Requests for Quote Tab

This section includes the fields and descriptions for the Requests for Quote tab.

Request for Quote Island

Field	Description
Request for Quote No.	This field shows the number of the current request for quote. When a new request is created, Maconomy automatically assigns a number from the “Request for Quote” number series.
Requisition No.	This field shows the number of the requisition on which the current request for quote is based.
Purchase Process No.	This field shows the number of the purchase process of which the current request for quote is part. For information on purchase processes, see the introduction to the window Requisitions.
Our Ref.	In this field, enter the name of the reference person on the requisition. Maconomy suggests the name from the corresponding field on the requisition on which the current request is based.
Buyer	In this field, you can enter the name of the person who normally enters purchases from this vendor. This makes it possible for the vendor to know who to contact with matters concerning the request for quote. Maconomy suggests the value from the corresponding field on the vendor’s information card.
Requisitioner	In this field, you can enter the number of the employee who requisitioned the items on the current request for quote. This field also shows the name of the specified requisitioner employee.
Purchaser	In this field, you can enter the number of the employee who is responsible for purchasing the items on the current request for quote. Maconomy suggests the employee number assigned to the user who created the request if an employee has been specified for this user in the window Users. This field also shows the name of the specified purchaser employee.
Time Unit	In this field, you can specify the time unit. You can specify hours or days. If you specify a vendor, this field copies the value from the specified vendor's information. However, you can change the value up until a request for quote line is created.
Status	In this field, you can select a status code for the request for quote to indicate its current status. The options in the field are created as options in the pop-up field type “Requisition Status” in the window Popup Fields in the Set-Up module.
Deadline	In this field, you can enter the deadline by which the vendor must respond with a quote. The date is printed on the request for quote. Maconomy suggests the date from the field “Deadline for Quote” on the requisition on which the current request is based, if any.

Billing Address Island

Field	Description
Vendor	This is the number of the vendor to whom payment should be made if the quote received from the vendor in the island Dispatching Address is accepted. When the quote is accepted, the information is transferred to the corresponding field in the window Purchase Orders. The number is retrieved automatically from the Vendor Information Card, but you can change it here. The two vendor numbers are not necessarily the same, since a delivery can come from one vendor and be paid to another. The other lines in this field show the vendor’s name and address, retrieved from the Vendor Information Card.
Attn.	This field shows the name of the pay to vendor’s attention person, retrieved from the Vendor Information Card, and it cannot be changed here.
Country	This field shows the pay to vendor’s country. It is retrieved from the Vendor Information Card and cannot be changed here.

Delivery Island

Field	Description
Pref. Deliv. Date	In this field, you enter your preferred delivery date, or the date you agreed with the vendor. Maconomy suggests the preferred delivery date specified in the island Delivery in the window Requisitions when the request for quote was created.
Delivery Mode	In this field, you select how the items quoted are to be delivered. Maconomy suggests the value from the Vendor Information Card, but you can select another delivery mode here. Delivery modes are maintained in the window Popup Fields in the Set-Up module.
Delivery Terms	In this field, you select the desired delivery terms. Maconomy suggests the value from the Vendor Information Card, but you can select another. Delivery terms are maintained in the window Popup Fields in the Set-Up module.

Price, Currency Island

Field	Description
Currency	In this field, you select the currency of the request for quote. Maconomy suggests the currency from the field “Currency” on the requisition on which the current request is based.
Line Sum	This field shows the sum of the prices on the lines in the table part (from the field “Price, Currency”), expressed in the currency specified in the field “Currency” above. The value cannot be changed here.
Quote Discount %	Here you can enter a quote discount percentage. Maconomy suggests the invoice discount percentage from the Vendor Information Card, but you can change it. The invoice discount percentage is deducted from the line sum, and this is shown on the quote printout, allowing the vendor to see how much discount you expect. Note that a quote discount % is added to any discount entered on the individual table lines.
Quote Discount	In this field, you can enter a quote discount amount if the discount is specified as a fixed amount and not as a percentage. The amount will be allocated on the table lines when the quote is printed. You cannot enter both a percentage in the field “Quote Discount %” and an amount in this field. Note that a quote discount is added to any discount entered on the individual table lines.
Quote Tax	This field displays the total invoice tax amount for the lines of the current request for quote. If multiple tax codes are enabled, the “Quote Tax” field will be replaced by the following fields: “Quote Total Tax,” “Quote Tax 1,” “Quote Tax 2” and, if enabled, “Quote Tax 3.” The “Quote Total Tax” field calculates the sum of the other individual tax fields. For further information on multiple tax codes, please see the description in “Tax Codes.”
Quote Sum	This field displays the total quote amount including tax and discounts.

Company Island

Field	Description
Company	In this field, you can enter the number of the company responsible for the request for quote. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies. This field also shows the name of the specified company.
Base Currency	This field shows the currency used as base currency in the company specified in the field “Company No.” above.

Purchase Process Access Level Island

Field	Description
Name	In this field you can specify the name of an access level to apply to the purchase process to which the current request for quote is assigned. You only have access to the current purchase process and its requisition, requests for quote and purchase orders if you have been assigned to this level or a level above this in the window User Access Levels. This access control ensures that in other windows, you can only refer to and see information relating to purchase processes to which you have access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to purchase processes and its requisition, requests for quote and purchase orders may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module. If no access level is specified, all users have access to the current purchase process.
Description	This field shows a description of the access level specified in the field “Name” above.

Vendor Information Island

Field	Description
Department	In this field, you can enter the department which the request for quote involves. Maconomy suggests the value from the corresponding field on the Vendor Information Card, but you can select another department here. You maintain departments in the window Posting References in the G/L module.
Vendor Group	This is the vendor group to which the vendor belongs. The value cannot be changed here, but you can change it in the vendor information card.
Enterprise	In this field, you can specify an enterprise. Maconomy suggests the value from the corresponding field on the Vendor Information Card, but you can select another enterprise here. This field is used when deriving a G/L tax code from G/L tax tables.
	You maintain enterprises in the Popup Fields window in the Set-Up module.
Segment	In this field, you can specify a segment. Maconomy suggests the value from the corresponding field on the Vendor Information Card, but you can select another segment here. This field is used when deriving a G/L tax code from G/L tax tables.
	You maintain segments in the Popup Fields window in the Set-Up module.
Area	In this field, you can specify an area. Maconomy suggests the value from the corresponding field on the Vendor Information Card, but you can select another area here. This field is used when deriving a G/L tax code from G/L tax tables.
	You maintain areas in the Popup Fields window in the Set-Up module.
Tax No.	In this field, you select the tax number for the request. Maconomy automatically suggests the value from the corresponding field in the window Payment Control, but you can change it here.
Language	In this field, you select the language of the request. Maconomy suggests the value from the corresponding field on the vendor information card, but you can select another language here. The language code makes it possible to have Maconomy automatically print the request for quote in a layout matching the language of the vendor. You maintain languages in the window Popup Fields in the Set-Up module.
Company Tax Code	In this field, you must specify a company tax code created in the window Popup Fields. If the request for quote is converted to a purchase order, the value in this field is transferred to the corresponding field on the resulting purchase order. On the purchase order, the company tax code is used by Maconomy for determining the tax code to be used in the calculation of tax for the services on the purchase order. For further information on this, see the description of the field “Company Tax Code.” If the request for quote is not converted to a purchase order, this field has no effect. Maconomy suggests the reporting code from the vendor’s information card, but you can select another reporting code for the current request for quote.

Payment Island

Field	Description
Pmt. Terms	In this field, you select the desired payment terms. Maconomy suggests the value from the vendor information card. You maintain payment terms in the window Popup Fields in the Set-Up module.

User Island

See the chapter “Getting Started” for a description of the fields in the island User.

Extra Fields Island

Field

Description

Popup 1-5

In these fields, you can select a number of pop-up values for further specification of the vendor. Maconomy suggests the values from the dispatch vendor’s information card, but you can change the values here. If the request for quote is converted to a purchase order, the pop-up values are transferred to the corresponding fields on the purchase order. However, pop-up fields with a blank value on the information card of the vendor will not overwrite any manually specified value in this field. The options are created in the window Popup Fields in the Set-Up module.

Remarks Island

Field	Description
Remarks 1-10	In this field, you can enter any remarks you wish to make about the request for quote. If the request for quote is converted to a purchase order, the remarks are transferred to the purchase order.

Vendor’s Order Island

Field	Description
Order No.	If the vendor states a sales order number on his quote, you can enter this order number here. If the request for quote is converted to a purchase order, the order number is transferred to the corresponding field on the purchase order.
Your Reference	When you receive a quote, you can enter in this field the name of the person at the vendor’s who is responsible for the quote, or, if you have had contact with the vendor before receiving a quote, you can enter the name of the person with whom you were in contact. Maconomy suggests the name from the corresponding field on the Vendor Information Card, that is, the person with whom you usually have contact when dealing with the vendor in question.
Our Cust. No.	In this field, you can enter your company’s customer number registered with the vendor. Maconomy suggests the value from the corresponding field on the Vendor Information Card, but you can change it.

Job Island

Field	Description
Job No.	In this field, you can enter the job to which the request for quote pertains. Maconomy suggests the name from the corresponding field on the requisition on which the current request is based. If the system parameter “Allow purchase order for multiple jobs” has not been marked, the lines in the table part can only be assigned to the job specified in this field, and if this field is left blank, you cannot assign the lines to a job. If the parameter has been marked, you can enter different job numbers on the request for quote lines. If the system parameter has been marked, changing the job number in this field will not influence existing request for quote lines. However, if the parameter has not been marked, the job number in this field must match the field “Job No.” in the table part of this window.
Job Name	This field shows the name of the job specified in the field “Job No.” above, if any.
Customer No.	This field shows the number of the customer assigned to the job specified in the field “Job No.” above, if any.
Name	This field shows the name of the customer shown in the field “Customer No.” above, if any.

Quote Island

Field	Description
Expiry Date	When you have received a quote from the vendor, you can specify the expiry date of the quote in this field. The expiry date is the last date on which the quote is valid.

Dispatching Address Island

Field	Description
Vendor	In this field, you can enter the number of the vendor from whom you want to request a quote. Maconomy suggests the vendor specified in the island Create Request for Quote/Purchase Order in the window Requisitions when the request for quote was created. You can change the vendor number on a request for quote, as long as no purchase order lines have been created, and the request has not been approved. Please note that the information in a number of islands in the window will change if you change the specified vendor. The other lines in this field show the vendor’s name and address. Maconomy suggests the information from the Vendor Information Card, but you can change it.
Attn.	This field shows the vendor’s attention person. Maconomy suggests the name from the Vendor Information Card, but you can change it.
Country	This is the vendor’s country. Maconomy suggests the vendor’s state/country from the Vendor Information Card, but you can change it.
Phone	This field shows the vendor’s phone number. Maconomy suggests the number from the Vendor Information Card, but you can change it.
Fax	This field shows the vendor’s fax number. Maconomy suggests the number from the Vendor Information Card, but you can change it.
Telex	This field shows the vendor’s telex number. Maconomy suggests the number from Vendor Information Card, but you can change it.

Ship to Address Island

Field	Description
Customer No.	In this field, you can enter a Ship to Customer number. This is, for example, relevant if the request for quote is related to a job, and the vendor is delivering the items or services directly to your customer. Maconomy retrieves the customer’s name and address from the customer information card. Name and address cannot be changed here. The Ship to Address can be added to the purchase order printout using Maconomy’s layout editing tools.
Attn.	This field shows the attention person of the ship-to customer specified in the field above. The name is taken from the customer information card and cannot be changed here.
Country	This field shows the county of the ship-to customer specified in the field above. The country is taken from the customer information card and cannot be changed here.

Dimensions Island

Field	Description
Location	In this field, you can enter a value for the dimension Location. If you do not manually enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. However, any manually entered value will be overwritten if Maconomy can derive a value for which overwriting has been selected. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module. See the section on dimension derivation in the chapter “Introduction to the G/L module” as well as the description of the window Dimension Derivation for further information about dimension derivation.
Entity	The functionality of this field is similar to the functionality of the field “Location” above.
Project	The functionality of this field is similar to the functionality of the field “Location” above.
Purpose	The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.

Status Island

Field	Description
Date Printed	This field shows the date on which the request for quote was printed after being approved. This means that the field is automatically completed when the action “Print Request for Quote” is selected or when the request for quote has been approved and is printed using the functions “Print This” or “Print…” in the File menu. If the request is printed through the File menu before it is approved, the field is not completed.
Approved	If this field is marked, the current request for quote has been approved. You approve a request for quote by selecting the action “Approve Request for Quote.” However, this approval will automatically be cancelled by Maconomy if certain fields on the request are changed. If the approval is cancelled, the request must be reapproved. Nevertheless, it is possible to change the fields related to quotes, for example, price fields without cancelling the approval.
Approved by	This field displays the name of the employee who approved the current request for quote.
Date	This field displays the date on which the current request for quote was approved.
Quote Received	If this field is marked, a quote has been registered as received. You register receipt of a quote by selecting the action “Receive Quote.”
Received by	This field displays the name of the employee who registered receipt of the quote.
Date	This field displays the date on which the quote was registered as received.
Accepted	If this field is marked, the current request for quote has been accepted and converted to a purchase order. You approve a request for quote and convert it by selecting the action “Create Purchase Order.” Please note that this causes all other requests assigned to the same requisition to be rejected. For further information on this, see the description of the action “Create Purchase Order.” When a request for quote has been converted, it is no longer possible to change any information on it.
Accepted by	This field displays the name of the employee who accepted the current request for quote.
Date	This field displays the date on which the current request for quote was converted to a purchase order.
Rejected	If this field is marked, the current request for quote has been rejected. You reject a request for quote by selecting the action “Reject Request for Quote,” but a request for quote can also be rejected as a result of accepting another request for quote assigned to the same requisition. For further information on this, see the description of the action “Create Purchase Order.” When a request for quote has been rejected, it is not possible to convert it to a purchase order. However, the rejection can be cancelled by using the action “Cancel Rejection of Quote.”
Rejected by	This field displays the name of the employee who rejected the current request for quote.
Date	This field displays the date on which the current request for quote was rejected.
Closed	This field shows whether the request for quote is closed. If this field is marked, the request is closed. To mark the field, select the action “Close Request for Quote” in the Action menu. When the request has been closed, all fields on the request are closed, and it is not possible to change any of the information in the window. However, the request can be reopened by means of the action “Reopen Request for Quote.” You can only use this action if you have been given access to it in the window Actions in the Set-Up module.
Closed by	If the current request for quote has been closed, this field displays the name of the user who closed the request.
Date	If the current request for quote has been closed, this field displays the date on which it was closed.

Document Archive Island

Field	Description
Document Archive	This field shows the number of the document archive assigned to the current quote request. This field also shows the description of the document archive.
Document Count	This field displays the number of documents in the Document Archive.