Amending the quotation

This page allows you to amend the quotations, which are in “Authorized” or “Rejected” status. Tell me more.

Select the "Amend Quotation" link in the "Select Quotation" page. Alternatively, select the hyperlinked quotation number in the multiline of the same page.

The “Amend 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 #

The quotation selected in the previous page.

Status

The status of the selected quotation. In this page, the quotation can be in one of the following statuses:

Partially Amended – Indicates that not all the mandatory information has been entered.
Amended – Indicates that the quotation is amended and has all the mandatory information.
Authorized – Indicates that the quotation is authorized
Rejected – Indicates that the quotation was rejected

Amendment #

The amendment number of the quotation. The system generates the amendment number automatically at the time of amending the quotation.

The system updates the status of the quotation to “Confirm”, when the quotation is approved.

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

User Status

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

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.

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 fields in the “Supplier Details” group box:

Supplier #	The code identifying the supplier of the parts.
Supplier Name	The name of the supplier. 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.

The system displays the following fields in the “Quotation Details” group box:

Quotation Date

The date on which the quotation is confirmed by the repair shop.

Enter the following

Quotation Type	Use the drop-down list box to select the type of quotation, which could be “Normal” or “Price List”. Mandatory. The system displays “Normal” by default.
The system displays the following:
Received Date	The date on which the quotation was received from the supplier
Enter the following in the “Quotation Info” group box:
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.
Price Held Firm Time	The validity time frame given by the supplier for the quotation (Integer). 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” is specified as “Two weeks”.

The system displays the following.

Effective To

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

Enter the following:

Supplier Offer #

The unique code identifying the supplier offer. Mandatory.

Supplier Offer Date

The date on which the supplier supplies the requested part. (Date Format). Mandatory.

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 Component.

The system displays the following:

Exchange Rate

The exchange rate of the currency entered.

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 quotation must be defined.

Enter the following in the “Part Details” multiline.

Part #

The number identifying the part (Alphanumeric, 18). Mandatory. The part must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component and must be in “Active” status.

Help facility available.

Note: You can add a new line item or amend the details of an already existing part.

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”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”.
Part Condition	Use the drop-down list box to select 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 is been used after servicing.
Quoted Part #	The number identifying the part quoted by the Supplier (Alphanumeric, 18). Mandatory.

The system displays the following:

RFQ Qty

The total quantity of the part 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, 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 Qty” can also be in fractions, if the fractions are allowed in the “Unit of Measurement Administration” business component.

UOM

The unit of measurement in which the part must be quoted (Alphanumeric, 10). Mandatory. 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, then ensure that a conversion factor is defined to convert Quotation UOM to Stock UOM, either in “Part Administration” or “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:

Base Currency Cost

The basic cost of the part in base currency.

Note: If the cost is amended, the cost in base currency for the amended value will be displayed on clicking the “Amend Quotation” pushbutton.

Enter the following in the “Part Details” multiline.

Schedule Type

Use the drop-down list box to specify the delivery schedule 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 sets this field to “Single” 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.

Need Date

The time limit or the date set for the delivery of the part (Date Format).

Note: 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 attribute quality of the line number, which could be “Standard”, “Custom” or “None”.
Certificate Type	Use the drop-down list box to select the type of certificate that is issued to the specified part or supplier. 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.
Qty Price Break	Use the drop-down list box to select either “Yes” or “No” to specify whether quantity price break is applicable or not for that line number.
Purchase Lead Time	The minimum time required by the supplier, from the time of order, to supply the items (Decimal). 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.

The system displays the following:

Authorize ?

Indicates whether the quotation line number has been authorized or not. The system displays “Yes” or “No”.

Enter the following in the “Part Details” multiline.

Remarks

Any comments pertaining the quotation (Alphanumeric, 255).

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

Check the box in the “Select” column of the multiline, to mark the part for modifying the terms and conditions, schedule and distribution, TCD details, quality attribute details, quantity price break details and user defined details.

Click the “Amend Quotation” pushbutton, to update the amended details of the quotation.

The system updates the status of the quotation to “Amended”.

Note: The quotation in the “Amended” status must be re-authorized.

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

To amend other details of the quotation

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

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

Select the “Edit Part TCD Details” link at the bottom of the page to add TCD details for the individual part.

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

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.

To confirm the quotation

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

The system updates the status of the quotation to “Open”.

The system displays the following in the “Record Statistics” group box.

Created By	The name of the user who created the quotation.
Created Date	The date on which the quotation is created.
Last Modified By	The name of the user who last modified the quotation.
Last Modified Date	The date on which the quotation was last modified.
Approved By	The name of the user who authorized the quotation.
Approved Date	The date on which the quotation was approved.

Amending the quotation – An overview

This page allows you to amend the quotations, which are in “Authorized” or “Rejected” status. You can add new line items for the quotation, while amending the quotation details.

Upon amendment, the system updates the status of the quotation order to “Amended” if all the mandatory information is entered. Else it is assigned the “Partially Amended” status and increments the amendment number for that quotation. You can also approve or authorize the amended quotation. Once approved, the quotation attains the “Confirm” status. The system stores the login user ID and the server date along with the modification details.

What you can do in this page

Amend the condition of the part

Amend the organization unit for goods receipt

Amend the schedule type for the delivery of parts

Amend the condition of the part

You can amend the condition of the part for which the quotation is raised, and for which the GR has not been made or GR is not under processing.

Amend the “Condition” field to “New”, if the condition of the part is new.

Amend the “Condition” field to “New Surplus”, if the condition of the part is new and has not been used.

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

Amend the “Condition” field to “Servicing”, if the part is used after servicing.

Amend the organization unit for goods receipt

You can change the organization unit to which the parts need to be sent after good receipts.

Set the appropriate option in the “Ship To” field to amend the organization unit for goods receipt.

Amend the schedule type for the delivery of parts

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

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

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