Use this screen to maintain Requests for Quotes (RFQs) for a specific item. You can link an RFQ for each item to a specified proposal and/or requisition.
To create or add RFQs for a specified item, you must enter an Item ID and then select the Auto-Load pushbutton. Selecting the Auto-Load pushbutton will load all existing RFQs for the entered item. This screen displays any RFQs that already exist for a specific vendor (and the same item) in the Enter RFQs by Vendor screen. You can also create RFQs in the Select RFQs from Proposals and Create RFQs for Proposals applications in Costpoint Materials Estimating. This screen will display any RFQs that already exist for the item in a proposal in Costpoint Materials Estimating.
Use this screen whenever you need to send RFQs to multiple vendors for the same item.
Enter, or use 
to select, the item for which RFQs are
to be created. The description for this item displays below this field.
This is a required field. Enter items in a screen in the Part Master menu,
or in the Goods or Services screen in Costpoint Product Definition, depending
on the item. You cannot enter provisional parts. You can add provisional
parts to RFQs only in the Enter RFQs by Vendor screen and the Create RFQs
for Proposals screen in Costpoint Materials Estimating.
This field displays the latest revision, if applicable, of the valid item. If you are using multiple part revisions, you can change this field.
This field displays the item type for the item specified.
This field displays the ordering unit of measure, if a part, or the default unit of measure, if a good or service.
If the Item Type is "P" (Part), the value assigned to the Always Quote checkbox in the Planning Part Data screen in Costpoint Product Definition displays as either "Y" (Yes) (always obtain a quote for this part) or "N" (No) (no quote is required for this part). When the Item Type is "G" (Good) or "S" (Service), the value displayed will always be "N."
This field displays the commodity code assigned to the item.
Enter, or use Lookup to select, the requisition for which the RFQs are being created. Enter requisitions in the Requisitions menu.
Enter, or use Lookup to select, the requisition line for which the RFQs are being created for this item.
This field displays the description of the procurement type code assigned to the requisition or proposal entered.
Enter the proposal ID for which the RFQ is being generated. This field can hold up to 10 alphanumeric characters.
Enter the proposal line number for which the RFQ is being generated. This field can hold up to five numeric characters.
The number of quotes required for the procurement type displays in this field.
Enter, or use Lookup to select, the buyer that will be assigned to new RFQs for this item. Enter buyers in the Buyers screen in the Purchasing Controls menu of Costpoint Purchasing.
This column displays the RFQ number, up to 10 alphanumeric characters, that is the unique identifier for this RFQ. It will be used throughout Costpoint to reference this RFQ. The RFQ number will be incremented and automatically assigned only when you have selected the Auto-Assign RFQs checkbox in the RFQ Settings screen and entered a Last RFQ ID. The system will increment the Last RFQ ID in the RFQ Settings screen by one. You can skip this field when adding a new RFQ line. When you have entered all information and saved the line, the system will automatically assign the next available number. It will be displayed in the RFQ field.
If you have not selected the Auto-Assign RFQs checkbox in the RFQ Settings screen, you must enter an RFQ ID before saving the new record. The system will not store the last number used, so you must track the RFQ numbers in your own log. RFQ is a required field.
Enter, or use Lookup to select, a valid vendor.
The vendor must not be flagged as a payroll vendor, and its Approval Code must not be "Not Approved." If the vendor has an Approval Code of "Pending," you will receive a warning.
Enter vendors in the Maintain Vendors screen and maintain them in the Vendor Info menu in Costpoint Purchasing and Costpoint Accounts Payable. This is a required field.
This field displays the vendor name for selected vendor ID.
Enter, or use Lookup to select, the vendor's order address code to which this RFQ is to be sent. This is a required field.
This field displays the vendor's status code. Valid codes are "Y" (Yes for an approved vendor), "P" (Preferred vendor), and "N" (Vendor not acceptable). If this field is blank, no one has determined whether or not the vendor is approved. You can maintain this field in the Assign Vendors screen in Costpoint Product Definition.
Enter the line number for this RFQ/Item combination. This is a required field.
This field displays the description of the item entered and can be modified. The new description will not override the Item table description.
Enter the unit of measure the vendor will use when quoting this item. The unit of measure must already exist in the Units of Measure table established in the Purchasing Controls menu in Costpoint Purchasing or the Product Definition Controls menu in Costpoint Product Definition.
Enter the required quantity to be quoted for this item by the vendor.
Enter the number of days (after receipt of your order) the vendor needs to deliver the item.
Enter the date by which the vendor needs to deliver the item.
Enter, or use Lookup to select, the project ID for the RFQ line being created. Projects are initially entered in the Project Master menu in Costpoint Project Setup.
