Purchasing >  RFQs >  RFQ  

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This function is used to look at a supplier or a group of suppliers (or prospects) about conditions such as price, quantity, delivery lead-times... or any other information (text) for one or several products (Referenced or not).

Each request for quote (RFQ) is numbered and for a specific request for quote number, the information requested from the different selected suppliers is identical in order to facilitate the analysis of the responses received.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Presentation

The presentation of the entry screen depends on the setup of the selected transaction. If a single transaction has been set up, the user goes directly to the function, otherwise a window opens presenting the list of transactions for which the user has the authorizations. Irrespective of the transaction used, a request for quote record is subdivided in three parts:

  • A header containing information
  • A table used to identify the product(s) that is/are the subject of the RFQ
  • a grid used to select the suppliers to which the RFQ is to be sent.

Picking options

 The left list Select purchase requests section is used to create RFQ lines originating in purchase requests. The listed purchase requests are filtered based on the information already entered in the RFQ (site, requester). It is possible to select 1...n purchase requests and all or some of the lines for each purchase request. The purchase requests that can be selected are those that have not been closed. If the purchase request line selected is associated with a supplier, this supplier will be automatically added to the lists of suppliers for the RFQ. A warning message is returned if the due date is less than the response end date on the RFQ. A group of additional criteria can be defined using the Purchase Request picking criteria function accessible from the tool bar under the Options menu (see the description later in this document).

 The left list Supplier selection section is used to choose the suppliers for the RFQ. The suppliers that can be selected are those that are active. A group of additional criteria can be defined using the Supplier picking criteria function accessible from the tool bar under the Options menu (see the description later in this document).

Modification and deletion

An RFQ line can no longer be modified if a response has already been recorded for this line (however, the following information may still be modified: descriptions, project code and analytical dimensions).
The header information such as the requester/buyer, the request date, the response due date and the internal reference can be modified without restriction (except if parameter BUYFLT - Filter by buyer is set toYes).

It is possible to add a supplier to the list of selected suppliers even when there already are responses for the relevant line. On the other hand, it is not possible to delete from the list of selected suppliers a supplier that has already responded for at least one of the products on the RFQ.

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Fields

The following fields are present on this tab :

Block number 1

Code of the site issuing the order (request for quote, purchase request, order, subcontract order etc.).
This field is mandatory. It is initialized by default by the purchase site associated with your function profile.
You can modify this code by selecting a code from the list of authorized sites.
  • No. of suppliers (field BPSNBR)

This field, which cannot be modified, displays the number of suppliers selected owing to this request for quote.

  • RFQ no. (field PQHNUM)

Depending on the setup of the sequence number counter associated with the RFQs, the number can be entered manually or it will not be accessible and the system will assign a document number upon RFQ creation.

  • Internal reference (field PQHREF)

Free field used to assign an internal reference to the call for tenders.
This internal reference is used:
- For responses associated with the RFQ. It appears when creating a RFQ upon entering the supplier's response.
-In the order, when a RFQ is turned into an order.
  • RFQ date (field PQHDAT)

Recording date of the request for quote, initialized by default to the current date and modifiable.
  • Due date (field RSPDEA)

This is the specified dead line for the responses. It is initialized by default to the current date but can still be modified.

This is the code of the operator that initiated the RFQ. It is initialized, by default, to the connected operator code. It can modified if the transaction authorizes it.
Depending on PQHBUY - user for RFQ parameter, the user entered will have the role of Buyer or Requester. The title of the zone is modified depending on the cases.
If this parameter refers to a Buyer and if the BUYFLT - Filtre by buyer parameter us set to Yes, this information is compulsary. In that case, only the produts tracked by this buyer and those tracked by no buyer will be allowed for entry later.
If the PQHBUY - User for RFQ parameter refers to a Buyer, no restriction of the Buyer type wil be applied to the product selection

Grid Products

  • Product (field ITMREF)

List of products subject of the RFQ.
From this field, several possibilities are offered to the user. The User can:

  • Directly enter a product reference. The existence of this reference is controlled in the Products file. A warning message is displayed if the reference does not exist. However, it is possible to use this product for this RFQ and then afterwards to create a product record, for example after receiving an acceptable response.
    If the filter by buyer (parameter BUYFLT) is activated, only the products tracked by this buyer can be entered along with those where the buyer has not been determined. In this context, a product is tracked by a buyer if a user code is entered in the Productrecord ( Replenishment tab in the product record / Managers section / Buyer field) or in the Product-Site record (Management tab / Managers section / Buyer field). The buyer definition in the Product-Site record allows the user to associate different buyers according to the sites. This information has priority over the same information presented in the Product record.
    If an active open order exists at the time of RFQ creation, a message warns the user and the product will be displayed in blue as a reminder.
  • Use the contextual button to:

    - select a product from the file,
    - create, according to the user's authorizations, the product in the product file,
    - display and take into account existing purchase requests. The activation of the button after entry of the product reference is used to restrict the list to the purchase requests concerning this product alone.
  • Description (field ITMDES)

This is the product's description translated into the operator's language. If this translation does not exist, the untranslated title of the product is displayed instead.
If the product is not referenced in the database, the title will have to be entered manually.
It is possible to access from this field and via tunnel to the Product record.
If the RFQ line originates in a purchase request, the proposed description will be the one entered in the purchase request. This is the description that will be used in the report to be sent to the suppliers.

  • Standard description (field ITMDES1)

This is the description entered in the product record. If the product is not referenced in the database, the description must be entered manually.
The Product record can be accessed from this field using a tunnel.
If the RFQ line originates in a purchase request, the proposed description will be the one entered in the purchase request.

This is the reference of the project for which the RFQ line is created.
This information can be coming from the purchase request if this RFQ line comes from a purchase order. This information is not under any control.

This is the unit that is used in the RFQ.
This unit can be chosen from amongst all the units in the unit of measure table. Indeed, an RFQ can be created so as to be able to order in another unit to that defined for the product. This unit is initialized to the purchasing unit in the product record.
When an RFQ has as its origin a purchase request, the purchase unit proposed is the purchase unit in the purchase request.

  • PUR qty. (field QTYPUU)

This the quantity, expresses in purchase unit, for which the suppliers must provide the quote.
This quantity is initialized by the one in the purchase request when the RFQ line comes from a purchase request.
  • Lead time (field LTI)

This field indicates the delivery lead-time (number of days) for which the user wishes to suggest different supplier concerned by the RFQ.
If no value is entered in this field, it is possible to enter the desire reception date.
  • Receipt date (field RCPDAT)

This is the date chosen for the product reception, that should be considered in the proposal to be provided by the various suppliers concerned by the RFQ.
When a lead-time is entered, the entry of this date is not authorized: the requirement is expressed in terms of lead-time or deadline receipt date.
If the RFQ line is created from a purchase request, the reception date will be initialized by the date on the purchase request.
If the reception date is inferior to the deadline of the RFQ, a warning message is displayed.

The presence of these dimensions depends on the transaction setups.
At the time of the RFQ line entry, the analytical dimension types are initialized based on the Default dimension PQH code.
When the request for quote line is coming from a purchase request, the dimensions of the purchase request ere deferred to the quote request line and the code Default dimension is used to enter the non assigned dimension types.
Upon modification of an analytical dimension, a certain number of checks must be carried out to verify the validity of the dimension:

  • Existence of the analytical dimension.
  • Mandatory/forbidden section on a dimension type (see setups Company, tab Accounting).
  • The dimension cannot be posted.
  • The dimension is prohibited with the dimension (see dimension/dimension prohibitions).
  • The dimension is reserved for a site, a company or a group of sites.
  • The RFQ date is outside of the dimension validity date limits.
  • The user does not have the access rights for this dimension.

The setup determines whether the analytical dimensions can be modified. These are initialized in compliance with the default dimension setup.

In creation mode, if no order line has been entered and the project code is modified, analytical dimensions are reset based on the setup of the default dimensions.

In creation mode, as in modification mode, if an order line has been entered and the project code is modified, analytical dimensions are not reset.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 
  • Pur. req. no. (field PSHNUM)

If the RFQ line is taken from a purchase request, this is the number of the selected purchase request. The line number of the purchase request, the stock unit, and the selected quantity expressed in STK are also displayed.
Character $ is displayed when several purchase requests are regrouped on a same RFQ line.
  • Pur. req. line no. (field PSDLIN)

Number of the purchase request line when a RFQ line originates with a purchase request.

This field indicates the product management unit in which are expressed:

  • The stock
  • The standard price
  • The BOM link quantity, etc.

This information is always displayed, regardless of the transaction used. It cannot be modified.
  • Selected STK qty. (field RETQTYSTU)

It is the selected quantity, expressed in stock unit. When several purchase requests are regrouped on a same RFQ line, the displayed quantity is that resulting from the totaling of the different purchase requests.

