RFQ ‑ Create RFQ

RFQ Create allows you to:

• Send RFQ

·        View Target Prices

• Select Vendors

• View Vendors

• Do Repricing

• Print

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select RFQ – Create RFQ option

Main Menu > Requisition & RFQ > RFQ – Create RFQ

Screen Layout

Figure Create RFQ 01

Figure Create RFQ 02

Note: The data entered, for various fields, while creating the requisition, is displayed in the Create RFQ screen, while creating an RFQ, for a particular requisition. The user can view and edit the following information-

Following data should be pre-populated in the system in order to Create a RFQ–

Priority

Delivery Port Code and Delivery Port Name

Contact User Id and Contact User Name

Mode of Transport Code and Mode of Transport Name

INCO Terms

INCO Port Code and INCO Port Name

INCO Delivery Place Code and INCO Delivery Place Name

Freight Forwarder ID and Freight Forwarder Name

Consignee ID and Consignee Name

Agent ID and Agent Name

The following fields will be displayed at the top of the screen

Priority label

This indicates the priority of the requisition.

Status label

This indicates the status of the requisition.

View the following fields in Ship/Entity Information Section

Ship Number label

This indicates the ship number entered while raising the requisition.

Ship Name label

This indicates the ship name corresponding to the ship number in ship number label.

Sequence Number label

This indicates the sequence number of the requisition.

Split Number label

This indicates the split number of the requisition.

Year label

This indicates the year of the requisition.

View and Edit the following fields in Requisition & Port Information section

Requisition Date label

This indicates the date the requisition is raised.

Ship Requested Date label

This indicates ship requested date.

Priority dropdown

This indicates the priority of the RFQ. You can change this by selecting one of the other options from the dropdown. The possible values are ‘Normal’, ’Ok’, ’Urgent’, ’Semi Urgent’ and ‘Medium’.

Ship Requested Port Code label

This indicates the ship requested port code for the requisition.

Ship Requested Port Name label

This indicates the ship requested port name.

Requisition Type label

This indicates the requisition type. 

Delivery Port Code textbox

This indicates the delivery port code for the RFQ. Click the button to the right of the textbox to access the Search Delivery Port popup from where you can select the relevant port code or enter a value in the textbox. The pop up displays all the active ports. Maximum length allowed for the field is 5.

Delivery Port Name label

This indicates the corresponding delivery port name for the delivery port code chosen in the earlier step. This value gets populated at the time of selecting delivery port code from the Search Delivery Port popup.

Delivery Date textbox

This indicates the delivery date. Click on the calendar icon to its right and select the year, month and date, which get populated in the textbox.  It is a read only field.

Department ID label

This indicates the department id.

Department Description label

This indicates the department description.

Base Currency Estimate textbox

This indicates the base currency estimated. The maximum length allowed for the field is 14(11 digits before the decimal and 2 digits after the decimal).

Items Flag image icons

This field displays an image corresponding to the type of items requisitioned. The image options pertain to ‘Perishable’, ‘Hazardous’ and ‘Safe’.

The following fields are mandatory under this header

Delivery Port Code

Delivery Date

View and Edit the following fields in Contact Information section

Contact User ID textbox

This indicates contact user id. Click the button to the right of the textbox to access the Search Contact User popup from where you can select the relevant contact user id or enter a value in the textbox. The pop up displays all the active users belong to the customer. Maximum length allowed for the field is 10.

Contact User Name label

This indicates the corresponding contact user name for the contact user id chosen in the earlier step. This value gets populated at the time of selecting contact user id from the Search Contact User popup.

E-mail Address label

This indicates the corresponding e-mail address for the contact user id chosen in the earlier step. This value gets populated at the time of selecting contact user id from the Search Contact User popup.

The following fields are mandatory under this header

Contact User ID

View the following fields in Accounting Information section

Business Unit Code label

This indicates the business unit code.

Business Unit Name label

This indicates the business unit name.

Currency Name label

This indicates the currency name.

Object Account label

This indicates the object account.

Object Account Description label

This indicates the object account description.

Subsidiary Account label

This indicates the subsidiary account.

Sub Ledger ID label

This indicates the sub ledger id.

Sub Ledger Description label

This indicates the sub ledger description.

View and Edit the following fields in Comments and Instructions section

Internal Memo textarea

This textarea indicates the internal memo text. Click the button to the left of the textarea to append the relevant memo text.

