REQUEST FOR QUOTATION
The Request For Quotation sub-module (Purchasing -> Request For Quotation) allows users to generate and manage requests for quotes for various parts. Users can view existing Requests For Quotations (RFQs) entries or add new ones. Additionally, in the Reports and Dashboards menu there is an Outstanding RFQ Items Report that will show all Open or Sent RFQs. RFQs will often be added via the Purchasing Inbox submodule but can also be created manually. The RFQ sub-module is comprised of the following sections:
RFQ listing with Search and Vendor Filter options
Contains a listing of Open, Sent, or Closed RFQs
Allows a user to Add or Find an RFQ
If displaying by vendor, the user must enter the vendor and then click Refresh to see the RFQs associated with that vendor
Items for Quote listing
This section only appears once an RFQ has been selected to edit
Lists the items that are part of the selected RFQ with options to Add/Remove Item(s), Update Quantities, Select/Unselect items, and Issue To Orders
Selected items will be highlighted in red
Selected Vendors listing
This section only appears once an RFQ has been selected to edit
Lists the vendors that have been added to send the RFQ to for any selected items
Users can click Add Vendor to add any number of vendors manually or click Add Qualified Vendors to automatically populate the vendor list (Note: All selected Part Numbers must have the same vendor associated with them at the Part Number level for the Add Qualified Vendors to populate the vendor list)
After adding vendors, users can click Email RFQ to send the RFQ to the listed vendors via email or Print RFQ to print a copy of the RFQ to send by fax, mail, or manual email attachment
Figure 1: Request For Quotation Overview
SENDING A REQUEST FOR QUOTATION
Click on Purchasing and select Request For Quotation.
Locate the applicable RFQ and click the pencil icon to edit the RFQ.
Select the items to add to the RFQ by clicking the checkbox for each item or clicking Select All if all items should be sent in the RFQ.
Figure 2: Sending a Request for Quotation
Select the Add Qualified Vendors button to automatically populate the vendor list. This will only work if the selected Part Number has a vendor associated with it at the Part Number level. If multiple Part Numbers are selected, they must all have to have the same vendor associated with them at the Part Number level.
Select the Add Vendor button to add any number of vendors manually.
After selecting the Add Vendor button, a new window pops up for the user to search for and add a vendor. Before a vendor can be added, it must have a Contact with a valid email address. The user can click Add New Contact if needed but will have to re-select the vendor after doing so. When satisfied, click Apply Vendor to add it to the Selected Vendors listing.
After adding the desired vendors, click Email RFQ to open a new window to be able to send the RFQ in an email to each of the listed vendors. Within this new window, the user can choose who to Cc the email to, edit the Subject line/Message, and choose to Include RFQ Items in body of email in case the vendors do not open PDF attachments. When satisfied, the user can click Send to email the vendors and anyone Cc’d.
After the email is sent, the RFQ Status stays as Open, so to change it to Sent, the user must click Send RFQ.
If emailing the RFQ from RAAS is not desired, users can also click Print RFQ to print or save a PDF copy that can be faxed, mailed, or attached to an email outside of RAAS.
ISSUING A REQUEST FOR QUOTATION TO AN ORDER
Upon receipt of a quote, the user can add the quote as an attachment to a vendor by clicking on the View Attachments button in the Selected Vendors listing and then selecting Upload in the pop-up window.
After deciding which vendor to order from, the user can select Issue To New Order, Issue To Open Order, or Issue To Sent Order.
Figure 3: Issuing a Request for Quotation to an Order
Depending on which option is selected, a new window (with slight differences) pops up.
If selecting Issue To New Order, the user must select the vendor to order from. The vendors in the Selected Vendors listing will be at the top of the drop-down menu. After choosing the appropriate vendor, click Issue to open another window to choose the Order Type [Purchase Order or Exchange Order (Inbound)] and then click Next to open either a Purchase Order window or Exchange Order (Inbound) window. Fill in the appropriate information to complete the order process.
If selecting Issue To Open Order, the user must select which Open Order to add the RFQ to and click Issue to add it to that order.
If selecting Issue To Sent Order, the user must select which Sent Order to add the RFQ to and click Issue to add it to that order. To issue to a Sent Order, the item(s) would need to already exist on the order with sufficient quantity (based on how many are listed in the RFQ).