Creating request for quotation

This page allows you to create a request for quotation (RFQ) without reference to Purchase Request. Tell me more.

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

The “Create 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 Information” group box:

RFQ #

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

Enter the following in the "RFQ Info" group box:

Numbering Type

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

RFQ Date

The date on which the RFQ is created.

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

Status

The status of the quotation. The various statuses of the quotation are explained below:

Draft - A request for quotation created without some mandatory information. This status indicates that all the details have not yet been completely entered.
Fresh – Indicates that the request for quotation has all the required mandatory information A “Fresh” request for quotation can be modified, cancelled or confirmed.
Cancel – Indicates that the request for quotation document is canceled. The request for quotation can be canceled in the “Edit Request for Quotation” activity.
Quoted - Indicates that a quotation has been raised based on that RFQ.

Enter the following in the "RFQ Info" group box:

Reply Date

The date by which the supplier must reply to the RFQ (Date format).

RFQ Type

Use the drop-down list box to select the type of the request for quotation. The system lists the following values: "Competitive Bidding" and "Selective". The system sets this field to “Competitive Bidding” by default.

Competitive Bidding: Details of all the Items in RFQ will be sent to the selected suppliers.
Selective: The user can selectively send the details of the line number to different suppliers. i.e. If the RFQ has five line number the user can send the details of three line numbers to one supplier, four line numbers to 2nd supplier, five line numbers to another supplier and so on.

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

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.

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 assign a user-defined status for the request for quotation. 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 “Default Entries” group box, if you wish to default entries in the "RFQ 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”.
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.
Schedule Type	Use the drop-down list box to specify the delivery type of 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 “RFQ Details” multiline:

Line #

The line number generated by the system, for every part entered in the multiline.

Enter the following in the "RFQ Details” multiline.

Part #

The number identifying the part which must be procured by raising the RFQ (Alphanumeric, 18). Mandatory. The part number, which does not exist in the “Part Administration” business component, can also be used to “Create RFQ” activity.

Help facility available.

The system displays the following:

Part Description

A textual description pertaining to the part.

Enter the following:

Part Type

Use the drop-down list box to specify the part type. The part types are predefined in the system in the “Part Administration” business component. The various part types are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”.

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.
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.

Required Quantity

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

Note: The “Required Quantity” can also be in fractions, if fractions are allowed in the “Units of Measurement Administration” business component.

UOM

The unit of measurement in which the part is requested (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 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 the UOM to Stock UOM, either in “Part Administration” or “Unit Of Measurement Administration” business component.

Schedule Type

Use the drop-down list box to specify the delivery schedule. The options available are:

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

The system sets this 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 receipts organization units mapped to the “RFQ” business component.

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

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”. If the alternate part number is allowed, then the supplier can quote for an alternate part number. The system displays “Not Allowed” by default.
Quality Attribute	The quality attribute of the line item, which could be “Standard”, “Custom” or “None”.
Certificate Type	The type of the certificate that is issued for the specified part. Use the drop-down list box to select the type of certificate. The system lists the types defined for Part 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 that line number (Alphanumeric, 255).

Click the “Create RFQ” pushbutton, to create the RFQ.

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

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

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

To proceed, carry out the following

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

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

Select the “Edit Quality Attributes” link at the bottom of the page, to specify quality attributes of the parts in the RFQ.

Select the “Edit Supplier Selection” link at the bottom of the page, to enter the suppliers selected for sending the RFQ.

Select the “Edit User Defined Details” link at the bottom of the page, to enter any user-defined details.
Select the “Edit RFQ” link at the bottom of the page, to enter request for quotation details.
Select the “Generate RFQ Report” link at the bottom of the page, to generate the RFQ report.

Creating request for quotation– An overview

All the RFQ details such as the RFQ type, category to which the RFQ belongs, date on which the RFQ is raised, and the reply date can be entered. The RFQ can be raised indicating the part number, description of the part, condition of the part, quantity, UOM, Schedule Type, Quality Attribute, Ship To, Alternate Part number and the certificate type.

The parts being ordered can be shipped to one or more organization unit depending on the request. This page also allows you to specify the organization unit where the part must be delivered, the earliest need date of delivery and the certificate type.

The system generates a sequential line number for the parts at the time of creating the request for quotation. The system updates the status of the RFQ to “Draft” in case all the mandatory information is not entered and stores the login user ID along with the server date.

Prerequisites

The numbering type must be defined in the “Document Numbering Class” business component and mapped to the “RFQ” business component.
The supplier must be defined in 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 RFQ

Specify the type of part for which RFQ is raised

Specify the condition of the part you need to purchase

Specify the organization unit for goods receipt

Specify the schedule type for the delivery of part

Specify whether alternate part type can be quoted for the part

Categorize the RFQ

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

Select the appropriate option in the “RFQ Category” field, to categorize the request for quotation.

Specify the type of part for which RFQ is raised

You can specify the type of the part for which you are raising the request for quotation. The RFQ 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 RFQ to procure raw materials.

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

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

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

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

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

Specify the condition of the part you need to purchase

You can specify the condition of the part for which the RFQ is raised.

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.

Specify whether alternate part type can be quoted for the part

You can specify whether to allow quotation of alternate parts, in case the parts mentioned in RFQ are not available.

Set the “Alternate Part #” to “Allowed”, if you wish to allow the quotation of alternate parts.

Set the “Alternate Part #” to “Not Allowed”, if you do not wish to allow the quotation of alternate parts.