External Memo textarea

This textarea indicates the external memo text.

A/P Memo textarea

This textarea indicates the A/P memo text. Click the button to the left of the textarea to append the relevant memo text.

Buyer Comment textarea

This indicates the buyer comment textarea. Enter the comment in buyer comment textarea. The maximum length allowed for the field is 500.

View and Edit the following fields in Vendor & Delivery Information section

Vendor Ready Date textbox

This indicates the vendor ready date. Click on the calendar icon to its right and select the year, month and date, which get populated in the textbox.  It is a read only field.

Reply By Date textbox

This indicates the reply by date. Click on the calendar icon to its right and select the year, month and date, which get populated in the textbox.  It is a read only field.

Mode of Transport Code textbox

Click the button to the right of the textbox to access the Search Mode of Transport popup from where you can select the relevant mode of transport code or enter a value in the textbox. The pop up displays all the active mode of transports that belongs to the customer. Maximum length allowed for the field is 8.

Mode of Transport Name label

This indicates the corresponding mode of transport name for the mode of transport code chosen in the earlier step. This value gets populated at the time of selecting mode of transport code from the Search Mode of Transport popup.

INCO Terms dropdown

Select the appropriate INCO terms from the INCO Terms dropdown

INCO Port Code label

Click the button to the right of the textbox to access the Search INCO Port popup from where you can select the relevant port code or enter a value in the textbox. The pop up displays all the active INCO ports. Maximum length allowed for the field is 5.

INCO Port Name textbox

This indicates the corresponding port name for the port code chosen in the earlier step. This value gets populated at the time of selecting INCO Port code from the Search INCO Port popup

INCO Delivery Place Code textbox

Click the button to the right of the textbox to access the Search INCO Delivery Place popup from where you can select the relevant INCO delivery place code or enter a value in the textbox. The pop up displays all the active INCO delivery places that belong to the customer. Maximum length allowed for the field is 5.

INCO Delivery Place label

This indicates the corresponding INCO delivery place name for the INCO delivery place code chosen in the earlier step. This value gets populated at the time of selecting INCO delivery place code from the search INCO delivery place popup

Freight Forwarder ID textbox

Click the button to the right of the textbox to access the Search Freight Forwarder popup from where you can select the relevant freight forwarder id or enter a value in the textbox. The pop up displays all the active freight forwarders that have been setup by the customer. Maximum length allowed for the field is 9.

Freight Forwarder Name label

This indicates the corresponding freight forwarder name for the freight forwarder id chosen in the earlier step. This value gets populated at the time of selecting freight forwarder id from the Search freight forwarder popup

Consignee ID textbox

Click the button to the right of the textbox to access the Search Consignee popup from where you can select the relevant consignee id or enter a value in the textbox. The pop up displays all the active consignees. Maximum length allowed for the field is 9.

Consignee Name label

This indicates the corresponding consignee name for the consignee id chosen in the earlier step. This value gets populated at the time of selecting consignee id from the Search Consignee popup

View the following fields in Equipment Information section

Equipment ID label

This indicates the equipment id of equipment requisitioned.

Equipment Name label

This indicates the equipment name of the equipment requisitioned.

Equipment Category label

This indicates the equipment category

Equipment Priority label

This indicates the equipment priority.

Manufacturer ID label

This indicates the manufacturer id.

Manufacturer Name label

This indicates the manufacturer name.

Equipment Drawing Number label

This indicates the equipment drawing number

Equipment Serial Number label

This indicates the equipment serial number

Model/Type label

This indicates the equipment model.

Equipment Description label

This indicates the equipment description.

The following Line Item Information is displayed in the grid

Line No textbox

This indicates the line number in the grid. This is a read only field.

Quantity textbox

This indicates the quantity requisitioned. Maximum length allowed for the field is 11( 7 digits before decimal and 3 digits after decimal).

UOM dropdown

This indicates the unit of measurement for the selected item.

Description textbox

This indicates the description pertaining to the line item. This is a read only field.

Item ID textbox

This indicates the item id of the item in the line item. This is a read only field.

Cost textbox

This indicates the cost of the requisitioned line item. Maximum length allowed for the field is 15(12 digits before decimal and 2 digits after decimal).

Extended Cost textbox

This indicates the extended cost of the requisitioned line item. It is a read only field and contains the value for quantity * unit cost.

