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.
When RFQs are processed, they can be sent to your suppliers either electronically or in hard copy format. Pricing from one or more suppliers can then be tabulated, the RFQ can be awarded to one or more suppliers, and then built (flipped) into one or more Purchase Orders or Requisitions. For more details, see RFQ Lifecycle and Workflow. |
In addition to entering RFQs into your Work Area (i.e. from scratch), RFQs can be built from other sources, including: •Approved Requisitions. •Inventory items that have fallen below their re-order level, via the Staging Batch. •Item requirements imported from another system, via the Staging Batch. •RFQs already in your Work Area. |
Settings that affect your RFQ Work Area can be found in RFQ Entry Options and User Defined Field Settings. |
Various utilities related to your RFQ Work Area can be found in the RFQs section of the Main Menu, including utilities to create RFQ templates, transfer RFQs to other users, process RFQs, etc. |
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.
"VALIDATE" indicates that the RFQ was created/built from another source rather than being keyed directly into your RFQ Work Area, and did not pass validation (i.e. is missing mandatory information or otherwise failed to pass a business rule). To validate a RFQ, modify the RFQ and click [OK] on the RFQ Header Screen... you will be pointed to the field(s) in question. In some cases, individual line items may also require validation. “NEW” indicates that the RFQ was created/built from another source and you have not assigned a RFQ number yet. You can either manually assign RFQ numbers to new RFQs on the RFQ Header Screen or RFQ numbers can be assigned automatically. For details on auto-assigning RFQ numbers when RFQs are built from other sources, see the Auto Document Creation field in the [SETTINGS] folder of the User Master File. |
Page Column indicates the number of forced page breaks in the RFQ, not the number of pages that will be included when/if the RFQ is printed. RFQs in the list may show only one “page” but may take up more than one printed page if, for example, there are too many line items to fit on a single printed page. You may want to force a page break when creating a RFQ with multiple Ship-to addresses (i.e. a separate page for each Ship-to) or simply to make reading the RFQ easier (e.g. special instructions on a separate page, etc.). To force a page break, use the [PAGE BREAK] button. |
Button |
Description |
[EXIT] |
•Exit your Work Area and return to the Main Menu, without processing your new RFQs (i.e. leave them in your Work Area to be processed later). |
["GEARS"] |
•Exit your Work Area and process your new RFQs. |
[ADD] |
•Add a new RFQ. This takes you to a blank RFQ Header Screen. |
[MODIFY] |
•Modify the selected RFQ. Alternatively, double-click on the line. This takes you to the RFQ Header Screen. |
[DELETE] |
•Delete the selected RFQ or RFQ page. |
[COPY] |
•Create a new RFQ by copying the selected/highlighted RFQ on this screen or an RFQ Template. Once the RFQ is copied, it can be modified as required prior to processing. •After selecting an RFQ or template to copy, you will see the Line Item Defaulting screen, which can be used to default/override certain fields for ALL existing line items on the resulting new RFQ, rather than modifying each line individually. Just fill in the fields that you would like to change on all line items on the new RFQ or leave any fields blank to not change those fields on the new RFQ. |
[PAGE BREAK] |
•Force a page break (i.e. add a new page to the selected RFQ). For details, see About the Page Column above. |
[HOLD] |
•Prevent the selected RFQ from being processed. |
[SPLIT CHARGE] |
•Modify the shared (i.e. "multi-line") split charge details for all applicable line items on the selected RFQ page. |
[PREVIEW] |
•Preview the selected RFQ in its printed format. |
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.
What does “VALIDATE” in the Description Column mean?