Enter, or use Lookup to select, the project abbreviation for the RFQ line being created.
Enter the Defense Priority Acquisition System (DPAS) or internal priority code to be assigned to this RFQ line. If a priority code has been assigned to the project ID entered, it will display here but can be changed.
Enter, or use Lookup to select, the ship ID of the location to which the quoted item is to be delivered. A ship ID may automatically default in if one has been set up in the PO Settings screen in Costpoint Purchasing. You can modify this field or leave it blank.
Enter "Y" (Yes) or "N" (No) to indicate whether or not a Quality Control (QC) inspection is required when the items are received. This flag is automatically loaded for parts based on the default specified in the Basic Part Data screen in Costpoint Product Definition and can be changed if necessary. This field is required.
Enter "Y" (Yes) or "N" (No) to indicate whether or not a government source inspection is required. A source inspection normally requires the vendor to obtain approval from a government inspector before any material can be shipped. This flag is automatically loaded for parts based on the default specified in the Basic Part Data screen in Costpoint Product Definition and can be changed if necessary. This field is required.
Enter "Y" (Yes) or "N" (No) to indicate whether or not a certificate of conformance is required. A certificate of conformance is a legal document, issued by the vendor, which certifies that the material conforms to certain specifications and requirements. This flag is automatically loaded for parts based on the default specified in the Basic Part Data screen in Costpoint Product Definition and can be changed if necessary. This is a required field.
Enter, or use Lookup to select, the manufacturer ID for the item to be quoted. The manufacturer will default when the part/vendor combination exists in the Alternate Parts screen in Costpoint Product Definition. Enter manufacturers in the Manufacturers screen in Costpoint Product Definition. This is an optional field.
Enter the manufacturer part number for the part to be quoted. The manufacturer part number will default when the part/vendor combination exists in the Alternate Parts screen in Costpoint Product Definition. You can use Lookup to select other manufacturer parts previously entered in the Alternate Parts screen. This is an optional field.
Enter the revision for the manufacturer part to be quoted. The manufacturer part's revision will default when the part/vendor combination exists in the Alternate Parts screen in Costpoint Product Definition. This is an optional field.
Enter, or use Lookup to select, the vendor part for the part to be quoted. The vendor part will default when the part/vendor combination exists in the Alternate Parts screen in Costpoint Product Definition. You can use Lookup to select other vendor parts previously entered in the Alternate Parts screen. This is an optional field.
Enter the revision for the vendor part to be quoted. The vendor part's revision will default when the part/vendor combination exists in the Alternate Parts screen in Costpoint Product Definition. This is an optional field.
Enter the status for the RFQ line. This field defaults with "O" for new lines, based on the RFQ's status under the Header subtask. The selections are:
P - Pending. This line is pending approval and is not to be sent to the vendor.
O - Open. This line is open and ready to be sent to the vendor (or has been sent to the vendor with no response received).
C - Closed. The vendor has returned the quote for this item and no further action is required.
V - Void. This line has been voided and no processing will occur. You cannot print this RFQ.
If this RFQ has a vendor quote returned for it, the quote ID will display here.
This field displays the quote line number if this RFQ has a vendor quote returned for it.
Enter free-form text to be associated with this RFQ for this item. These notes can be 254 characters in length. This information will print on the RFQ.
Enter, or use Lookup to select, the procurement type code for this RFQ/Item. Enter procurement types in the Procurement Types screen in the Requisition Controls menu.
This non-editable field displays the branch location information assigned to the buyer. Branch Location information is established under the Costpoint Purchasing Controls menu, and then assigned in the Buyers screen under the same menu.
This non-editable field displays the address for the branch location.
This field displays "N" to indicate that the item for this RFQ line is not a provisional part. You can enter provisional parts for RFQs only in the Enter RFQs by Vendor screen.
Select this pushbutton to enter default information that is associated with the RFQ.
Select this pushbutton to assign documents to the request for quote header. These documents may be pre-established within the Product Definition module or added on the fly by request for quote. Use this subtask at any time to assign documents to the request for quote header.
Select this pushbutton to establish default information for any new RFQ line generated in this function.
Select this pushbutton to view information for the vendor entered in the RFQ line.
Select this pushbutton to assign documents to the request for quote line. These documents may be pre-established within the Product Definition module or added on the fly for the request for quote line. Use this subtask at any time to assign documents to the request for quote line.
Use this pushbutton to set up various breakpoint quantities for this RFQ/Item.
Use this pushbutton to assign established standard text codes to this RFQ line.
Use this pushbutton to load all existing RFQs for the entered item. To create or add RFQs for a specified item, you must enter an Item ID and then select the Auto-Load pushbutton.