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SpendMap User Guide (v15)

REQUEST FOR QUOTATION > RFQs > RFQ Work Area

 
Your RFQ Work Area is where you can work on unprocessed RFQs.

RFQs will remain in your work area until they are processed. Until then, you can add, modify and delete RFQs without affecting other areas of the system. Your work area contains your "work in progress".

For general information on the use of Work Areas in SpendMap, see Document Work Areas.

hmtoggle_arrow0        Workflow

hmtoggle_arrow0        Other ways to create RFQs

hmtoggle_arrow0        Related settings

hmtoggle_arrow0        Related Utilities

 

RFQ Work Area Summary Screen

This screen lists one line for each page in your RFQ Work Area.

You can add new RFQs using the various buttons at the bottom of the screen or you can build RFQs automatically from other sources. See Other ways to create RFQs, above, for more details.

The Status Column indicates the status of each RFQ. Only RFQs with a status of "OK" can be processed.

 

RFQ Header Screen

For the most part, entering RFQs follows the same steps and uses the same screens as entering Purchase Orders, with a few exceptions.  

One of the main differences is the Supplier Field and how it affects other fields on the RFQ Header.  Unlike Purchase Orders that are created for one specific supplier, RFQs support more than one supplier and so many of the other header fields (e.g. Terms of Payment, FOB Point, Send Documents Via, etc.) can be different for each supplier on the RFQ.  To view the header details for each supplier, simply select the applicable supplier in the Supplier Field and the balance of the fields on the RFQ header will change accordingly.

Depending on your internal policies and how the system has been configured, many fields on the RFQ Header may be optional and may be completed later in the procurement process (e.g. during bid tabulation or when Purchase Orders or other documents are created from the RFQ).

The "header" fields at the top of this screen apply to all line items listed at the bottom of the screen. However, some fields (e.g. Ship-To) can be different for each page of the RFQ. To create a new page, use the [PAGE BREAK] button on the RFQ Work Area Summary Screen.

You must complete the Supplier and RFQ Number fields before adding items to the RFQ.

To view the address details of a supplier, bill-to or ship-to code, click on the applicable field. The “address” hyperlink next to the fields will change from black to blue text to indicate which address is being displayed.

In some cases, you may not be able to access certain fields, such as when working on multiple-page RFQs.

hmtoggle_arrow0        What does “VALIDATE” in the Description Column mean?

hmtoggle_arrow0        How many lines can I add?

 

RFQ Line Item Details Screen

Depending on your internal policies and how the system has been configured, many line item details/fields may be optional and may be completed later in the procurement process (e.g. by Buyers when Purchase Orders or other documents are created from the RFQ).

All of the fields on this screen can be different for each line item on the RFQ. For example, each item can have a different delivery date, account coding, internal notes and attachments, etc.