"VALIDATE" indicates that the RFQ was created/built from another source rather than being keyed directly into your RFQ Work Area and the line item did not pass validation (i.e. is missing mandatory information or otherwise failed to pass a business rule). To validate a line item, modify the line and click [OK] on the Line Item Details Screen...you will be pointed to the field(s) in question. |
RFQs can include up to 99 line items on each “data entry page”. When printing/processing RFQs, SpendMap will automatically paginate based on the amount of space available on your printed RFQ form. That is, a “data entry” page may contain more line items that can fit on a “printed” page if, for example, you include lengthy descriptions for items. To add a new data entry page to the RFQ, use the [PAGE BREAK] button on the RFQ Work Area Summary Screen. |
Field |
Description |
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RFQ Number Set and RFQ Number |
•Select a RFQ Number Set and/or enter a RFQ number, if applicable. •Based on the configuration of the RFQ Number Set that you select, the next available RFQ number in that Set may be assigned to the RFQ or you may be able to manually type the RFQ number. •The RFQ Number Set field defaults for you and may be locked/restricted based on the settings in your user profile. •Also, for RFQs that are built from other sources, the RFQ number may already be assigned so that the RFQ is ready to process, again, based on the settings in your user profile. |
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Document Date |
•The RFQ Date defaults to the current date but can be changed if needed. |
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Due Date and Time |
•In addition to appearing on the RFQ Document to inform the supplier when their price bids/quotes are needed, the Due Date is used to determine when bids are late in various areas of the system (e.g. Late RFQ Report) should the bids not be received by this date. •The Due Time is entered using a 24-hour format. |
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Send Document Via |
•Choose how you would like to send this RFQ to the supplier. This will determine how the RFQ is sent/transmitted when it is processed. The field will default based on the selected supplier but can be changed as required. PRINTER or PDF – Prints a hard copy when the RFQ is processed. E-MAIL - The RFQ will be sent via e-mail when processed. You will have the option to also print a hard copy of the RFQ when processing. NONE/VERBAL - The RFQ will not be printed or transmitted when processed. Use this option when you only want to store the RFQ in the system but have another means of informing the supplier about the RFQ (e.g. by phone). •This field can be different for each supplier on the RFQ. •See also Electronic Documents. TIP when using the Supplier Portal: If you are using the Supplier Portal to allow your suppliers to view their RFQs and enter their bids/quotations online, the Portal Users can be setup to receive an e-mail notification when new RFQs are published for their companies. This is in addition to receiving the RFQ using one of the options in the Send Document Via field. For example, if you select NONE/VERBAL for this field, the individual Portal Users may still get an e-mail notification (if their user accounts are so configured). |
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Supplier |
IMPORTANT: 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. •With the cursor is on the Supplier Field, use the [ADD] or [DELETE] buttons to add and remove suppliers for the RFQ. Use [NEW] to start over (delete ALL suppliers). •When you [ADD] suppliers to the RFQ, you will be brought to the Multiple Code Selection Screen where you can either select individual supplier to add to the RFQ, or you can add multiple suppliers to the RFQ at once, for example, all suppliers within a certain supplier category/classification. •Use the “address” hyperlink to update the selected supplier’s address manually. More...
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Submit-To |
•Enter a submit-to code or enter <*> (an asterisk) to use a one-off submit-to and enter the address information manually. The submit-to specifies where the supplier is required to send the bid/quote information for the RFQ. •Use the “address” hyperlink to update the submit-to address manually. More...
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Ship-to |
•Enter a ship-to code or enter <*> (an asterisk) to use a one-off ship-to. •Use the “address” hyperlink to update the ship-to address manually. More...
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Terms of Payment |
•The Terms of Payment describe the conditions of payment for the order and typically specify the period allowed for you to pay the amount due. The Terms of Payment are also used to calculate payment dates and early payment discounts when approving invoices with the Invoice Approval Module. •The field will default based on the selected supplier but can be changed as required. •This field can be different for each supplier on the RFQ. To update this field for ALL suppliers at once, use the [DEFAULT] button at the right side of the screen. |
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FOB |
•The FOB point defines who is responsible for payment of shipping costs and where the title of the goods passes to you. •The field will default based on the selected supplier but can be changed as required. •This field can be different for each supplier on the RFQ. To update this field for ALL suppliers at once, use the [DEFAULT] button at the right side of the screen. |
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Delivery Note |
•Defines how shipments from the supplier are to be delivered. For example, "Pick-Up", "Federal Express Overnight", or "your truck". •The field will default based on the selected supplier but can be changed as required. •This field can be different for each supplier on the RFQ. To update this field for ALL suppliers at once, use the [DEFAULT] button at the right side of the screen.
