This module is the user’s Request for Quote vehicle.The user may use this module in conjunction with the Quotation & Estimating module (which processes the Customer’s or prospect’s request for quote).Or, the user may use as a stand alone RFQ module. This module is used to compile the requirements.Then, reports are generated to mail, fax or e-mail to proposed suppliers for quotation.Upon receipt of the supplier’s response, the user may then identify which suppliers (and prices) are to be used for the final Customer quotation.

Quote Status

To change Quote Status, depress the Edit button, type in your password, highlight the Status section and select the appropriate new status from the drop down list. Depress the Save button.

	This allows the user to Export Supplier Request for Quotation.
	This allows the user to Import Supplier Quotes.

RFQ Number	This is the system assigned number for the request for quote.
Supplier	This is the name of the supplier to which the RFQ was sent.
Contact	This is the name of the contact at the supplier.
Due Date	This is the date the user expects to receive the quote from the supplier.
Date Issued	This is the date the RFQ was issued.
	Depressing this button will display any notes written about this RFQ.
Itm	This is the Item line number.
Mfgr	This is the name of the manufacturer.
Mfgr Part No	This is the number which the manufacturer has assigned to the part.
Class	This is the classification of the part.
Type	This is the type within the classification for the part number
Description	This is the description of the part number.
Status	This is the status of the part number, such as Open, To Quote or Cancelled.
RFQ Source	This is the source of the RFQ, such as New (part does not exist in the Inventory Control Item Master) or Inventory (part does exist in the Inventory Control Item Master) or the Quotation and Estimating Management module Quotation Number (see procedures above).
Parent Part	This is the Part Number of the assembly as entered in the Quotation and Estimating Management module.
Part Number	This is the number internally assigned by the user for the part number.
Rev	This is the revision number which is applicable to the number internally assigned by the user.
Customer Part No	This is the number assigned by the customer to the part number.
Rev	This is the revision number assigned to the customer part number.
Customer Name	This is the name of the customer.
	Once the quotation has been received back from the Supplier and the information completed, this button is used to forward such quoted information back into the specific quotation number as entered in the Quotation and Estimating Management module(please see procedures above).
	This button is depressed to display any notes regarding quantity or pricing.
UoM	Unit of Measure

For the Item Number highlighted:

Enter the Sales Mgt/Customer Quotations/Component Quote Management.

The following screen will appear.

Actions

Initially there are only three buttons available, Find, Add or Exit. 

Find a Request for Quote

Depress the Find button. The following screen will appear:

Select the Status Filter by selecting the appropriate Radial button. Select the “Find by“ by selecting the appropriate Radial button.

If you select by Supplier Name, depress the down arrow and a list of suppliers will appear:

Select the desired Supplier. A list of all of the quotes for that Supplier will appear. Select the desired Request for Quote number. Double Click on the record you wish to select.

If you want to find by the Request for Quote number, select that Radial button and type in the EXACT Request for Quote number.

The Request for Quote will populate the screen, as displayed below:

To ADD a new estimate, depress the Add button. You’ll be prompted for your password. The following screen will appear.  Select the desired supplier.  Type in the Contact, Date Issued and the Due Date.

Depress the Add Parts button. The following selection will appear:

 Selecting Add From Quote will bring the quote constructed in the Quotation and Estimating Module onto the screen.

Depress the Add From Quote button. Then following screen will appear:

Enter in the Quote number or highlight and Double Click to Select the Quote Number and Customer Name. Select either All Products on Quote or Select Product from Quote.

If there are no AVL's listing the selected Supplier on the quote the user will receive the following message: 

 


The quotation will populate the screen.

Depress the "Export Supplier Request for Quotation" button. Receive the following message.

Depress "Yes" if you would like the customer name displayed in the resulting file, depress "No" if you do not want the customer name displayed in the resulting file.

Receive the following message listing the file created

Depress OK.  View Excel spreadsheet created.  NOTE:  This spreadsheet CANNOT be changed (except to fill in Supplier information).  If the format of this spreadsheet has been modified in any way  the information will not transfer in to the QOT properly. 

This file may be e-mailed, faxed, etc to supplier. 

Supplier will then fill in Quote Qty, Min/Qty, Multi/Qty, Price and Lead Time.

Once the response has been received from the Supplier, the user may Import the Supplier Quotes. 

Find the user’s Request for Quote (See Article #627).

