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Vendor Quote Requests help prepare requests to be sent to a Vendor or multiple Vendors for quotes based on job specifications and functions. Vendor Quote Requests can be added and linked to job specifications through the Estimate. At least one Estimate Quote is necessary for the creation of a Vendor Quote to be possible. Vendor Quote Requests cannot be created for an Estimate Quote that has been approved.
When a Vendor Quote Request is created, a unique number is assigned that is a combination of the estimate number, the component number for which the quote is for and the Vendor Quote Request number followed by the Estimate Component description. This combination results in the RFQ (Request for Quote) number that is used for display purposes. A completed RFQ can be printed and mailed, or automatically E-mailed as a .PDF from within the application.
To create a Vendor Quote Request, from within an Estimate that has an existing quote, click the Vendor Quote Requests button from the Estimate Quote tool bar.
From the Estimate Quote, click the Add New Request button. The Vendor Quote Request screen allows for Vendors and Estimate Quote Versions to be selected to create the RFQ (Request for Quote).
The Vendor tab allows Vendors to be added to the Vendor Quote Request as well as inserting the approved RFQ rates into the Estimate/Quote.
To add a Vendor, click the Add Vendor button. The Add Vendors popup displays all vendors that are created with the Vendor Category of 'Non Media'. Select the Vendor(s) that the RFQ will be sent to and click the Add Vendors button.
To limit the selection list to Vendors that are the default vendor for the selected function, check the Show only vendors with default functions for those selected checkbox.
To search for a particular Vendor, enter the Vendor code or description in the search input - the vendor list will display only the vendors/descriptions that match your search criteria.
Vendors are created and maintained in Advantage | Maintenance | Accounting | Vendor application.
The Versions tab allows Estimate Quotes and Functions to be added to the Vendor Quote Request. To add an Estimate Quote, click the Add Quote to Vendor Request button. The Add Quotes popup displays all quotes that have been added to the Estimate. Select the quotes to be included in the RFQ and click the Add Quotes button.
To enter comments related to the Estimate Quote, input the comment directly into the comments box on the Vendor Quote Request or click on the Show comments icon to enter comments using a popup. The Comments popup includes the ability to:
Use Quote Comments - select the Use Quote Comments checkbox to automatically copy the comments entered from the Estimate Quote.
Spell Check - Select Spell Check to check spelling of the comment that was entered.
Insert Specs - Select the Insert Specs button to include Job Specification details into the Estimate Quote RFQ Comment. Select the Categories from the left side of the Import Spec popup. The corresponding information from the Job Specification will display. Multiple Categories may be selected. When all Categories are selected, click the Select button. The selected Job Specification information will be added to the Estimate Quote Comments for that Quote.
In order to use the Insert Specs option, a Job Specification must be associated with the Estimate Quote.
When completed, click the Save button.
The Vendor Quote Requests will display the selected Estimate Quotes (Version). To add functions to the RFQ, click the Add Function button. Only Functions that are created a s Function Type of Vendor will be included in the selection list. Select the functions to be included in the RFQ and click the Add Functions button.
To limit the selection list to functions that are the Vendor's default function, check the Show only default functions for selected Vendors checkbox.
To search for a particular function, enter the function code or description in the search input - the function list will display only the functions/descriptions that match your search criteria.
Functions are created and maintained in the Advantage | Maintenance | Accounting | Function application.
The Comments popup includes the ability to:
Use Function Comments - select the 'Use Function Comments' checkbox to copy the comments from the Estimate Quote functions.
Spell Check - Select Spell Check to check spelling of the comment that was entered.
Insert Specs - Select the Insert Specs button to include Job Specification details into the Estimate Quote RFQ Comment. Select the Categories from the left side of the Import Spec popup. The corresponding information from the Job Specification will display. Multiple Categories may be selected. When all Categories are selected, click the Select button. The selected Job Specification information will be added to the Estimate Quote Comments for that Quote.
In order to use the Insert Specs option, a Job Specification must be associated with the Estimate Quote.
When completed, click the Save button.
When all Version and Vendor information has been entered, click the Save button.
Once the Vendor Quote Request has been completed, the detail information for the RFQ can entered and/or modified.
RFQ - The RFQ number automatically generated using the Estimate Number - Component Number - Quote Number and is display only. The description is the same as the Estimate Component's description, however, the description can be modified if needed.
Request Date - Defaults to the date that the RFQ was created.
Due Date - Enter the date that the quote is required to be returned from the Vendor. This is the date that will appear on the printed request.
Description of Project - Enter a description of that further describes the project. To use the comments from the Estimate or Component, click the Insert Comments icon.
On the Comments popup, select the Use Estimate Comments or the Use Component Comments check box and click the Insert Specs button. Choose to copy by Version or Categories/View Specs, select the Spec Version to be used and click the Select button.
