Create RFQ

Create Request For Quotation

This page allows you to specify the customer’s request for quotation for electronic storage. The RFQ number is entered manually or generated automatically by the system based on the numbering series selected as prefix and “year” as suffix. The RFQ date will be the system date and can be changed if necessary.

If the customer already exists, then the details pertaining to that customer are retrieved and displayed in the appropriate fields. In case of prospective customer, the details are to be entered manually. The customer related RFQ details are captured in this page. You can enter the item details and the action to be performed on creation of RFQ number. After all the necessary details are furnished, the RFQ number is generated. The links available at the bottom of the page facilitates you to enter the related information pertaining to the RFQ.

Select the “Create Request for Quotation” link under the “Quotation” business component.

The “Create Request for Quotation” page appears.

The system displays the following detail:

Status	The status of the RFQ. The system displays anyone of the following status. The options available are:
	Draft – indicates a newly created RFQ when all the mandatory fields are not specified.
	Fresh – indicates a newly created RFQ when all the mandatory fields are specified.
	Deleted – indicates a RFQ that is deleted.
	Quoted – indicates the status of the RFQ based on which a quotation is raised. The system updates the status of the RFQ to “Quoted” when the raised quotation is authorized.

Enter the following details:

RFQ No.	The unique number identifying the RFQ (Alphanumeric, 18) Mandatory. The RFQ number is generated automatically with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field or else it can be entered manually. If the numbering type is set to “Manual” then the system checks for the existence of the RFQ number and also ensures that it does not have any spaces or special characters. The system ensures that this field is not left blank if the RFQ number is generated automatically. The system generates the RFQ number if the numbering type is not set to “Manual”. It also checks for the existence of the RFQ number if it is automatically generated.
Numbering Type	Use the drop-down list box to select the prefix and suffix for the RFQ number that is created Mandatory. The values are populated from the “Numbering Class” business component.
Date	The date on which the customer makes the request for quotation (Date Format) Mandatory. The system displays the system date by default on launch of the page. It also ensures that the RFQ date is within the financial year. This date can be predated or post dated.

Enter the following fields in the “Customer Details” group box:

Customer Type	Use the drop-down list box to select the type of the customer Mandatory. You can select from either “Existing” or “Prospect”.
Customer Code	The code identifying the customer (Alphanumeric, 18). The system checks for the existence of the code and also ensures that the status of the customer is not “Inactive” or “Deleted” from the “Customer” business component. If the type of customer is set to “Existing” then the system ensures that this field is not left blank.
	Help facility available.

Enter the following details in the “Item Details” multiline:

Customer Product Code	The customer’s code identifying the item (Alphanumeric, 32).
Item Type	Use the drop-down list box to select the type of the item Mandatory. You can select from “Item”, “Model”, “Kit” or “Service”.
Item Code	The code identifying the item (Alphanumeric, 32).
	Help facility available.

The system displays the following detail:

Prospect Code

The code identifying the prospective customer. If the type of customer is set to “Prospect”, if the customer code is left blank and name of the customer is specified, then the system generates the prospective customer code of the type Pros001/Pros002. It also checks for the existence of the generated prospective customer code. If it exists then the regenerates the next number.

Enter the following details:

Customer Name	The name of the customer (Alphanumeric, 60) Mandatory.
	Zoom facility available.
Customer Address Id.	The address ID of the customer (Alphanumeric, 6). The system ensures that this field is not left blank. It also checks for the existence of the address id for the given customer code from the “Customer” business component. Based on the address id specified, the system populates the following details in the respective fields in this page: Customer address line 1, Address line 2, Address line 3, Country, State, City, Zip, Phone, Email, Fax, Contact person, Url.
	Help facility available.
Address Line 1	The first address line of the customer (Alphanumeric, 40)
Address Line 2	The second address line of the customer (Alphanumeric, 40).
Address Line 3	The third address line of the customer (Alphanumeric, 40).
City	The name of the city in which the customer resides (Alphanumeric, 40)
State	The name of the state in which the customer is located (Alphanumeric, 40).
Country	The name of the country to which the state belongs to (Alphanumeric, 40) Mandatory.
Zip	The zip code applicable to the address (Alphanumeric, 20)
Contact Person	The name of the contact person (Alphanumeric, 45).
Phone	The telephone number of the customer (Alphanumeric, 20).
Fax	The fax number of the customer. (Alphanumeric, 40)
E-Mail	The E-Mail ID of the customer. (Alphanumeric, 60).
URL	The website address of the customer (Alphanumeric, 50).
Sales Person Code	The code identifying the salesperson (Alphanumeric, 6). The system checks for the validity of the code form the “Sales Person” business component if this field is specified.
	Help facility available.

The system displays the following detail:

Sales Person Name

The name of the salesperson.