Grid Suppliers

Supplier code. From this field, several possibilities are offered to the user.
Indeed, it is possible to directly enter a supplier number which existence is controlled in the Supplier file (that must be active) or use the contextual button to:

  • Select a supplier among the active suppliers.
  • Access the supplier file and create, according to the user's authorizations, a supplier in the file.
  • Select a supplier via an advanced selection window.

It is also possible to select a supplier via option Supplier of the product, obtained via the contextual menu associated with the product by right click.

A warning message is displayed when the supplier is in dispute.
SEEINFO To delete a supplier from the list, it is necessary to either delete the line or uncheck the supplier in the quick select list Supplier selection.
When modifying the supplier on a purchase request line, the discounts and prices recalculation is suggested.
  • Company name (field BPSNAM)

This is the corporate or company name of the chosen supplier. This information is not accessible.
  • Type (field BPSTYP)

This field is used to identify the supplier type from amongst the following:

  • Normal supplier,
  • Miscellaneous supplier: non referenced supplier
    On selection of the document, a window automatically opens for the entry of the address,
  • Prospect supplier: the selection of purchase documents is not authorized, only the entry of requests for quote is possible.
    A prospect can become a "Standard" supplier by a simple modification of this field.
  • Address (field BPAADD)

This is the address code referencing the address which will be used to send the RFQ to the supplier. If the supplier has several addresses, the default supplier address will be proposed. It is possible to modify the address code manually or to select it from a list of the supplier addresses.
  • Responses (field RSPNBR)

Number of responses by the supplier to this RFQ. If an RFQ concerns several products, there will be one response per product line. This information is not accessible.

  • Reminders (field FUPNBR)

Number of reminders carried out for this supplier. This information is not accessible.

  • Reminder date (field FUPDAT)

Date of the last reminder carried out for this supplier. This information is not accessible.

  • Printed (field PRNFLG)

This field indicates that the RFQ has been printed for this supplier.

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Action icon

Product line table
Line duplication

This function is used to copy the line on which the cursor is positioned.

Text

This function is used to enter text that will be printed on the RFQ documents to be sent to the suppliers.
This text is initialized with the Purchase text defined in the product record.

Select suppliers of product

This function is used to access the suppliers referenced for this product, that is to say those for which there is a product-supplier record. It is presented in the form of a grid displaying on each line the supplier code, its trading name and the supplier type (Standard, Prospect, Miscellaneous).

It is therefore possible to manually select the suppliers for the product that should appear in the RFQ by checking one by one the lines in the grid, or include them all by using the Include all button.
On exiting the function, the selected suppliers are added to the list of suppliers associated with the RFQ.

When opening this function, the suppliers that already selected are automatically checked. In order to exclude some of them from the list, simply clear them manually, or press the Exclude all button.

View PR of a RFQ

This function is only active when the purchase requests are selected on this RFQ line. It is used to view those taken into account.

The information concerning the RFQ line is displayed again in the header: The RFQ number and the line number concerned, the product code and its translated description as well as the purchase unit and the quantity in purchase unit.

The table displays the detail of the purchase requests that have been taken into account is displayed; the PR number and its line number, the quantity in purchase units, the purchase unit, the quantity in stock unit and the stock unit.

For each purchase request line there is the possibility to access the original document via a tunnel.

Stock by site

This function is used to access by tunnel the inquiry function of the Stock by site.

Purchase journal traceability

This function is used to access by tunnel the inquiry function of the Traceability of purchase documents.

AO line situation display
Supplier line table
Product notes
Tunnel to supplier

This function is used to access the supplier record according to the user authorizations.

Tunnel to responses

This function is used to access the responses made by the various suppliers for this RFQ.

Address entry

This function is used to access the address detail and if necessary to modify it (notably when it is a miscellaneous supplier).
It is also possible to modify the address code. This modification will be copied back to the supplier table.

Select suppliers of products

This function is used to display the common (referenced) suppliers for the products that appear in the RFQ. It is presented in the form of a grid displaying on each line the supplier code, its trading name and the supplier type (Standard, Prospect, Miscellaneous).

It is therefore possible to manually select the suppliers that are common to the products that should appear in the RFQ. Simply check one by one the lines in the grid, or include them all by using the button Include all button.

On exiting the function, the selected suppliers are added to the list of suppliers associated with the RFQ.