Spell Check - Select Spell Check to check spelling of the comment that was entered.
When completed, click the Save button.
Save - To save changes made to the Vendor Quote Request, click the Save button.
Email/Print Setup - The Email/Print Setup option allows the e-mail, that is sent to the Vendor, to be customized and will automatically be used when sending the Vendor Quote Requests.
Location ID - Select the location information to be used for the header and/or footer display. It uses the default Location information (name, phone, address and logo) that is setup in the Advantage | Maintenance | General | Locations application.
Use Printed Date - Check the 'Use Printed Date' option to generate the Vendor Quote Request using the current system date. When unchecked - it will use the 'Request Date' from the Vendor Quote Request.
Subject (Required) - Enter a default subject line for the email to be sent to the Vendor.
Body - Enter a default description / body for the email to be sent to the Vendor.
Check to Add CC - Check the Check to Add CC if the sender is to receive a copy of the Vendor Quote Request that is sent to the vendor.
When completed, click the Save button.
Submit - To send the Vendor Quote Request to the Vendor via email, select the desired Vendor or Vendor/Functions from the Vendor Quote Request - Vendors tab, and click the Submit button. A message will display stating that all selected Vendor Quote Requests have been emailed and/or printed.
Spell Check - To verify the spelling within the Vendor Quote Request screen, click the Spell Check button.
Use the Vendors tool bar to add and/or delete Vendors, add and/or edit Vendor Contact information and to automatically insert the approved function into the Estimate Quote.
Add Vendor - To add a Vendor to the RFQ, click the Add Vendor button.
Delete Vendor - To delete a Vendor from the RFQ, select the vendor using the check box located to the left of the Vendor View button and click the Delete Vendor button. A message will displaying verifying that the Vendor Quote Request should be deleted. To delete, click OK.
Insert into Estimate/Quote - Once a Vendor Quote Request has been approved, the quote's detail information can be inserted directly into the Estimate Quote. Select the approved row(s) to be inserted and click the Insert approved items into Estimate/Quote button. A message will display stating that all selected rows have been inserted into the Estimate Quote.
Add Vendor Contact - If the selected Vendor does not have a Vendor Contact associated, to add a new Vendor Contact, select the Vendor and click the Add Vendor Contact button. On the Add Contact popup, enter the detail information and click the Save button. The newly added vendor contact will automatically be assigned to the selected Vendor.
Edit Vendor Contact - To modify a selected Vendor's Vendor Contact detailed information, select the Vendor and click the Edit Vendor Contact button. On the Edit Contact popup, enter the detail information and click the Save button.
On the Vendor Quote Request screen, select the Vendor tab. The selected Vendors will be displayed in the top grid and the selected functions will be displayed in the lower grid.
The Vendor section displays all selected Vendor information and allows Vendor Contacts, comments and submitted/replied dates to be entered.
View - Click on the View link to preview the Vendor Quote Request.
Email - To email the Vendor Quote Request to the Vendor, check the check box to the left of the Vendor and click the Submit button. If an email address is present for the Vendor Contact, this check box will be selected automatically.
Print - To print the Vendor Quote Request, check the checkbox, to the left of the Vendor and click the Submit button.
Vendor - Displays the selected Vendor.
Vendor Contact - To assign a Vendor Contact to the Vendor for the Vendor Quote Request, click on the Add Contact icon to select the Vendor Contact from a Search List. Highlight the Vendor Contact to be added to the Vendor and click the Select button.
If the desired Vendor Contact is not listed, or is incorrect, the option to add a new Vendor Contact and edit an existing Vendor Contact is available from the Search List.
Add Vendor Contact - To add a new Vendor Contact from the Search List, click the Add Vendor Contact icon. Enter the Vendor Contact information on the popup and when completed, click the Save button.
Edit Vendor Contact - To modify an existing Vendor Contact from the Search List, select the Vendor Contact and click the Edit Vendor Contact icon.
Remove Vendor Contact - To remove a Vendor Contact from the Vendor Quote Request, click on the Add Contact icon. On the Vendor Search List, do NOT highlight/select a Vendor Contact and click the Select button. This will remove the Vendor Contact from the Vendor Quote Request for the selected Vendor.
The ability to add / remove Vendor Contact relies on security setup in Advantage | Security | Group Setup or User Setup | Maintenance | Accounting | Vendor Contact tab.
Contact - Displays the Vendor Contact's name. This field is not editable.
Email - Displays the Vendor Contact's email address. This field is not editable.
Address - Displays the Vendor Contact's mailing address. This field is not editable.
Phone - Displays the Vendor Contact's phone number. This field is not editable.
Comments - Enter notes for the Vendor concerning the RFQ or click on the Show comments icon to enter the comments using a popup. Information entered here will be included on the Vendor Quote Request.
