Creating a direct quotation

This page allows you to record a direct quotation raised without an RFQ by the supplier. Tell me more.

Select the “Create Direct Quotation” link under “RFQ” business component.

The “Create Direct 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 generated by the system at the time of creating the quotation, based on the numbering type selected in this page.

Enter the following fields in the “Quotation Info” group box.

Numbering Type

The numbering type for the combination of the login organization unit and the "Quotation" 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 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 select the user status. The system lists all the active RFQ user status that are defined in the “Create User Status “ activity of the “Logistics Common Master” business component. The system sets the field to blank by default

The system displays the following:

Status

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

Buyer Group

The buyer group to which the login user is mapped. This value would be displayed only if the buyer control is set to “Needed” in “Logistics Common Master” business component

Description

The textual description of the buyer group.

Zoom facility available.

Enter the following in the “Supplier Details” group box.

Supplier #

The number that identifies the supplier who has raised the quotation (Alphanumeric, 45). Mandatory. Ensure that the supplier number specified here is already defined in the “Register Supplier” activity of the “Supplier” business component.

Help facility available.

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

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.
Email	The contact email address of the selected supplier.
Fax #	The contact fax number of the selected supplier.

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

Quotation Date

The date on which the quotation is created by the supplier (Date format). Mandatory. 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 in the “Quotation Details” group box.

Quotation Type	The type of quotation, which could either be “Normal” or “Price List”.
Enter the following:
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.
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.
Supplier Offer #	The offer number for the offer made by the supplier (Alphanumeric, 18). Mandatory.
Supplier Offer Date	The date on which the supplier has offered to supply the requested part. Date Format). Mandatory.
Price Held Firm Time	The validity time frame given by the repair shop 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 is 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 day until which the quotation is valid (Date format). This date is calculated with reference to 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 for the supplier in the “Supplier” business component.

The system displays the following:

Exchange Rate

The exchange rate of the currency entered.

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

Purchase Lead Time	The minimum time required by the supplier, from the time of order, to supply the items (Decimal). Use the drop-down list box to specify the time held, which could be “Days”, “Weeks” or “Months”. The system sets it to “Months” by default. Ensure that this is a positive value.
Quality Attribute	Use the drop-down list box to select the attribute quality of the line number, which could be “Standard”, “Custom” or “None”. The system sets this field to “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.
Qty. Price Break	Use the drop-down list box to specify whether the price break is allowed based on the quantity ordered. The system lists the options, “Yes” and “No”. For higher quantities, the rates could be lower or discounts could be more. The system sets this field to “No” 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.

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 must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component and the part must be in the “active” status and set as “Purchasable”.

Help facility available.

Part Description

A 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”, "Miscellaneous", “Tool”, “Consumable” and “Kit”. The system leaves the field blank by default.

Part Condition

Use the drop-down list box to specify the condition of the part. The conditions available are:

New – Indicates that the part is new.
New Surplus – Indicates that the part is acquired by someone but not been used.
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 the field blank by default.

Quoted Qty

The total quantity of the part quoted (Integer). Mandatory. The quantity must be greater than zero, and the total quantity for all the lines for this part should be greater than the “Minimum Order Quantity” defined for this part in the “Part Administration” business component.

Note: The “Quoted Quantity” can also be in fractions, if fractions are allowed for this part in the “Units 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.

Help facility available.

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

Cost	The cost of the part for the specified quantity (Decimal). Mandatory.
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" push button.

Enter the following:

Qty. Price Break	Use the drop-down list box to specify whether the price break is allowed based on the quantity ordered. The system lists the options, “Yes” and “No”. For higher quantities, the rates could be lower or discounts could be more. The system leaves the field blank by default.
Purchase Lead Time	The minimum time required by the supplier, from the time of order, to supply the items (Decimal). Mandatory. Ensure that this is a positive value.
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 sets the field blank by default. If value is entered in this field, then the system ignores the “Default Lead Time Units” field value already specified.
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.

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

Quality Attribute	The attribute quality of the line number, which could be “Standard”, “Custom” or “None”. The system leaves the field blank by default. Data selection is mandatory in this field.
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 the "Active" status, as defined in the “Create Certificate Type” activity of the “Logistics Common Master” business component.
Remarks	The type of certification the quoted part possess.

Any comments pertaining to the quotation (Alphanumeric, 255).

Check the box in the “Select” column of the multiline, to mark the parts to create a quotation.

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 creates a new quotation and generates a number for the quotation. The system stores the login ID of the user and the date on which the quotation is created.

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 Part TCD Details” link at the bottom of the page, to add tax, charges and discount for the individual parts in the quotation.

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

Select the “Edit Quantity Price Break Details” link at the bottom of the page, to enter the cost details of the part for the quotation.

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 modify the quotation related details.

Creating a direct quotation – An overview

This page allows you to record a direct quotation raised without an RFQ by the supplier. You can set the numbering pattern for the quotation and specify the type, category, supplier who has quoted and the part details for the quotation.

The system updates the quotation status to “Draft” if not all the mandatory information is entered. Else it is updated to “Fresh” and stores the login ID along with the other details.