Purchasing > RFQs > RFQ 

Use this function to view a supplier or a group of suppliers (or prospects) to obtain information on 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 table used to select the suppliers to which the RFQ is going to be sent.

    Picking options

    Use the Purchase request selection section to create RFQ lines from purchase requests. The listed purchase requests are filtered based on the information already entered in the RFQ (site, requester). You can select 1 to ...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 selected purchase request line is associated with a supplier, this supplier will be automatically added to the lists of suppliers on the RFQ. A warning message is displayed if the required receipt date is prior to the RFQ due date.
    To access additional selection criteria, click Pur. req. selection criteria.

    Use the Supplier selection list to choose the suppliers relevant to the RFQ. The suppliers that can be selected are those that are active.
    To access additional selection criteria, click Supplier selection criteria.

    Modification and deletion

    A RFQ line can no longer be modified when at least one response has been recorded in reference to this line. However, the following information can still be modified: Descriptions, Project code and Analytical dimensions.
    Header information such as the Requester/buyer (except if the BUYFLT - Filter by buyer parameter is set to ‘Yes’), the RFQ date, the RFQ Due date and the Internal reference can be modified without restriction.

    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 dimensionis 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.
    • 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(s) addition

    Use this function to copy the line on which the cursor is positioned.

    Text

    Use this function to enter text that will be printed on the RFQ documents to be provided to the suppliers.
    This text is initialized with the Purchase text defined on the product record.

    Select suppliers of products

    Click this action to access the suppliers listed for this product, in other words, those for which there is a product-supplier record.

    You can then:

    • Either select an individual supplier of the product to be included on the RFQ. In that case, select the relevant lines.
    • Or include all the suppliers. In that case, click Include All.

    When you exit this action, the selected suppliers are added to the list of suppliers associated with the RFQ.

    When you call this action, the already chosen suppliers are automatically selected. To exclude suppliers from the list, clear them individually, or click Exclude all to clear them all.

    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.

    Tunnel to supplier

    Click this action to access the Stock by site inquiry function.

    Tunnel to responses

    Click this action to access the Purchase journal traceability inquiry function.

    Address entry
    Supplier line table
    Select suppliers of products

    Click this action to access the supplier record, according to your authorizations.

    Select suppliers of products

    Click this action to access the responses provided by the various suppliers to this RFQ.

    Address entry

    Click this action to access the address detail and if necessary to modify it (namely when it is a miscellaneous supplier).
    You can also modify the address code. This modification will be copied back to the supplier table.

    Select suppliers of products

    Click this action to display the common suppliers listed for the products that appear on the RFQ. The following information is displayed for each supplier: its code, its company name and its type ('Normal', 'prospect' or 'Miscellaneous').

    You can then:

    • Either select an individual supplier common to product to be included on the RFQ. In that case, select each relevant line.
    • Or include all the suppliers. In that case, click Include All.

    When you exit this action, the selected suppliers are added to the list of suppliers associated with the RFQ.

    When calling to this function, the suppliers already selected are automatically checked. To exclude suppliers from the list, clear them individually, or click Exclude all to clear them all.

    Select suppliers of products

     

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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 Destinationprinter 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

    Click this action to enter a header text. This text will be printed on the RFQ for each supplier.

    Footer text

    Click this action to enter a footer text. This text will be printed on the RFQ for each supplier.

    Option menu

    Supplier selection criteria

    Click this action to access the advanced supplier selection and apply a filter to display those suppliers that meet the entered criteria in the supplier list.

    Pur. req. selection criteria

    Click this action to filter the purchase requests according to specific criteria and decide on how they will be regrouped:

    • Grouping of pur req: Specify whether or not the selected purchase request lines will be regrouped 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. The purchase requests lines are regrouped by default.
    • Filter by requester : Select this check box to only filter the purchase requests originating from the requester/buyer.
      If the user role assigned to the RFQ is 'Buyer' and the values of the BUYFLT - Filter by buyer (ACH chapter, AUZ group) and PQHBUY - Request for quote user (ACH chapter, AUZ group) 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 pur. req. on Start date and End date: use this option 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: use this option to select the purchase request lines where this supplier has been entered. Use wildcards(*,?) to perform extended selections. The purchase requests that have no defined supplier are not impacted by this filter. They will appear in the selection list irrespective of the filter being used.
    • Selection by Product: use this option to only select the purchase request lines referencing the product specified in the filter. Use wildcards(*,?) to perform extended selections.
      If the user role assigned to the RFQ is 'Buyer' and the values of the BUYFLT - Filter by buyer (PUR chapter, AUZ group) and PQHBUY - Request for quote user (PUR chapter, AUZ group) parameters are set to 'Yes', only the products tracked by the buyer can be selected.
    • Selection by Purchase request number: use this option to only select the lines of the specified purchase request.
    • Selection on Project code: Enter a project code to only select the purchase request lines having this project code. You can enter another project code to select other purchase request lines. According to the grouping setup, the lines can be grouped by product code.
    • Pur. req. already selected: Specify whether or not the purchase request lines that are already on another RFQ must be selected. By default, these purchase requests are not selected.
    • Signed requests : specify whether or not the signed purchase request lines must be selected. By default, the unsigned purchase requests are not selected.
    Transaction

    Click this action to change the entry transaction, provided that your access codes are sufficient.

    Document traceability

    Click this action to access the Purchase journal traceability inquiry function.

    Local menus

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

    No sequence number is assigned to this document

    This message appears upon creation when no sequence number has been assigned to the RFQ document. To solve this problem:

    • Check that there is a sequence number for the RFQ. If there is none, add it manually.
    • Then, associate this counter to the document using the Sequence number assignment option.

    Problem at the time of sequence number counter recovery

    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 that 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 you try to delete a product line or a supplier line where at least one response has already been recorded.

    The planned receipt date is prior to the RFQ due date.

    This message appears when you select a purchase request with a required receipt date prior to the RFQ due date.

    Tables used

    SEEREFERTTO Refer to documentation Implementation