Request for Quote Query

Exploring

This program lets you query RFQ header and detail lines.

Things you can do in this program include:

  • View RFQ detail.

  • View supplier prices and lead times.

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

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.

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.
  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form. If the Show Captions option is grayed out, it means no captions are hidden for that form.
  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

Referencing

Field Description

RFQ reference

This lets you search for and select the RFQ reference number.

Attachments

Select this to view files attached to the RFQ header and/or RFQ detail lines.

These attachments are typically images, measurements, drawings and/or other product specifications.

Notepad

Select this to view notes attached to the RFQ header and/or RFQ detail lines.
Field Description

RFQ reference

 This indicates the RFQ number.

Description

This indicates the description of the RFQ.

Status

This indicates the current status of the RFQ.
User

This indicates the requisition user, who captured the requisition and created the RFQ.
Creation date

This indicates the date the RFQ was captured.
Closing date

This indicates the date when the RFQ closes.

All quotes have to be submitted on or before this date.
Company ID This indicates the ID of the SYSPRO company you are currently working with.
Field Description
RFQ line

This indicates the RFQ line number.
Status

This indicates the current status of the RFQ line.

Requisition

This indicates the requisition number for which RFQs were created.

Requisition line

This indicates the requisition line number for which RFQs were created.

Stock code

 This indicates the stock code for which RFQs were created.

Stock code description

 This indicates the description of the stock code, i.e. the products for which RFQs were created.

Warehouse

 This indicates the warehouse that requests quotations from suppliers.
Warehouse description This indicates the description of the warehouse.
Quantity This indicates the required stock quantity on the RFQ.
Uom This indicates the unit of measure that is recorded against the stock code.
Attachments Select Show to open and view files attached to the RFQ line when the RFQ was created.
Drawing number

This indicates the drawing number for ECC drawings.

Select the drawing number to view the drawing details using Browse on Drawing Register program.
Notepad

Select Show to open and view notes for the RFQ line using the Admin Notepad Editor (Rich Text) program.
Field Description
Supplier

This indicates the code of the supplier who has been invited to submit a quotation.
Supplier name

This indicates the name of the supplier who has been invited to submit a quotation.
Price

This indicates the price the supplier has submitted.

Currency

This indicates the supplier currency for the submitted quote.

Lead time

This indicates the time required by the supplier to deliver the requested stock.

Status

This indicates the current status of the RFQ supplier line.
Next entry

This indicates the next transaction number that will be saved against the supplier if they make changes to the quotation.
Attachments Select Show to open and view files the supplier attached to the RFQ line quotation.
Notepad

Select Show to open and view supplier notes for the RFQ line using the Admin Notepad Editor (Rich Text) program.
Transactions Select Show to view the supplier transactions saved against the RFQ line.