Depress the Edit button, and enter password. Dpress the  "Import Supplier Quotes" button and receive the following message

Depress Yes and locate Excel File to import from following screen

Double Click on file and Suppliers Information is transfered to RFQ

Depress the Save button.

Add From Inventory

To ADD a new estimate, depress the Add button. You’ll be prompted for your password. The following screen will appear.  Select the desired supplier.  Type in the Contact, Date Issued and the Due Date.

Depress the Add Parts button. The following selection will appear:

Type in the Item number and the Manufacturer’s Part Number. Hint: Use the X-Reference Find to easily look up the manufacturer’s part number. This can be found within Inventory Control Management Module. 

Once the Manufacturer’s Part Number is typed in, the following items will fill in automatically from the Inventory Master: Manufacturer’s Name, Class, Type, Description, Request for Quote Source, Parent Part Number, Part Number, Part Number Revision Number, Customer Part Number, Customer Part Number Revision Number and Customer Name. 

The part must be setup on the Supplier's Line Card.  If not you will receive this warning. 

If the Part List has more than one available, a screen will appear advising you that there is more than one Manufacturer’s Part Number in the System.

 

Depress the Yes button.

A list of Inventory records will appear. Double Click to Select the part you want to consider. 

When finished adding components, depress the Save record button.

Notes

 Add a New Part

To ADD a new estimate, depress the Add button. You’ll be prompted for your password. The following screen will appear.  Select the desired supplier.  Type in the Contact, Date Issued and the Due Date.

Depress the Add Parts button. The following selection will appear:

Depress the New Part button from the Request for Quote Add mode Selection. This is to get a quote for a component or components that are not included in the Item Master, and there was no Customer Quote prepared in the Quotation and Estimating module. The user may use this feature as a stand alone RFQ. 

The following screen will appear:

Type in the Item number. Select the Manufacturer from the drop down list.

Type in the Manufacturer’s Part Number. Select Class and Type from the respective drop down menus. Type in the Description.

If you type in a manufacturer’s part number which does indeed exist in the Inventory Master, the following message will appear.

Depressing the Yes button will bring up the following:

You can choose to Use Internal Number or Cancel. If you select the Internal Number, the Manufacturer, Class, Type, Description, etc. will fill in from the Inventory Master.  If you depress Cancel the main screen will appear and you may manually enter in the Class, Type, and Description.

Select the Status from the pull down.

Notes

Depress the Update Quotes button to have the information forward from the Request for Quote back to the Quotation and Estimating module.  Information will be forward if:  1)   if the information has not been sent to the quote and no component pricing/lead time information has been entered directly into the quote. 2)   if the information has already been sent once from that RFQ, or if information has been entered manually in the quote module then a prompt will appear asking the user if you would like to replace the existing data:        a)   if the user selects "No" then only new information is updated in the Quote        b)   if the user selects "Yes"               1)   If no RFQ parts have a null or 0 lead time, then the Quote is updated with the latest RFQ information             2)   If the RFQ has a part with a null or 0 lead time then it states "some lead times in the RFQ are 0, do you want to replace the Quote lead times with these lead times?"         a)   If the user selects "Yes" then the Quote is updated with all the latest information from the RFQ regardless of what was entered previous       b)   If the user selects "No" then only those lead times greater than 0 will be updated.  3)  if the part number already has scrap entered in Inventory Control Mgmt, the system will use that as default.  If no scrap has been entered within Inventory, the system will then use the scrap that has been entered within the Quote Customer screen.

Type in your password. A further selection screen will appear: Depress Update All Quotes. The Quantity / Price Information in the Quotation and Estimating module will update.

If you select Update Selected Quote, a list of quotes will appear: Double click on the desired Quote number.

If you select Update Selected Product, a list of products will appear: Double click on the desired product.

If you select Update Selected Manufacturer part, the following screen will appear: Double click to select the desired manufacturer.

Once you have updated the quote the item status will change from "Open" to "To Quote"

You can now go back into the Quotation and Estimating module to view and print out the updated quote information. Be sure to highlight the correct Supplier Name to view the quantity and price information.

Request for Quotation Report

To print the Supplier Request for Quotation report, select the Print button from the ManEx action buttons at the top of the screen. 



The following screen will appear:

 

Select the appropriate radio for the output format you desire: Screen, Printer, XL File, TXT File, or PDF.

The following screen will appear:  The user has sort options available, as illustrated below:

Click on the desired sort radial – either by Manufacturer, Manufacturer Part Number and quantity or Manufacturer part number, then quantity. Depress the OK button. The following report is available: