Use this screen to enter a request for quote for a specific vendor. You can enter multiple items and miscellaneous line charge types on the Request for Quote (RFQ) for the specified vendor. This screen displays any RFQs that already exist for a specific item (and the same vendor) in the Enter RFQs by Item 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 vendor RFQs that already exist for a proposal in Costpoint Materials Estimating.
Use this screen when a quote is required for one or more items from the same vendor.
This field displays the RFQ number, up to 10 alphanumeric characters, that is the unique identifier for this RFQ. This identifier is 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 and display it in the Request for Quote ID 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 record. The system will not store the last number used, so you must track the RFQ numbers in your own log. This is a required field.
Enter the date of the RFQ. The system date will default but can be changed, if necessary.
Select the status for the RFQ. Valid options are:
Pending - Select this status if the RFQ is pending approval and is not ready to be sent to the vendor.
Open - Select this status if the RFQ is open and ready to be sent to the vendor (or has been sent to the vendor with no response received).
Closed - Select this status if the vendor has returned a quote for this RFQ and no further action is required.
Void - Select this status if the RFQ has been voided and no processing will occur. This RFQ cannot be printed.
Enter, or use Lookup to select, the vendor for this RFQ. When you make a selection, the vendor name and location will display.
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.
You can enter vendors in the Vendor Info menu and maintain them in the Vendor Info menu in Costpoint Purchasing and Costpoint Accounts Payable.
Enter, or use Lookup to select, the vendor's order address code to which the RFQ is to be sent. The Lookup table will display all the addresses that were entered for the selected vendor.
Enter, or use Lookup to select, the buyer that is responsible for that RFQ. Enter buyers in the Buyers screen in the Purchasing Controls menu in Costpoint Purchasing.
This checkbox is automatically selected once you have printed the RFQ. Any time you print the RFQ after selecting this checkbox, "DUPLICATE" will print on the RFQ, indicating that the RFQ has been previously printed. This checkbox can be unselected at any time so that "DUPLICATE" will not print on the RFQ.
Enter, or use Lookup to select, the proposal ID and revision for which the RFQ is being generated. Establish proposal information in Costpoint Materials Estimating.
Enter, or use Lookup to select, the requisition for which this RFQ is being created. Create requisitions in the Requisitions menu.
This field displays the description for the procurement type code assigned to the Requisition ID entered.
This field displays the number of quotes required for the Procurement Type entered.
Enter the date by which the vendor's response should be received for this RFQ.
Enter the date through which the vendor's quote will be valid when responding to the RFQ.
This field displays the system identifier of a line on the RFQ. It is a sequential number assigned by the system to track the line items of the RFQ.
Enter, or use Lookup to select, the item for which RFQs are to be created. Use the Lookup Prov Part pushbutton to select a provisional part in this field. Items, whether they are a part, good, service or provisional part, are established in Costpoint Product Definition. 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 of a valid Item. If you are using multiple part revisions, you can change this field to another revision.
This field contains the line type. Valid options are "P" (Part), "G" (Good), "S" (Service), or "M" (Miscellaneous).
Enter, or use Lookup to select, the line charge type to be quoted by the vendor. You must make an entry in this field if an Item is not specified.
This field displays the description of the item or Misc Type entered and can be modified. The new description will not override the Item table description.
Enter the required minimum quantity to be quoted for this item by the vendor.
Enter, or use Lookup to select, the commodity code of the item to be quoted by the vendor. The commodity code assigned for the Item will default but can be changed.
This field displays the ordering unit of measure, if a part, or the default unit of measure.
Enter a valid unit of measure that the vendor will use when quoting this item.
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 ship ID of the location to which the quoted item is to be delivered. A default ship ID will display if one was has been set up in the PO Settings screen in Costpoint Purchasing, but you can change it or leave this field blank.
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 new manufacturers in the Manufacturers screen in Costpoint Product Definition.
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.
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.
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.
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.
Enter the status for the RFQ line. The selections are:
P - Pending. Select this status if the RFQ is pending approval and is not ready to be sent to the vendor.
O - Open. Select this status if the RFQ is open and ready to be sent to the vendor (or has been sent to the vendor with no response received).
C - Closed. Select this status if the vendor has returned a quote for this RFQ and no further action is required.
V - Void. Select this status if the RFQ has been voided and no processing will occur. This RFQ cannot be printed.
Enter, or use Lookup to select, the project ID for which the RFQ is being created. Establish projects in the Project Master menu in Costpoint Project Setup.
Enter, or use Lookup to select, the project abbreviation for which the RFQ is being created.
Enter the Defense Priority Acquisition System (DPAS) or internal priority code to be assigned to this RFQ. If you have assigned a priority code to the project ID, it will display here and can be changed.
Enter "Y" (Yes) or "N" (No) to indicate whether or not a Quality Control (QC) inspection is required upon receipt of the items ordered. This flag is automatically updated 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 shipping any material. This flag is automatically updated 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 updated 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 procurement type code that will apply to this item. Establish procurement types in the Procurement Types screen in the Requisition Controls menu.
This field displays the proposal line number for the item if it resides in the referenced proposal. Establish proposal records in the Maintain Proposal Master screen in Costpoint Materials Estimating.
This non-editable field displays the requisition line number if the RFQ was created in the Requisition Processing screen.
These non-editable fields display the quote ID and quote line number when a quote has been created from the RFQ.
This field displays "Y" (Yes) or "N" (No) to indicate whether or not the item is a provisional part.
Select this pushbutton to enter default header information associated with this RFQ.
Use this subtask to assign documents to the purchase order header. These documents may be pre-established within the Product Definition module or added on the fly by purchase order. Use this subtask at any time to assign documents to the purchase order.
Select this pushbutton to assign established standard text codes to this RFQ.
Select this pushbutton to enter text about this RFQ line.
Use this subtask to assign documents to the purchase order header. These documents may be pre-established within the Product Definition module or added on the fly by purchase order. Use this subtask at any time to assign documents to the purchase order.
Select this pushbutton to assign established standard text codes to this RFQ line.
Select this pushbutton to set up various breakpoint quantities for this RFQ line.
After placing your cursor in the Item field, select this pushbutton to lookup a provisional part ID.
Select this pushbutton to load all existing RFQs for the entered item. To create or add RFQs for a specified item, enter an item ID and then select the Auto-Load pushbutton.