Flag dropdown

This indicates the flag of the requisitioned line item whether ‘Safety’, ‘Hazardous’ or ‘Perishable’.

Cert. Reqd checkbox

This checkbox allows you to indicate whether certificate is required or not.

Price Type textbox

This indicates the price type of the requisitioned line item. By default it should be blank, Possible values are ‘M’/’C’  (‘Manual’/’Contracted’). This is a read only field.

Vendor Name textbox

This is contract vendor name. This is a read only field.

Currency textbox

This is the currency code corresponding to the price entered in the line item. This is a read only field.

T textbox

If approver comments, ship comments, buyer line comments, line item comments has values, it should be ‘T’ else blank value should be shown in the grid. This is a read only field.

Following fields are mandatory under this header

Quantity

UOM

To view the image of an Item

Click the Image button to view an image of the item. If available, it opens the image in a popup

To view the Line Item details

Click Details button to view details of the line item on the line item detail page.

To view Target Prices

Click on the Target Price link button to view Target Prices.

To Select Vendors from Select Vendor screen

Click on the Select Vendor link button to select the Vendors for RFQ

To Select Vendors from E-quote screen

Click on the E-Quote link button to select the Vendors for RFQ

To view Vendors

Click on the View Vendor link button to view the Vendors.

To do Repricing

Click on the Repricing link button to do Repricing.

To Create RFQ

Click on Send button to send the RFQ to vendor.

To cancel the operation

Click the Cancel button to cancel the operation.  The user will be taken to Search Requisition screen.

To Print the Requisition

Click the on Print Requisition to print the current Requisition.

Navigate through the Requisitions

Click the on Next or Previous buttons to navigate through the requisitions.

RFQ – Target Price

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select the RFQ –Target Price option

Main Menu > Requisition & RFQ > RFQ > Target Price

Screen Layout

Figure Target Price 01

Search the Target Price details

By default Target Price Display screen displays all the items present in the requisition at particular port.

To search by specific Port Code

By default delivery port code of the requisition will be displayed in the port code textbox.

Click the button to the right of the textbox to access the Search Port popup from where you can select the relevant port code or enter a value in the textbox. The pop up displays all the active ports. Maximum length allowed for the field is 5. Click the Search button to fetch records corresponding to the port code in the system

To search by specific Item ID

Click the button to the right of the textbox to access the Search Item popup from where you can select the relevant item id or enter a value in the textbox. The pop up displays all the active items that belong to the Requisition. Maximum length allowed for the field is 30. Click the Search button to fetch records corresponding to the item id in the system

To search by specific Currency

By default customer currency code will be displayed in the currency code textbox. Click the button to the right of the textbox to access the Search Currency popup from where you can select the relevant currency code or enter a value in the textbox. The pop up displays all the currencies. Maximum length allowed for the field is 30. Click the Search button to fetch records corresponding to the currency code in the system

To initiate a New Search

Click the Clear button to clear the screen. All the fields will display their default values. Search can be initiated again.

The following fields are displayed in grid

Port Name label

This indicates the port name.

Ship Name label

This indicates the ship name.

Class Description label

This indicates the class name.

Item Name label

This indicates the item description.

UOM label

This indicates the UOM description

Source Name label

This indicates the target price source name

Occurrences label

This indicates the number of occurrences.

Target low label

This indicates amount for target low price type

TL Vendor Name label

This indicates vendor name corresponding to the target low price type

Target High label

This indicates amount for target high price type

TH Vendor Name label

This indicates vendor name corresponding to the target high price type

TAverage label

This indicates amount for target average price type

TLast label

This indicates amount for target last price type

TLast Vendor Name label

This indicates vendor name corresponding to the target last price type

Last PO Date label

This indicates last PO date.

Last PO Number label

This indicates last PO number

Last PO Line Number label

This indicates last PO line number

Optimum label

This indicates amount for optimum price type.