When opening the function, the suppliers that already selected are automatically checked. In order to exclude some of them from the list, simply clear them manually, or press button the Exclude all button.


 

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Reports

By default, the following reports are associated with this function :

  BONAOF : RFQ notes

  BONAOF2 : RFQ notes

  PQUOTAT : RFQ list

This can be changed using a different setup.

This setup is performed at the Customization level of the current object, by associating a report code or a print code to it.
It is possible to further specify this setup:

  • By specifying a given report at transaction entry level. If this report matches a print code, the list of reports associated with this print code is also submitted.
    The report entered at transaction entry level and the reports associated with the print code are automatically submitted in creation mode only.
  • At a more detailed level, by associating a print template with the BP. This template mentions the report to be used in priority for the printing of each document, as well as the expected number of copies.
    SEEINFOIf the number of copies is not specified, or if there is no print template associated with the BP, the number of copies defined for the Destination printer is chosen. If the number of copies is not specified for the destination printer, then a single copy is printed by default.

Menu bar

Text menu

Header text

This function is used to enter a header text for a RFQ. This text will be printed on the RFQ for each supplier.

Footer text

This function is used to enter a footer text for a RFQ. This text will be printed on the RFQ for each supplier.

Option menu

Supplier selection criteria

This function gives access to the advanced selection of suppliers and is used to filter in the left list the selection of suppliers corresponding to certain criteria.

Pur. req. selection criteria

Use this function to filter the purchase requests according to specific criteria and to decide how the purchase requests will be grouped.

 Pur. req. grouping (Yes/No): this option is used to decide whether or not the selected purchase request lines will be grouped by product code. If there are already some lines on the RFQ relating to a product of a purchase request, the latter will be grouped on the line corresponding to the product code. By default the purchase request lines are grouped.

 Filter by requester: this option is used to only filter the purchase requests from the Requester/Buyer. If the user role assigned to the RFQ is Buyer and if the BUYFLT and PQHBUY parameters are set to Yes, only the purchase requests for products tracked by the buyer can be selected irrespective of the value of this criteria.

 Cut-off date and selection of start or end date: this option is used to filter the purchase requests with respect to the mentioned date. According to whether the start date (corresponds to the date requested on the order) or the end date(corresponds to the due date requested) is used, the purchase requests proposed are less than or equal to this date.

 Selection by supplier: this option makes it possible to select the purchase request lines having the selected supplier entered. Wildcards(*,?) used to make extended selections are authorized. The purchase requests that have no defined supplier are not impacted by this filter. They will appear in the left list irrespective of the filter used.

 Selection by product: this option is used to select only the purchase request lines referencing the product specified in the filter. Wildcards(*,?) used to make extended selections are authorized. If the user role assigned to the RFQ is Buyer and the BUYFLT and PQHBUY parameters are set to Yes, only the products tracked by the buyer can be chosen.

 Selection by purchase request number: this option is used to select only the lines for the purchase request specified.

 Pur. req already selected (Yes/No): this option is used to select or not the purchase request lines that have not yet been selected for another RFQ. By default, the purchase request lines already appearing in another RFQ are not selected.

 PR signed (No/Yes): this option makes it possible to select or not the purchase request lines that are not signed. By default, the purchase requests that are not signed are selected.

Transaction block

This function allows changes to the entry transaction, provided the user has the correct access codes.

Document traceability

This function is used to access by tunnel the inquiry function of the Traceability of purchase documents.

Local menus

In addition to the generic error messages, the following messages can appear during the entry :

No sequence number has been assigned to this document

This message appears upon creation when no sequence number has been assigned to the RFQ document. To solve this problem, it is necessary to check if a sequence number counter actually exists for the RFQs (if this is not the case, it should be created) and then to associate this sequence number counter to the document with the aid of the Sequence number counter assignment option.

"Problem when recovering the sequence number counter"

This message appears in creation mode when the reading of the specified sequence number is invalid and the system has been unable to recover a sequence number.

"Record already exists"

This message appears when the method for assigning a RFQ number is manual and the number entered already exists in the table.

"At least one response recorded, deletion impossible"

This message appears when the user attempts to delete a product line or a supplier line where at least one response has already been recorded.

"The planned receipt date is less than the RFQ limit date"

This message appears when a purchase request has been selected where the reception date required is less that the response end date on the RFQ.

Tables used

SEEREFERTTO Refer to documentation Implementation