Create A Vendor Request For Quotation

System Location: Data Entry > Purchasing > Request For Quotation

This topic provides details on how to create a vendor request for quotation (RFQ) for an existing purchased part, copying the RFQ to get quotes from multiple vendors, and updating the RFQ once the vendor responds.

Though this example focuses on updating costs for defined Inventory Items (commonly referred to as "purchased parts,) RFQs can also be created to update Estimates and Job Requirements using much the same functionality as covered here. For information regarding what details are updated based on the source of the RFQ, see the "Update The RFQ" section located at the bottom of the page.

For more information see Request For Quotation.

Create the RFQ

  1. Go to the blue Data Entry tab, open the Purchasing dropdown menu, and select Request For Quotation.
  2. Click New (located at the top of the page.)
General Section
  1. Verify / provide information for the following fields:
    • RFQ Number
    • Outside Service (check box): Determines whether the RFQ will be for a vendor service or a purchased part.
    • Vendor Code
      • RFQs can be created for multiple vendors for the same part(s).
      • If Vendor Code is left blank, it will be populated automatically with the 'Primary Vendor' of the part(s) selected so long as they all have the same one.
        • If multiple parts are selected and they have different Primary Vendors, Vendor Code is left blank and will have to be selected by the user.
    • RFQ Date
    • Expires On
  2. Verify Outside Service check box is blank.
    • This setting determines whether the RFQ will be used to update material costs or service costs.
  • When the 'Outside Service' is left blank, the RFQ will be created to update material costs, as indicated by the "Purchased Item" label located above the Line Items Grid. In this instance, options include:
    • From Part File: When selected, the 'Search' option in the Line Items Grid Header provides access to a list of defined Inventory Items.
    • From Job Req: When selected, the 'Search' option in the Line Items Grid Header will provide a list of open material requirements.
  • When the 'Outside Service' is checked, the RFQ will be created to update service costs, as indicated by the "Outside Service" label located above the Line Items Grid. In this instance, options include:
    • From Order: When selected, the 'Search' option in the Line Items Grid Header will provide a list of open service requirements.
    • From Estimate: When selected, the 'Search' option in the Line Items Grid Header will provide a list of defined Inventory Items.

Unless filtered to exclude one or the other, the search results for "Part File" and "Estimate" will include both manufactured parts (estimates) and purchased parts. It is assumed that when using the "Purchased Item / Part File" option, purchased parts will be selected and when using the "Outside Service / Estimate" option, manufactured parts will be selected.

Line Items Section
  1. Verify the From Part File radio button is selected.
    • See "What Options Are Available For An RFQ?" above for details about how these options are displayed
  2. Click Search.
    • The Part Search Screen displays.
  3. Click Search (now on the Part Search screen.)
  4. Select one or more parts from the grid to place on the RFQ.
    • Items selected should be purchased parts.
    • Product Code may be a useful way to filter out manufactured parts.
  5. Click OK.
  6. Edit the details of any parts included on the RFQ as needed.
    • Quantity breaks may need to be adjusted depending on the vendor's practices.
Header Section
  1. Verify / edit values in this section as needed:
    • Requested By
    • Contact
      • You can use the Email icon to send the RFQ to the contact listed here.
    • Currency Code: Defaults to currency associated with the selected vendor.
    • Exchange Rate
      • Will always be "1" unless dealing with a foreign currency.
    • Terms Code and Tax Code - Required on AP invoices
Addresses Section
  1. Verify / edit Vendor Address information as needed.
  2. Verify / edit Ship To Address information as needed.
    • Location: Select the appropriate company address from the dropdown menu
      • Selecting an option from the menu populates the remaining address details.
Comments Section
  1. Verify / edit Notes To Vendor.
    • As indicated in the Comments Section, information entered in this field will print on documents seen by the vendor.
  2. Click OK to close and save the record.

Create Additional RFQs (OPTIONAL)

If the parts should be quoted by multiple vendors, the quickest option is to use the Copy Utility.

  1. Open the Request For Quotation Navigator (located under Purchasing.)
  2. Select the RFQ that contains the parts that need to be quoted by a different vendor (Source RFQ.)
  3. Click Copy.
    • The utility opens the new RFQ (Destination RFQ) which displays a status of "copy."
  4. Change Vendor Code to the next / other vendor being asked to provide a quote.
  5. Edit parts in Line Items Grid if needed.
    • Some vendors may not carry the same material, so the list may need to be edited accordingly.
  6. Verify Header and Address information.
  7. Click Save to save and close the new RFQ.
    1. Use the Save dropdown menu if you want to create a new record or print a report upon saving.

Repeat this process for as many vendors as desired.

Update The RFQ

Once a vendor provides a quote, the corresponding RFQ needs to be updated accordingly.

  1. Open the Request For Quotation Navigator (located under 'Purchasing.)
  2. Select the RFQ that contains the parts that need to be quoted by a different vendor (Source RFQ.)
  3. Click Edit.
  4. Select a part in the Line Items Grid.
    • If there is only one quantity break associated with the part, the Unit Price can be edited in Line Items Grid.
    • If there are multiple quantity breaks present, they will need to be adjusted in the Line Item Details.
      • The 'Multiple Quantities' check box will be selected if there is more than one quantity break on the part.
  5. Click Details.
  6. Enter the Cost Breaks for each Quantity Break present based on the information provided by the vendor.
  7. Update other values as appropriate.
    • Taxable (Check for "Yes", leave blank for "No")
    • Miscellaneous Tooling Charge details
    • Revision
    • Delivery information
  8. (OPTIONAL) Place a check in Update Part to apply changes to Inventory Item.
    • Use this option to immediately apply the quantity break and cost information to the selected part record.
      • The part will be updated when the RFQ is saved.
    • If more than one RFQ was created and it is uncertain which one should be accepted and applied, use the Vendor Cost Analysis Utility instead.
    • For more information see Use The Vendor Cost Anaysis Utility.
  9. Click OK to close the details.
  10. Click Save to save and close the RFQ.
    1. Use the Save dropdown menu if you want to create a new record or print a report upon saving.

The result of applying the updated information on a RFQ depends on what options were used when creating it.

  • Purchased Item / From Part File: Updates the defined Inventory Item.
    • Updated costs will be used on any record created in the future (P.O., BOM on a new Estimate, etc.)
    • Existing BOM information is not automatically updated
    • The Flush BOM Utility can be used to update existing BOM details
  • Purchased Item / From Job Requirements: Updates material requirements on selected jobs only
    • P.O.s created for requirements will use updated costs
    • Does not increase or decrease Unit Price (sales value) on selected jobs
    • Underlying inventory items are not affected
  • Outside Service / From Order: Updates service requirements on selected jobs only
    • P.O.s created for requirements will use updated costs
    • Does not increase or decrease Unit Price (sales value) on selected jobs
    • Underlying estimates are not affected
  • Outside Service / From Estimate: Updates the defined Estimate
    • Updated costs / sales values will be used on any record created in the future (quote, jobs, etc.)
    • Existing quotes and jobs are not affected

 

Back to Request For Quotation