “Purchase Requisition” business component.

Provide filter criteria in the “Search Criteria” group box, to search for purchase requests.

The system retrieves purchase requests in the multiline.

Against the “PR Quantity”, enter the quantity of parts for which the RFQ must be created, in the “Covered Qty” field in the multiline.

Select the purchase request(s) based on which the RFQ must be created.

Click the “Create RFQ” pushbutton, to create the RFQ based on the selected purchase request(s).