Creating quotation

This page allows you to create a quotation. Tell me more.

Select the “Create Quotation” link provided in the "Select RFQ" page. Alternatively, click the hyperlinked RFQ number in the multiline of the same page.

The “Create Quotation” 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 “Quotation Info” group box:

Quotation #

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

Enter the following in the "Quotation Info” group box:

Numbering Type

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

User Status

Use the drop-down list box to assign a user-defined status for the quotation. The system lists all the user statuses that are in the "Active" status, as defined in the “Create User Status” activity in the “Logistics Common Master” business component.

The system displays the following:

Status

The status of the quotation. The various statuses of the quotation are explained below:
Draft - A quotation created without some mandatory information. This status indicates that all the quotation details have not yet been completely entered.
Fresh – Indicates that the quotation has all the required mandatory information. A “Fresh” quotation can be modified, “Cancelled” or “Confirmed”.
Confirm - Indicates that the quotation document has been selected for quotation processing and can be used for authorization.
Authorized – Indicates that the quotation is authorized and can be used for creating Purchase Order. A quotation can be authorized in “Authorize Quotation” activity. An “Authorized” ” quotation can only be amended.
Cancel – Indicates that the quotation document is cancelled. The quotation can be cancelled in the “Edit Quotation” activity.
Partially Amended:- Indicates that the document has been modified after having been authorized, but without all mandatory information.
Amended – Indicates that the document has been modified after having been authorized and has all mandatory information. The amended PO must be re-authorized.
Rejected: - Indicates that the confirmed document was considered for quotation processing and was rejected due to some reasons.

The system displays the following in the "Quotation Info" group box:

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.

Description

The textual description of the buyer group.

Zoom facility available.

The system displays the following in the "RFQ Info" group box:

RFQ #	A unique number identifying the request for quotation document.
RFQ Date	The date on which the RFQ was created.

The system displays the following in the "Supplier Details" group box:

Supplier #	The supplier number retrieved by the system.
Supplier Name	The name of the supplier corresponding to the supplier code. Zoom facility available.
Contact Person	The person to be contacted in the selected address.
Phone #	The contact telephone number of the selected supplier.
Address	The address of the selected supplier. The system concatenates all the addresses available for the selected supplier, city, zip code, state and country and displays it in this field. Zoom facility available.
Email	The contact email address of the selected supplier.
Fax #	The contact fax number of the selected supplier.

To enter quotation details

Enter the following in the “Quotation Details” group box:

Quotation Date	The date on which the quotation is confirmed by the repair shop (Date format). Mandatory. Ensure that the quotation date is greater than or equal to the date on which the “Acknowledgment” was received. This date should be lesser than or equal to the current date. The system displays the current server date by default.
The system displays the following:
Quotation Type	The system displays the type of quotation, which can either be “Normal” or “Price List”. “Normal “ type of quotation is used when the supplier replies to the RFQ sent by the organization against a specific requirement. “Price List” type of quotation is which the supplier sends without any requirement by the organization that can be used by the organization as a reference while purchasing the materials. This is used in “Create Direct Quotation” activity of the current business component that is used without reference to RFQ.
Enter the following:
Supplier Offer #	The unique code identifying the supplier offer (Alphanumeric, 18). Mandatory.
Quotation Category	Use the drop-down list box to select the category of the quotation document. The system lists all the active quotation categories that are defined in the “Create Common Category “ activity of the “Logistics Common Master” business component. The system displays blank by default.
Supplier Offer Date	The date on which the supplier creates his offer (Date format). Mandatory.
Received Date	The date on which the quotation was received from the supplier (Date Format). Mandatory. The received date must be the system date or any other date earlier than the system date.
Price Held Firm Time	The validity time frame given by the Supplier for the quotation. Mandatory. Use the drop-down list box to specify the time held, which could be “Days”, “Weeks” or “Months”. The system displays “Days” by default.

Ensure that the “Price Held Firm Time” is beyond the current date. The date range should be calculated based on the “Quotation Date”. For example, if the “Quotation Date” is 05-Apr-2002 and the current date is 19-Apr-2002, the “Price Held Firm Time” must be specified as minimum “two weeks”, so that it is beyond the current date.

The system displays the following:

Effective To

The date until which the quotation is valid. This date is calculated by the system with reference to the quotation date by adding the price held firm time.

Enter the following:

Currency

The currency in which the quotation is raised (Alphanumeric, 5). Mandatory.

Help facility available

Note: The currency must have been defined in the “Currency” business component.

The system displays the following:

Exchange Rate

The exchange rate of the currency as defined in the “Exchange Rate” business component with respect to the “Base Currency”.

Enter the following in the “Default Entries” group box, if you wish to default entries displayed in the "Part Details" multiline.

