Visual Streamline. Menu Changes. Purchase Order Request for Quotation. Purchase Order Request For Quotation.

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Donna Dorsey
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$Name Last Updated 14-Feb-2007 R:\WP6DOC\SISL\SUPPORT\FAQ$

1 Purchase Order Request For Quotation. Menu Changes Purchase Order Processing Request for Quotes RFQ Maintenance Requires new Right Right To Request For Quotes Page 1 of 9 Created Document Name Last Updated 14-Feb-2007 R:\WP6DOC\SISL\SUPPORT\FAQ Attachments\Purchase Order RQF Specifications.doc 19-Apr-2010

2 Product Maintenance New flag added called RFQ Item. The flag has two purposes. 1) Planned Purchasing When you run the validation in planned purchasing and the item is flagged as an RFQ item, the system will prompt the user to delete the item from PPP so they can add to an RFQ. 2) RFQ Maintenance You can import items into an RFQ from various sources, including from a list of RFQ items. When you select to import from the RFQ item list, the user is presented with a lookup containing only items flagged as RFQ. The user can then tag the appropriate items. Page 2 of 9

Request For Quote Maintenance Browse RFQ s This screen will only appear if one or more RFQ has been entered, otherwise you are directed to the main entry screen.

3 Request For Quote Maintenance Browse RFQ s This screen will only appear if one or more RFQ has been entered, otherwise you are directed to the main entry screen. Buttons: New Create a new RFQ (RFQ Maintenance) View Displays the selected RFQ with option to modify (if not closed). (RFQ Maintenance) Copy RFQ Provides the ability to copy the selected RFQ into a new RFQ. Close RFQ/ Re-Open RFQ Switch View Depending on the current browse view (Open or Closed), you will have the ability to close an open RFQ or re-open a closed RFQ. You can only re-open a closed RFQ as which has NOT been turned into a purchase order. You can close an RFQ at any stage. Provides the ability to switch between Open RFQ s and Closed RFQ s. Exit Exit back to menu. Page 3 of 9

4 RFQ Maintenance Header Options: Fields: RQF Number - - System generated number for reference purposes. Date Created - Date RFQ was created Date Required - Date the Supplier needs to respond with pricing. User - User who entered the RFQ Sent - Indicates if the RFQ has been printed/sent to supplier Status - Open or Closed (Primarily used for filtering on initial lookup screen) Winning Supplier - When you create the purchase order, the winning supplier will be recorded on the RFQ. Purchase Order - Purchase order generated from RFQ Buttons: Modify - Changes to Modify mode so changes can be made. Supplier List - Provided the ability to enter a list of suppliers that will receive the RFQ. Import Req/PO - Ability to import the list of items from an existing Order, Purchase Order, Requisition, or Product RFQ List. Print RFQ - Provides the ability to print the RFQ details to a print device without updating the sent flag. You would typically use this to verify the RFQ prior to sending it to the suppliers. Send RFQ - Provides the ability to print/send the RFQ to all suppliers on the list. RFQ s can be printed, faxed, or ed. The RFQ Send flag will be updated indicating the RFQ has gone out to the suppliers. The default print device is based on what fields are populated in the supplier RFQ list. If supplier address exists the default device is , therwise, If supplier Fax number exists, the default device is Fax, otherwise the default device is Printer. Page 4 of 9

5 RFQ Maintenance Supplier List Fields: Supplier - Supplier Code you wish to send the RFQ Contact Name - Contact for Supplier with respect to RFQ Bid Entered - Flag to indicate supplier bid has been entered. Phone Number - Contact Phone Number Fax Number - Supplier Fax Number (Required if you want to Fax RFQ) Contact - Contact Address (Required if you want to RFQ) Buttons: Prices - invokes screen to enter supplier bid prices (See below) Create P/O - allow you to select the supplier that wins the bid and directly create the purchase order based on the prices entered. The system will also create and /or update the appropriate supplier product landed cost table records. Page 5 of 9

6 Supplier Bid Prices Maintenance The system will display a list of all items entered on the RFQ. The user will enter the supplier bid prices for each item. Once the entry is complete, the user must click on the Mark Entry Complete button, which will update the price-entered field in the supplier RFQ list. You will not be able to select the supplier as the winning supplier unless this button is clicked. Page 6 of 9

Create Purchase Order A few things important things to note: When you first click on the Create P/O button, the system checks to see if the if there are existing items in planned purchasing for the

7 Create Purchase Order A few things important things to note: When you first click on the Create P/O button, the system checks to see if the if there are existing items in planned purchasing for the current user. The RFQ create purchase order option uses planned purchasing in the background to generate the purchase order. If planned purchasing records exist, the user will have the option to exit from creating the purchase order so they can complete the PPP cycle or they will have the option to delete the planned purchasing tables and continue creating the purchase order for the RFQ. Options: Update existing supplier list price Set supplier as Primary Exclude Items with zero bid - by default a product supplier record will be created for each item for the selected supplier. If this field is checked and there is already a product supplier record, the list price will be updated with the RFQ bid price creating a new landed cost. - If this field is checked, the selected supplier will become the item s primary supplier - by default all items will be included on the purchase order regardless if a bid price has been entered. If this field is checked, only items with a bid price will be included on the purchase order. Page 7 of 9

8 Customer Service Inquiry Expediting A change has been made to customer service expediting to indicate if an item is on an Open RFQ, as long as it s not on a purchase order. The RFQ number will display in RED. Page 8 of 9

9 Planned Purchasing Validation During the PPP validation routine, items flagged as RFQ Items will cause a message to popup asking if the item should be deleted from PPP. Users can then make note of the item and enter it on an RFQ to shop the price. Page 9 of 9

Copyright Basware Corporation. All rights reserved.. Vendor Portal User Guide Basware P2P 17.3

Copyright Basware Corporation. All rights reserved.. Vendor Portal User Guide Basware P2P 17.3 Copyright 1999-2017 Basware Corporation. All rights reserved.. Vendor Portal User Guide Basware P2P 17.3 Table of Contents 1 Vendor Portal Registration... 4 1.1 Register for Vendor Portal...4 2 Vendor