RFQ - Select Vendor

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select the RFQ – Select Vendor option

Main Menu > Requisition & RFQ > RFQ > Select Vendor

Screen Layout

Figure Select Vendor01

To search Vendors

By default select vendor screen displays all the vendors that have relationship with the customer and have the purchasing service

To Search by Specific Vendor ID

Click the button to the right of the textbox to access the Search Vendor popup from where you can select the relevant vendor id or enter a value in the textbox. The pop up displays all the active vendors. Maximum length allowed for the field is 9. Click the Search button to fetch records corresponding to the vendor id in the system

To Search by Specific Country Code

Click the button to the right of the textbox to access the Search Country popup from where you can select the relevant country code or enter a value in the textbox. The pop up displays all the active countries. Maximum length allowed for the field is 2. Click the Search button to fetch records corresponding to the country code in the system

Following fields are mandatory to select vendors to send RFQ

Transmission Method

Vendor Currency

View and edit the following fields in grid

Vendor ID label

This indicates vendor id

Vendor Name link button

This indicates vendor name

Contact Name textbox

This indicates vendor contact name. This textbox gets populated when user selects contact name from the select contact Popup or enter a value in the textbox. Maximum length allowed for the field is 40.

Transmission Method dropdown

This indicates transmission method name. User can select transmission method from dropdown list.

Vendor Currency textbox

This indicates vendor currency Name. This is a read only field. This textbox gets populated when user selects currency name from the select currency Popup.

Vendors having the purchasing service and relationship with customer and financial service will be displayed in the black font remaining vendors will be displayed in Red font

To Display Vendor Details

Click on the Details image button or Vendor Name link button to open vendor details popup.

Select the vendors to send the RFQ

Select the vendors by checking the check box and click on the Save button.

To cancel the operation

Click the Cancel button to cancel the operation and that takes the user to the base page.

RFQ - E-quote

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select the RFQ –E-Quote option

Main Menu > Requisition & RFQ > RFQ > E-Quote

Screen Layout

Figure E-Quote01

To search Vendors

By default E-quote screen displays all the vendors that have relationship with the customer and have the purchasing service and supply equipment(s) at the selected port for the particular requisition.

To Search by Specific Alternate Port Code

By default delivery port code for the requisition will be displayed in the alternate port code textbox. Click the button to the right of the textbox to access the Search Port popup from where you can select the relevant Port code or enter a value in the textbox. The pop up displays all the active ports. Maximum length allowed for the field is 5. Click the Search button to fetch records corresponding to the alternate port code in the system

To Search by Specific Equipment ID

Click the button to the right of the textbox to access the Search Equipment popup from where you can select the relevant equipment id or enter a value in the textbox. The pop up displays all the active equipments that belongs to the Requisition. Maximum length allowed for the field is 15. Click the Search button to fetch records corresponding to the equipment id in the system

Following fields are mandatory to Select Vendors to send RFQ

Transmission Method

Vendor Currency

View and edit the following fields in grid

Vendor ID label

This indicates vendor id

Vendor Name link button

This indicates vendor name

Contact Name textbox

This indicates vendor contact name. This textbox gets populated when user selects contact name from the Select Contact Popup or enter a value in the textbox. Maximum length allowed for the field is 40.

Transmission Method Name dropdown

This indicates transmission method name. User can select transmission method from dropdown list.

Vendor Currency textbox

This indicates vendor currency Name. This is a read only field. This textbox gets populated when user selects currency name from the select Currency Popup.

Vendors having the purchasing service and relationship with customer and financial service will be displayed in the black font remaining vendors will be displayed in Red font

To Display Vendor Details

Click on the Details image button or Vendor Name link button to open vendor details popup.

To Display Equipment Details

Click on the Equipment image button to display Equipment details.

Select the vendors to send the RFQ

Select the vendors by checking the check box and click on the Save button.

To cancel the operation

Click the Cancel button to cancel the operation and takes the user to the Base page.

RFQ - View Vendor

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select the RFQ –View Vendor option

Main Menu > Requisition & RFQ > RFQ > View Vendor

Screen Layout

Figure View Vendors

View the following fields in the screen

Port Code label

Indicates the Delivery port code of the Requisition.

Port Name label

Indicates the Delivery port name of the Requisition.

The following fields are displayed in grid

Vendor ID

This indicates vendor id

Vendor Name

This indicates vendor name

From E-quote

This indicates whether vendor is selected from e-quote screen or select vendor screen

Contact Name

This indicates vendor contact name

Currency Name

This indicates vendor currency name

Transmission method

This indicates transmission method name

Country Name

This indicates vendor country name

To delete the vendors

Click on Delete image button of the particular row of the grid to delete the vendor.

RFQ - Repricing

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select the RFQ – Repricing option

Main Menu > Requisition & RFQ > RFQ > Repricing

Screen Layout

Figure Repricing

Click on Repricing link to open the Reprice popup, then select one of the following options.