Need Date	The time limit or the date set for the delivery of the part (Date Format). Data entry in this field is mandatory, if the “Delivery Type” is “Single”. Ensure that this date is not earlier than the system date.
Quality Attribute	The quality attribute of the line number, which could be “Standard”, “Custom” or “None”. The system displays “None” 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 “Quotation” business component.

Note: A value must be selected in the “Ship To” drop-down list box, if either the “Cost” is entered or the “Quantity Price Break” is set to “Yes”.

Schedule Type

Use the drop-down list box to specify the delivery schedule for the part. 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.

The system displays the following in the “Part Details” multiline:

Line #	The line number generated by the system, for every part entered in the multiline. The system generates this number on clicking the “Create Quotation” pushbutton.
RFQ Line #	The RFQ line number of the part for which the schedule must be defined.

Enter the following in the “Part Details” multiline.

Part #

The number identifying the part which has to be delivered by raising the quotation (Alphanumeric, 18). Mandatory. The part number which does not exist in “Part Administration” business component can also be used to create quotation.

Help facility available.

Part Description

The textual description pertaining to the part. (Alphanumeric, 150).

Part Type

Use the drop-down list box to specify the part type. The part types are predefined in the system. The various part types are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system leaves this field blank by default.

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 leaves this field blank by default.

Quoted Part #

The number identifying the part quoted by the supplier (Alphanumeric, 18). By default, the system displays the requested part number from RFQ.

The system displays the following:

RFQ Qty	The total quantity of the part requested.
RFQ UOM	The unit of measurement in which the part is requested.

Enter the following in the “Part Details” multiline.

Quoted Qty

The total quantity of the part quoted (Integer). Mandatory. The quantity must be greater than zero.

Note: The “Quoted Qty” can also be in fractions, if the fractions are allowed in the “Unit of Measurement Administration” business component.

Quoted UOM

The unit of measurement in which the part must be quoted (Alphanumeric, 10). Ensure that the UOM is already defined in the “Unit of Measurement Administration” business component and is in “Active” status.

Data entry in this field is mandatory, when the “Quoted Quantity” is entered.

Help facility available.

Note: If the quoted UOM entered here is not the same as the stock UOM defined in the “Part Administration” business component, ensure that a conversion factor is defined for converting Quotation UOM to Stock UOM, either in “Part Administration” or “Unit Of Measurement Administration” business component.

Note: The values must be entered in the “Quoted Quantity” and the Quoted UOM” fields, if either the “Cost” is entered or the “Quantity Price Break” is set to “Yes”.

Cost

The cost of the part for the specified quantity (Decimal). Mandatory. Ensure that the cost entered is a positive value.

Cost Per

The quantity of the part for which the cost is specified (Decimal). Mandatory.

For example, if the cost of one box of oil tins is $100, and the number of tins in one box is 50, enter $100 in the "Cost" field and 50 in the "Cost Per" field. Hence, the cost of a single unit = Cost / Cost per.

The system displays the following field:

Base Currency Cost

The basic cost of the part in base currency. This is displayed on clicking the "Create Quotation" pushbutton.

Enter the following in the “Part Details” multiline:

Qty. Price Break

Use the drop-down list box to select the either “Yes” or “No” to specify whether quantity price break is applicable or not for that line number. The system sets this field to “No” by default.

Schedule Type

Use the drop-down list box to specify the delivery schedule for the part. 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 sets the field to “Single” by default.

Need Date	The time limit or the date set for the delivery of the part (Date Format). Data entry in this field is mandatory, if the “Delivery Type” is “Single”. Ensure that this date is not earlier than the system date.
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 receipt organization units mapped to the “RFQ” business component.

Note: The organization unit must be in “Active” status.

Note: A value must be selected in the “Ship To” drop-down list box, if either the “Cost” is entered or the “Quantity Price Break” is set to “Yes”.

Quality Attribute	Use the drop-down list box to select the quality attribute of the line number. The system lists the options as "Standard”, “Custom” or “None”. Mandatory. The system leaves the field blank by default.
Certificate Type	The type of the certificate that is issued to the specified part or supplier. Use the drop-down list box to select the type of certificate. The system lists the types that are in "Active" status, as defined in the “Create Certificate Type” activity of the “Logistics Common Master” business component.
Remarks	Any comments pertaining to the quotation (Alphanumeric, 255).
Purchase Lead Time	The minimum time required by the supplier, from the time of order, to supply the items (Decimal). Ensure that the value entered is positive.
Lead Time Units	Use the drop-down list box to specify the unit of measurement for the purchase lead time required by the supplier to supply the parts. The system displays the options, “Days”, “Weeks” and “Months”. The system leaves the field blank by default. Selection in this field is mandatory, when purchase lead time is entered.

