SpendMap User Guide (v14.8)

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Navigation: Request for Quotation (RFQ) > Bids/Quotes

Enter Supplier Price Quotes/Award RFQ

REQUEST FOR QUOTATION > Bids/Quotes > Enter supplier price quotes
and
REQUEST FOR QUOTATION > Bids/Quotes > Enter supplier price quotes and award RFQ

There are two separate menu options that provide almost the same functionality. Enter supplier price quotes is used to enter price quotes/bids from one or more suppliers for an RFQ, while Enter supplier price quotes and award RFQ can be used to enter supplier pricing AND optionally award the RFQ to the preferred supplier. If you have a division of duties for these tasks (e.g. if some users are only permitted to enter pricing but not make the award), you can remove the second option from some people’s user-definable menus.

This utility would be used if your suppliers respond with pricing verbally or in writing (e.g. by filling in your RFQ form and sending it back to you). Alternatively, suppliers can enter their own price bids (i.e. do their own data entry) using the Supplier Portal.

For details on how this fits into the overall RFQ process, please see RFQ Lifecycle and Workflow.

Questions & Options

1.Select to view all RFQs or only your own RFQs. This will affect the RFQs that you can select from in step 2, below.

Tip for end users: If you will only ever need to access your own documents, use the “Don’t ask me again” option to default this question.

Tip for system administrators: If some users are only permitted to see their own RFQs, this option can be set and locked so that the user is permanently restricted.

2.On the RFQ Summary Screen, select an RFQ to work on.

3.On the Line Item Summary Screen, select an item to enter pricing for.

4.On the Line Item Details Screen, select each supplier and enter the pricing and related details. Then select a supplier to [AWARD] individual line items to, or you can [AWARD] the entire RFQ (i.e. all line items) to a supplier in one step on the Supplier Summary Screen.

RFQ Summary Screen

This screen lists all pending/open RFQs that have not yet been awarded and built into POs or Requisitions (i.e. closed).

Double-click to drill into the details of an RFQ or select [DETAILS]. This takes you to the Line Item Summary Screen.

Use [FIND] to quickly locate and move to an RFQ.

A ( _document ) symbol in the Note Column indicates that there are RFQ-level notes. Point to the () symbol with your mouse to preview the notes or click [RFQ NOTES] to view or update the notes.

If one or more suppliers were "recommended" using the [RECOMMEND] button on other screens, you can award the RFQ to the recommended supplier(s) with [AWARD RECOMMENDED SUPPLIERS].

Line Item Summary Screen

This screen lists the line items on the RFQ.

A ( _document ) symbol in the Note Column indicates that notes and/or attachments have been entered for the line item. Point to the () symbol with your mouse to preview the notes or click [ITEM NOTES] to view or update the notes or attachments.

From here, there are two ways that you can view additional details or work on the RFQ. To view or enter each supplier's bid/quote for a line item or to award an individual item to one of the suppliers, click [ITEM DETAILS AND PRICING] to go to the Line Item Details Screen.

Alternatively, use [VIEW RFQ TOTALS BY SUPPLIER] to go to the Supplier Summary Screen where you can see a summary/total of all line items by supplier and optionally award the entire RFQ (i.e. all line items) to one of the suppliers.

Line Item Details Screen

This screen lists one line for each supplier on the RFQ and a summary of the suppliers' bid/quote for the selected line item.

To enter a supplier's price quote and other bid details, double click on the line for the supplier or use [ENTER BID FOR ITEM] to go to the Bid Tabulation Screen.

To view the extended/long description of the item from the RFQ, click the Description hyperlink at the top of the screen. To view the Item Master File details of the item, click the Item Code hyperlink.

A ( _document ) symbol in the Note Column indicates that there are supplier-level notes. Point to the () symbol with your mouse to preview the notes.

Bid Tabulation Screen

This is where you can enter the selected supplier's pricing and other details, such as Terms of Payment, delivery date, etc. Some of these fields may be pre-populated if entered when the RFQ was created or they may have been left blank. In either case, you can enter/modify the details as required.

Any of the fields entered here will carry forward to the resulting PO or Requisition and will be retained for audit purposes when the RFQ is closed/archived.

To enter additional notes or attachments related to the supplier's bid (e.g. promotional materials they may have provided, etc.), click the Enter notes or attachments from supplier's bid hyperlink. This information may be needed when awarding the RFQ and will be retained for audit purposes when the RFQ is closed/archived.

REMINDER: Suppliers can enter their own price bids and related information (i.e. do their own data entry) using the Supplier Portal.

Supplier Summary Screen

This screen lists one line for each supplier on the RFQ and a summary (total) of the suppliers' bid/quote for ALL ITEMS on the RFQ.

A ( _document ) symbol in the Note Column indicates that there are internal notes or attachments for the supplier. Point to the () symbol with your mouse to preview the notes or click [SUPPLIER NOTES] to view or modify the notes or attachments.

Button	Description
[DONE]	•Return to the RFQ Line Item Summary Screen.
[ENTER BID FOR ITEM]	•Enter a supplier's price quote and other bid details. Alternatively, double click on the line. This takes you to the Bid Tabulation Screen.
[SORT]	•Sort the list of suppliers by price.
[AWARD]	•Award this line item to the selected supplier. Alternatively, you can award all items on the RFQ to a supplier on the Supplier Summary Screen . •A "" will show in the Status Column. Click the button again to reset the status. •If you have not entered a price for the supplier yet and you try to award the item, you will be brought to the Bid Tabulation Screen to complete the details.
[RECOMMEND]	•Recommend (suggest) that this item be awarded to the selected supplier. The status of the item will change to "recommended" and can later be awarded by you or another user. This feature is typically used where there is a division of duties (e.g. one user does the bid entry and recommends a supplier and another user, typically a manager, would then do the final awarding). •A "" will show in the Status Column. Click the button again to reset the status. •Alternatively, you can recommend all items on the RFQ on the Supplier Summary Screen. •If you have not entered a price for the supplier yet and you try to recommend the item, you will be brought to the Bid Tabulation Screen to complete the details.
[DECLINE]	•Use this when the supplier elects to not submit a bid for the RFQ. The status of all line items (for the supplier) will change to "declined" and you will have an opportunity to enter notes, such as the supplier's reason for declining, which will show in various areas of the RFQ module for your reference. •A "" will show in the Status Column. Click the button again to reset the status.

Button	Description
[DONE]	•Return to the Line Item Summary Screen.
[VIEW SUPPLIER]	•View additional supplier details from the RFQ, such as address information, contact details, terms of payment, etc.
[SUPPLIER NOTES]	•View or modify the internal notes or attachments for the supplier.
[SORT]	•Sort the list of suppliers by total price.
[AWARD ENTIRE RFQ]	•Award all line items on the RFQ to the selected supplier. Alternatively, you can award individual items to a supplier on the Line Item Details Screen . •A "" will show in the Status Column. Click the button again to reset the status.
[RECOMMEND ENTIRE RFQ]	•Recommend (suggest) that all items be awarded to the selected supplier. The status of the items will change to "recommended" and can later be awarded by you or another user. This feature is typically used where there is a division of duties (e.g. one user does the bid entry and recommends a supplier and another user, typically a manager, would then do the final awarding). •A "" will show in the Status Column. Click the button again to reset the status. •Alternatively, you can recommend individual items on the RFQ on the Line Item Details Screen.
[DECLINE]	•Use this when the supplier elects to not submit a bid for the RFQ. The status will change to "declined" and you will have an opportunity to enter notes, such as the supplier's reason for declining, which will show in various areas of the RFQ module for your reference. •A "" will show in the Status Column. Click the button again to reset the status.