Enter the following details:

Sales Channel	Use the drop-down list box to select the sales channel to which the salesperson is linked. The system displays “Blank” by default on launch of the page. The values are populated from the “Category” business component in alphabetical order.
Special Instruction If Any	Instructions if any that are pertaining to the quotation before the quotation is raised (Alphanumeric, 255).
	Zoom facility available.

Enter the following details in the “Ref. Doc. Details” group box:

Customer RFQ No.	The customer's RFQ reference number (Alphanumeric, 18)
RFQ Date	The date when the customer raised the request for quotation (Date Format).
Currency	Use the drop-down list box to select the currency applicable for the RFQ. The system retrieves and displays the “Base Currency” from the “Organization Setup” business component.
RFQ Valid Till	The date up to which the RFQ is valid (Date Format). Mandatory. The system ensures that this field is not left blank.
Mode Of Enquiry	The mode of enquiry through which the customer requested for quotation (Alphanumeric, 40). For example: phone, fax, E-mail, document.

Enter the following field in the “Additional Details” group box:

Shipment Mode

Use the drop-down list box to select the mode of shipment of goods to the delivery area specified by the customer. You can select from “Air”, “Truck”, “Rails” or “Ship”. The system displays “Blank” by default on launch of the page.

Enter the following details in the “Item Details” multiline:

Customer Product Code	The customer’s code identifying the item (Alphanumeric, 32).
	Press <Enter> key.
	The system checks for the existence of the product code for the given customer code from the “Customer” business component. It also retrieves the item code, item variant and description of the item variant from “Item Administration” business component. It also retrieves the UOM for the item variant code.

The system displays the following detail:

Item Type

The type of the item. It can be “Item”, “Model”, “Kit” or “Service”.

Enter the following detail:

Item Code	The code identifying the item (Alphanumeric, 32). The system checks for the validity of the item code from “Item Administration” business component.
	Press <Enter> key.
	The system checks if any variant is associated to the specified item code. It no variant is associated, then the system retrieves the description of the item variant, sale UOM from “Item Administration” business component. It also populates the item type as “Model”, if the item type is “Model”, “Service” for “Service” and “Kit” for “Kit” respectively.
	Help facility available.

Note: If the product code mentioned by the customer is available with a different item code, then it is mandatory that you enter the “Item Code” and the “Item Variant Description” should be that of the item code entered. But in case, if the product requested by the customer is not available, that is, the new item, then it is mandatory that you need to specify the item variant description mentioned by the customer.

Variant Code	The code identifying the variant of the item (Alphanumeric, 8).
Item Variant Desc.	The description of the item variant (Alphanumeric, 150) Mandatory. The system retrieves the description of the item variant from the “Item Administration” business component.
UOM	The unit of measurement for the item (Alphanumeric, 15) Mandatory. It this field is left blank then the system populates the default UOM for the specified item code. It checks for the validity of the UOM with a valid conversion factor against the stock UOM. It also checks if fractional quantities are allowed in UOM from “UOM Administration” business component.
	Help facility available.
Enquired Qty .	The quantity of the item for which the customer has requested a quotation (Integer) Mandatory.
Required Date	The date by which the item is required to be delivered (Date Format). If the required date is specified, then the system checks if the required date is greater than the system date or RFQ date.
Ship To Address	The number identifying the customer address to which the items are to be shipped (Alphanumeric, 40). The system checks for the validity of the ship to id from the “Customer” business component if it is specified.
	Help facility available.
Action	Use the drop-down list box to select the action to be taken on creation of the request for quotation. You can select from either “Quotation” or “Estimate”. The system displays “Quotation” by default on launch of the page. The options available are:
	Quotation – indicates that a quotation is to be prepared based on the RFQ created, incase if the items requested are available in the warehouse.
	Estimate – indicates that an estimate for that product is to be prepared in case if the item requested by the customer is not currently available in the warehouse.
Remarks	Remarks if any (Alphanumeric, 255).

Check the box in the “Select” column of the multiline to select the RFQ number.
Click the “Create Request For Quotation” pushbutton to create a request for quotation.

The system saves the RFQ number with all its associated details.

The system updates the status of the RFQ to “Open” on submission of all the details.

The login user ID and the system date are updated in “Created By” and “Created Date” fields.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to specify notes.
Select the “Specify Attribute” link at the bottom of the page to specify Attribute details.
Select the “Create Quotation” link at the bottom of the page to create a quotation based on the RFQ created.
Select the “Specify Checklist” link at the bottom of the page to specify the checklist details.

The system displays the following:

Created By	The login user ID of the person who has created the RFQ.
Created Date	The date on which the RFQ was created.

Prerequisites

Mandatory

The customer details should be defined in the “Create Customer” activity of the “Customer” business component.
The numbering type should be defined in the “xxx” activity of the “Numbering Class” business component.
The item details should be defined in the “Item Administration” business component.
The UOM should be defined in the “UOM Addition” activity of the “UOM Administration” business component.

Optional

The “Organization Setup” business component must be defined.
The salesperson code should be defined in the “Create Sales Person” activity of the Sales Person business component.