Submitted - Displays the date that the Vendor Quote Request was sent to the Vendor for quoting. The submitted date will be populated with the current system date every time the Vendor is selected and 'Submit' is clicked.
Replied - Enter the date that the Vendor Quote response has been received.
The Function section displays the selected function's information and allows entry of quantity, rates, amounts, notes and approval.
Vendor - Displays the selected Vendor.
Version - Displays the description of the Estimate Quote that was selected for a Vendor Quote.
Function - Displays the function selected for a Vendor Quote.
Qty - Enter the quantity for the function. Once the Vendor Quote Request response is received and a quantity is entered, the quantity is automatically multiplied by the rate to determine the amount.
Rate - Enter the rate for the function. Once the Vendor Quote Request response is received and a rate has been entered, the rate is automatically multiplied with the quantity to determine the amount. Rates can be entered with up to 4 decimal points. When printing the estimate, the rate will display with up to the 4 decimal points. If the rate is 2 or 3 decimal points, it will display on the print as 2 decimals or 3 decimals accordingly.
Amount - Displays the total amount of the Vendor Quote Request response for the function. This amount can be manually overwritten.
Reply Notes - Enter any special conditions or other notes from the Vendor applicable to the function.
Approved - Check this check box when the Vendor Quote Request is received and has been approved.
Approved By - Enter the name of the person who approved the Vendor Quote Request.
Approval Notes - Enter additional notes related to the Vendor Quote Request approval.
Show Comments - Click the Show Comments icon to enter or view the Reply Notes and Approval Notes from inside the comments popup.
The Version Tab displays the selected Estimate Quote and Functions related to the Vendor Quote Request.
The Quote sections displays the selected Quote information.
Version - Displays the selected Estimate Quote number.
Description - Displays the description of selected Estimate Quote.
Comments - To enter comments related to the Estimate Quote, input the comment directly into the comments box or click on the Show Comments icon to enter comments using a popup.
To delete a quote from the Vendor Quote Request, select the quote using the check box located to the left of the version number, and click the Delete Quote button. A message will displaying verifying that the Vendor Quote Request should be deleted. To delete, click OK.
The Function section displays the selected Function information.
Function - Displays the selection Function code.
Description - Displays the selection Function's description.
Comments - To enter comments related to the Function, input the comment directly into the comments box or click on the Show Comments icon to enter comments using a popup.
To delete functions from the Vendor Quote Request, select the functions using the check box located to the left of the function and click the Delete Function button. A message will displaying verifying that the Vendor Quote Request should be deleted. To delete, click OK.
When a Vendor Quote response is received, the results can be entered into the Vendor Quote Request. Select the Vendor Quote Request that was sent to the Vendor and enter the following:
Qty - Enter the quantity for the function. Once the Vendor Quote Request response is received and a quantity is entered, the quantity is automatically multiplied by the rate to determine the amount.
Rate - Enter the rate for the function. Once the Vendor Quote Request response is received and a rate has been entered, the rate is automatically multiplied with the quantity to determine the amount. Rates can be entered with up to 4 decimal points. When printing the estimate, the rate will display with up to the 4 decimal points. If the rate is 2 or 3 decimal points, it will display on the print as 2 decimals or 3 decimals accordingly.
Amount - Displays the total amount of the Vendor Quote Request response for the function. This amount can be manually overwritten.
Reply Notes - Enter any special conditions or other notes from the Vendor applicable to the function.
Approved - Check this check box when the Vendor Quote Request is received and has been approved.
Approved By - Enter the name of the person who approved the Vendor Quote Request.
Approval Notes - Enter additional notes related to the Vendor Quote Request approval.
Show Comments - Click the Show Comments icon to enter or view the Reply Notes and Approval Notes from inside the comments popup.
To automatically add the approved function(s) directly into the Estimate Quote, select the approved row(s) and click the Insert approved items into Estimate/Quote button. A message will display stating that all selected rows have been inserted into the Estimate Quote. The functions are then part of the Estimate Quote with the approved quantity, rate and extended amount.
To delete a Vendor Quote Request, select the Vendor Quote Request to be deleted by using the check box located to the left of the RFQ# and click the Delete selected request button. A message will display verifying that the Vendor Quote Request should be deleted. To delete, click Ok.
To create a new Vendor Quote Request by copying an existing Vendor Quote Request, select the Vendor Quote Request to be copied by using the check box located to the left of the RFQ# and click the Copy selected request button. Only the Vendor, Vendor Contact, Quote and Functions will be copied.
The following information will not be copied over: Quantities, Rates, Amounts, Function notes (Reply and Approval), Submitted and Replied dates and all Approval information.
After updates have been made, click the Save button to save the changes.
To return to the Estimate Quote, on the Vendor Quote Request screen click the X on the top right corner of the application. The Estimate screen will display showing the Vendor Quote Requests grid. To view the Estimate Quote grid, click the Quotes button.