PO-F  Enter Verbal RFQ's

Purpose of Program

Use this program to record a verbal request for quote (RFQ) from a vendor for a specific item or service, and to enter prices received.  This is an alternative to the full screen, multiple item RFQ found in PO-E  Enter/Print RFQ's.

If you deal with many outside vendors and subcontractors and rely on them to provide frequent price quotations, the RFQ system can be an extremely useful tracking tool.

If you are using the Estimating module, you can tie RFQ's to specific estimates.  If multiple RFQs are sent out for the same item, you can mark which one is to be used by the estimate in its cost calculations.  RFQs are considered open if there are no prices entered, and are considered closed when prices have been received.  Open and closed RFQs can be tracked through PO-I-C  Print RFQ Status.

An RFQ can be converted directly to a live purchase order through PO-G  Convert RFQ's.

Field Explanations

RFQ Number

The RFQ number.  This is usually assigned automatically by the system, but you can enter a number of your own, if you wish.

Issue Date

The date the RFQ was created.  This defaults to the system date, but can be overridden.

Vendor

The vendor code the RFQ pertains to.  This must be a valid vendor code from the vendor file.

Name

The vendor's name.  This displays automatically when the vendor code is entered.

Estimate No

If this RFQ is tied to an estimate from the Estimating module, enter the estimate number in this field.  It must be a valid estimate in the estimate file.  This field can be used as a report filter for PO-I-C  Print RFQ Status.

Work Ord #

If this RFQ is associated with a particular work order, enter the work order number.  This field can be used as a report filter for PO-I-C  Print RFQ Status .

Parent Part, Description

If an estimate or work order number was entered, the parent item number associated with the estimate or work order is displayed for reference, along with its description.

Sequence

If the RFQ is for a service, this field indicates the routing sequence in either the estimate routing or work order routing to which it pertains.  If you make an entry in this field, the cursor will skip the next section and will go straight to pricing entry, for services tied to routings do not require item numbers.

Use in Est?

After the RFQ's for an estimate have been answered (meaning that prices have been received) you can enter a Y in the RFQ record that you want the estimate to use in its cost calculations.  The program only allows a Y value for one of the RFQ's.

Item number

If the RFQ is for a tangible item, this is where the item number is entered.  It must be a valid item number from the inventory file.

Description

The item number's inventory description.  It will be displayed automatically when the item number is entered.

Purch UM

The purchase unit of measure from the item's inventory master record will default into this field; however, it may be overridden.  Whatever is in this field and in the Conv Factor field will be transferred to a purchase order if this RFQ is converted through PO-G  Convert RFQ's.

Conv Factor

The conversion factor from the item's inventory master record will default into this field; however, it may be overridden.  This field is a multiplier.  When the item is received into inventory, it will be multiplied by this value to convert the quantity to your stocking unit of measure.

Lead Time

This value defaults from the item's inventory master record; however, it may be overridden (does not affect the master record).  It is for reference purposes.

Exp Date (Required)

The date through which the prices on this RFQ are still valid.  This is a required field in order to distinguish between current and expired RFQ's.

Quantity, Cost

Quantity refers to the quantity through which each cost applies.  Five quantities and costs are available.  For example, of you are to receive a price of $10 for quantities ranging from 1-99 and $7.50 for quantities 100-199, you would enter 99.00 in Quantity 1 and 10.0000 for its cost, then 199.00 in Quantity 2 with a cost of 7.5000.  

General Program Operation

If you are entering a new RFQ, press <Enter> through the RFQ Number field.  The program will assign the next available number when the screen is saved.  You can enter a number of your own choice, if you wish.

The issue date defaults to today's date; you may override it if you wish.

Enter the vendor code to whom or which you are sending the RFQ, or select one from a pop-up window by pressing the F2 key (or clicking on the Lookup button).  After entering the vendor code, the vendor's name will be displayed automatically.

If the RFQ does not pertain to an estimate or work order, you can skip the second block of fields and go directly to the Item number field.

If the RFQ is associated with an estimate or work order, enter either the estimate or work order number; the program will not allow you to enter both.  The parent item number of the estimate or work order, along with its description, is automatically displayed.

If the RFQ is for a service that pertains to an estimate routing or work order routing operation, enter the routing sequence number in the Sequence field.   The cursor will then skip the third entry fields block, since item numbers are not required for routing service operations.

The Use in Est? default is N.  If later on when prices are received and you want to go with a particular RFQ in your estimate, you can set this switch to Y.

If the Sequence field was left blank, you can enter a item number for the RFQ item.  You can enter the item number or select one from a lookup window by pressing the F2 key (or clicking on the Lookup button).   After entering the item number, the description, purchase unit of measure, conversion factor, and lead time will default from the item's inventory master record.  These fields can all be overridden without affecting the master record.

When you first enter an RFQ you will want to enter quantities but not costs.  Later, when the vendor provides you with prices, you will go back into the RFQ record and enter the prices, which changes the RFQ from open status to answered status.

You can save the RFQ record from any point on the screen by pressing F10 (or clicking on the Save button), or you will be prompted to save the record when you reach the end of the screen.

Adding Prices, Editing an RFQ

When your vendor returns prices to you, you must retrieve the RFQ record and enter the prices for reference purposes.  To do so, enter the RFQ number or select from existing RFQ's in a lookup window by pressing the F2 key (or clicking on the Lookup button).  

If the RFQ pertains to a particular estimate, you can get a lookup of all RFQ's by estimate number by pressing the <Home>key (or clicking on the Display RFQ's by Est button).  The complete record displays on the screen.  Change or add any fields as desired.  Enter the vendor's prices in the cost fields.

If you want an RFQ to be used in a particular estimate's cost calculations, change the Use in Est? field to a Y.

Save the screen at any point by pressing F10 (or clicking on the Save button), or you will be prompted for a save when you reach the end of the screen.

You can track the status of all RFQ's with a variety of selection criteria through PO-I-C  Print RFQ Status.