Click the “Create Quotation” pushbutton, to create the quotation.

Note: The system allows you to create an RFQ for any Part Type, irrespective of the condition of the part.

Click the “Confirm Quotation” pushbutton to confirm the quotation.

The system generates the line number sequentially for the parts entered in the multiline.

The system updates the status of the quotation to “Fresh”, if all the mandatory information has been specified. Otherwise, the system updates the status of the quotation to “Draft”.

To proceed, carry out the following

Select the “Edit Terms & Conditions” link at the bottom of the page, to specify the delivery terms and conditions for the quotation.

Select the ”Edit Schedule & Distribution” link at the bottom of the page, to enter the supply & schedule details of the part.

Select the “Edit Part TCD Details” link at the bottom of the page, to add taxes, charges and discounts for the individual parts in the quotation.

Select the “Edit Document TCD Details” link at the bottom of the page, to add taxes, charges and discounts for the quotation on the whole.

Select the “Edit Quantity Price Break Details” link at the bottom of the page, to enter the cost for the quantity range for the parts.

Select the “Edit Quality Attributes” link at the bottom of the page, to enter the quality attribute details.

Select the “Edit User Defined Details” link at the bottom of the page, to enter the user-defined details.
Select the “Edit Quotation” link at the bottom of the page, to enter the quotation details.

Creating quotation– An overview

This page allows you to create a quotation. All the quotation details such as the quotation date, supplier offer number, supplier offer date, received date, price held firm time and the currency can be entered. The following details are defaulted from RFQ while creating quotation: the part number, description of the part, condition of the part, quantity requested, schedule details, quality attribute details, terms and conditions. The user can specify the quoted cost per part, quantity price break and other details. The user can change the details defaulted from RFQ based on the quotation sent by the supplier.

The parts being quoted can be moved to one or more organization units depending on the RFQ. This page also allows you to specify the organization unit where the part has to be delivered, and the earliest need date of delivery.

The system generates a sequential line number for the parts at the time of creating the quotation. The system updates the status of the quotation to “Draft” if all the mandatory information is not entered. Else it is updated as “Fresh”, and stores the login user ID along with the server date. The status of the RFQ based on which the quotation was created is changed to “Quoted”.

Prerequisites

The numbering type must be defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
The supplier must be defined in the “Create Supplier” activity of the “Supplier” business component.
The UOM must be defined in the “Create UOM” activity of the “Unit of Measurement Administration” business component.

What you can do in this page

Categorize the quotation

Specify the type of part you need to quote

Specify the condition of the part you need to quote

Specify the organization unit for goods receipt

Specify the schedule type for the delivery of part

Categorize the quotation

You can categorize the quotation using the quick codes that are already defined in the system.

Select the appropriate option in the “Quotation Category” field, to categorize the quotation.

Specify the type of part you need to quote

You can specify the type of the part for which the supplier has raised the quotation. The quotation can be raised for parts of type “Raw material”, “Component”, “Expendable”, “Miscellaneous", "Tool”, “Consumable” and “Kit”.

Set the “Part Type” field to “Raw Material”, if you need to raise the quotation to procure raw materials.

Set the “Part Type” field to “Component”, if you need to raise the quotation to procure components.

Set the “Part Type” field to “Expendable”, if you need to raise the quotation to procure expendable parts.
Set the “Part Type” field to “Miscellaneous”, if you need to raise the quotation to procure miscellaneous parts.

Set the “Part Type” field to “Tool”, if you need to raise the quotation to procure tools.

Set the “Part Type” field to “Consumable”, if you need to raise the quotation to procure consumables.

Set the “Part Type” field to “Kit”, if you need to raise the quotation to procure kits for maintenance.

Specify the condition of the part you need to quote

You can specify the condition of the part for which the quotation is created.

Set the “Condition” field to “New”, if the part must be new.

Set the “Condition” field to “New Surplus”, if the part must be new and not been used.

Set the “Condition” field to “Overhauled”, if some maintenance action or servicing has been done on the part, but the part has not been used after servicing.

Set the “Condition” field to “Serviceable”, if the part is used after servicing.

Specify the organization unit for goods receipt

You can specify the organization unit to which the parts must be sent on receipt of goods.

Use the “Ship To” field to specify the organization unit for goods receipt.

Specify the schedule type for the delivery of part

You can specify the type of delivery, that is, whether the procured parts need to be delivered in a single shipment, or in multiple shipments.

Set the “Schedule Type” field to “Single”, if you need the parts to be delivered in single shipment.

Set the “Schedule Type” field to “Multiple”, if you need the parts to be delivered in multiple shipments.