1.Blank all line Items

   Blanks all line items in the grid

2.Reprice All Line Items

               Applies the contract pricing on all grid items

3.Reprice All Except Manually Priced items

               Applies the contract pricing on all grid items except Manually priced items

To do Repricing

Select any one of the above options and click on Ok button

RFQ - Line Item Details

Invoking the screen

To go to the screen click Requisition & RFQ on the main menu and select the RFQ – Line Item Details option

Main Menu > Requisition & RFQ > RFQ > Line Item Details

Screen Layout

Figure RFQ-Line Item Details 01

Figure RFQ-Line Item Details 02

View the following fields in Equipment Information section

Equipment ID label

This indicates the equipment id of equipment requisitioned.

Equipment Name label

This indicates the equipment name of the equipment requisitioned.

Equipment Category label

This indicates the equipment category

Equipment Priority label

This indicates the equipment priority.

Manufacturer ID label

This indicates the manufacturer id.

Manufacturer Name label

This indicates the manufacturer name.

Equipment Drawing Number label

This indicates the equipment drawing number

Equipment Serial Number label

This indicates the equipment serial number

Model/Type label

This indicates the equipment model.

Equipment Description label

This indicates the equipment description.

View the following fields in Item Information section

Line Number label

This indicates the Line number of the requisitioned item selected from the line items grid.

Quantity label

This indicates the quantity of the requisitioned item selected from the line items grid.

UOM label

This indicates the UOM of the requisitioned item selected from the line items grid.

Part Description label

This indicates the description of the requisitioned item selected from the line items grid.

Item ID label

This indicates the item id of the requisitioned item selected from the line items grid.

Cost label

This indicates the unit cost of the requisitioned item selected from the line items grid.

Extended Cost label

This indicates the extended cost of the requisitioned item selected from the line items grid.

Flag label

This indicates the flag of the requisitioned item selected from the line items grid.

Certificate Required

This indicates Certificate information of the requisitioned item selected from the line items grid.

Image

Click the Image button to view an image of the item. If available, it opens the image in a popup

View the following fields in Price Information section

Price Type label

This indicates the price type of the requisitioned item selected from the line items grid. If price has been entered manually then this will display ‘M’ else this will display the ‘C’ if the contract exists for the item.

Contract Vendor ID label

This indicates the contract vendor id of the requisitioned item selected from the line items grid if the contract exists for the line item.

Contract Vendor Name label

This indicates the contract vendor name of the requisitioned item selected from the line items grid if the contract exists for the line item.

Price label

This is Price of the requisitioned item selected from the line items grid. If price has been entered manually then this will display the unit price entered by the user else this will display the contract price if the contract exists for the item.

Contract Currency Code label

This is the contract currency code of the requisitioned item selected from the line items grid.

Contract Currency Name label

This is contract currency name of the requisitioned item selected from the line items grid.

Contract ID label

This is contract id of the requisitioned item selected from the line items grid.

Contract Name label

This is contract name of the requisitioned item selected from the line items grid.

Contract INCO Terms label

This is contract INCO terms of the requisitioned item selected from the line items grid.

View the following fields in Accounting Information section

Business Unit Code label

This indicates the business unit code of the requisitioned item selected from the line items grid.

Business Unit Name label

This indicates the business unit name of the requisitioned item selected from the line items grid.

Object Account label

This indicates the object account of the requisitioned item selected from the line items grid.

Account Description label

This indicates the object account description.

Subsidiary Account label

This indicates the subsidiary account.

Sub Ledger ID label

This indicates the sub ledger id of the requisitioned item selected from the line items grid.

Sub Ledger Name label

This indicates the sub ledger name.

View the Edit following fields in Notes and comments section

Approver Notes textarea

This indicates approver comments. This is read only field.

Ship Comments textarea

This indicates ship comments. This is read only field.

Buyer Line Comments textarea

This indicates buyer line comments textarea. Click the button to the left of the textarea to append the relevant memo text. Maximum length allowed for the field is 500.

Line Item Comments textarea

This indicates line item comments. . Click the button to the left of the textarea to append the relevant memo text. Maximum length allowed for the field is 500.

To save the Line Item Details

Click the Save button to save the line item details and that takes the user to the main

screen

To cancel the operation

Click the Cancel button to cancel the operation and takes the user to the main screen