Supplier Quote Entry

Exploring

This program lets a supplier (or SYSPRO user) submit quotations for RFQs. Quotations are submitted per requisition and/or per requisition line.

Things that can be done in this program include:

  • A supplier can submit a quotation for an RFQ.

  • A SYSPRO user can manually capture quotation details (e.g. the supplier sends them via email).

This program is accessed from the Program List pane of the SYSPRO menu:

  • Program List > Purchase Orders > Request for Quote System > Transaction Processing

Request for quote refers to the query that is presented to obtain pricing and delivery information as well as terms and conditions from potential suppliers. The business requirement is defined beforehand and the potential suppliers are provided with the complete specifications, required quantities and delivery schedule.

The RFQ has a closing date that can only be changed until it is submitted for bidding.

Topics

Request for Quote System

Processing programs

Request for Quote Review

Request for Quote Maintenance

Other programs

Requisition Create Purchase Orders

Requisition Entry

Starting

You can restrict operator access to activities within a program (configured using the Operator Maintenance program).

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls access to the Save button in the Supplier Quote Entry program.

Controls access to the Save function of the Supplier Quote Entry business object.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Configuration > Distribution > Purchase Orders

  • Requisition value for RFQ

Setup Options > Keys > Distribution - Purchasing

  • RFQ reference
    • Key type
    • Case
    • Suppress leading zeros
    • Presentation length
    • Numbering method
    • Next RFQ reference

Solving

Why don't you drop us a line with some useful information we can add here?

* Development-Authors@za.syspro.com

Using

The following are possible status codes for a request for quote:

Status Description
Blank - RFQ created

This status indicates the RFQ has been created.

P - RFQ Approved and Submitted for Bidding

This status is applied to the RFQ header and detail lines when the RFQ is ended and/or printed.

The following sub-statuses may be displayed in list views:

  • Open

    Suppliers can submit their quotations.

  • Line bidding in process

    The RFQs were emailed and suppliers can submit quotes.
C - RFQ Completed (all lines actioned)

This status is applied to the RFQ when the closing date is reached .

The following sub-statuses may be displayed in list views:

  • Approved

    A quote has been accepted for every RFQ line. The requisition lines are updated with the selected supplier and price.

  • Expired

    The RFQ closing date has been reached and suppliers can no longer submit quotes.

  • Completed

    The RFQ process is complete.

* - RFQ Cancelled

This status is applied to the RFQ header (not the detail lines) when the RFQ is canceled.

The following are possible status codes for a supplier detail line of the RFQ:

Status Description
Blank - Waiting for quote

This status indicates that the RFQ has been created.

The following sub-statuses may be displayed in list views:

  • Waiting for quote

    The RFQ was submitted, but the quote hasn't been received from the supplier yet.

  • Quote submitted

    The RFQ was submitted and the supplier submitted a quote.

  • Quote accepted

    The RFQ reached the closing date and the supplier's quote was accepted.

  • Quote rejected

    The RFQ reached the closing date and the supplier's quote was rejected, as another quote was accepted.

  • Quote rejected
  • The RFQ reached the closing date, but the supplier hasn't submitted a quote.

The following sub-statuses are displayed in the Supplier Email list view in the Request for Quote Maintenance program:

  • Waiting to be sent

    The RFQ hasn't been emailed to the portal user yet.

  • Sending failed

    The RFQ email couldn't be sent because of errors.

  • Sent successfully

    The RFQ email, inviting the supplier to submit a quote, was successfully sent to the portal user.
A - Supplier quote accepted

This status is applied to the RFQ supplier line once the bid is accepted.
R - Supplier quote rejected

This status is applied automatically to remaining RFQ supplier lines once a quote for the RFQ detail line is accepted.

N - No reply

This status is applied to the RFQ supplier line when the supplier has been invited to quote, but fails to respond before the RFQ closing date.
  • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.
  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

Referencing

Field Description

Supplier

This lets you search for and select the supplier code. This is typically used by SYSPRO users to capture a quotation received by hand or email.

For external suppliers, this indicates the relevant supplier code and can't be changed.

RFQ reference

This indicates the RFQ number.

RFQ description

This indicates the description for the RFQ.

Closing date

This indicates the date when the RFQ closes.

All suppliers must submit their quotes on or before the closing date.

Status

This indicates the current status of the RFQ.

RFQ notes

Select View to open and view RFQ header notes using the Admin Notepad Editor (Rich Text) program.

Notes that are attached to the RFQ header relate to all RFQ lines.

RFQ attachments

Select View to open and view RFQ attachments, which are typically files containing images, specifications and/or measurements.

Attachments that are attached to the RFQ header relate to all RFQ lines.
Field Description

Save

This saves the details you entered or changed.

Stock code

This indicates the stock code for which the quote was requested.

Description

This indicates the description of the stock code for which the quote was requested.

Quantity

This indicates the quantity of the item being quoted by the supplier.

Unit of measure

This indicates the unit of measure held against the item.

Line notes

Select View to open and view the notes for this RFQ line, using the Admin Notepad Editor (Rich Text) program.

Notes that are attached to the RFQ line only relate to the selected RFQ line.
Line attachments

Select Show to open and view attachments for this RFQ line.

These are typically files containing images, specifications and/or measurements.

Attachments that are attached to the RFQ line only relate to the selected RFQ line.
Unit price

This lets you capture the unit price of the item.

The supplier currency is displayed in brackets.
Lead time (days) This lets you capture how long it takes for delivery of the item, from the time of accepting the quote.
Notepad

Select Edit to modify the RFQ line notes using the Admin Notepad Editor (Rich Text) program.
Attachments Select Edit to modify the attachments for the RFQ line.