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Comment #1 and #2 |
•Comment #1: Enter a Comment for the RFQ, which may appear on the RFQ form and can be used to filter many RFQ related reports. The field will default based on the selected supplier but can be changed as required. •Comment #2: Enter a second comment, if required, for the RFQ form only. •These fields can be different for each supplier on the RFQ. To update the fields for ALL suppliers at once, use the [DEFAULT] button at the right side of the screen.
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Button |
Description |
[ADD], [DELETE], [NEW] |
•Add and remove suppliers for the RFQ. •You will only have access to these fields when the cursor is on the Supplier Field. |
[NOTES] |
•Enter or modify the internal notes for the the overall RFQ or for the selected Supplier. •You will be able to reference the notes when viewing the RFQ throughout the system (e.g. View RFQ Status, during bid tabulation, when awarding the RFQ to a supplier, etc.). The internal notes will NOT appear on the RFQ form or the resulting PO that goes to the supplier. •TIP: You can also enter notes and attachments for individual line items on the RFQ using the [NOTES] button on the Line Item Details Screen. |
[DEFAULT] |
•Update various fields on the RFQ Header for ALL suppliers on the RFQ at once. •To update a header field for an individual supplier, just select the supplier in the Supplier Field, then change the applicable field(s). |
Button |
Description |
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[OK] |
•Save changes to the RFQ. |
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[CANCEL] |
•Exit without saving your changes. Depending on the changes that you have made to individual line items, this option may not be available (i.e. you may have to save the changes). |
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[ADD] |
•Add a new line item to the bottom of the list. This will take you to a blank RFQ Line Item Details Screen. •You must complete the Supplier and RFQ Number fields before adding items to the RFQ. |
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[MODIFY] |
•Modify the selected line item. Alternatively, double-click on the line. This will take you to the RFQ Line Item Details Screen. |
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[DELETE] |
•Delete the selected line item. |
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[INSERT] |
•Insert a new line above the currently selected line item. |
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[COPY/CUT] |
•Copy or cut the selected line item.
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[DEFAULT] |
•Used to default/override certain fields for ALL existing line items on the RFQ, rather than modifying each line individually. •On the Line Item Defaulting screen that is displayed, fill in the fields that you would like to change on all line items on the RFQ. Leave any fields blank to not override/change those fields. |
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[PREVIEW] |
•Preview a RFQ in your printed format. |
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[BUDGETS] |
•Displays a summary of the budgets for all applicable account codes on all line items on the RFQ. •To view the budget status for account codes on a specific line of the RFQ, use the [Budgets] button on the Line Item Details Screen instead. |
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.
In addition to field-specific defaults (outlined for each field below), you can optionally default many fields for new line items based on the previous line item entered, which can reduce data entry when entering multiple items for the same purpose. See RFQ Entry Options for details. |
When you save new line items, you may be warned that the item is already on order, depending on the settings in PO Entry Settings. This can help eliminate duplicate/unnecessary spending. Since you may not have access to items that are on order for other cost centers or inventory locations, (i.e. you may not want to be warned about those open orders), you can customize this warning in PO Entry Settings. |
When you save new line items, if freight or cost-per-order charges have been defined for the item, you will have the option of including these additional charges as separate line items on the RFQ. If a freight charge was defined for the item but the dollar amount or percentage was not specified, a line will be added to the RFQ with a zero value and the description "FREIGHT CHARGE (PENDING)". The amount can be entered later, when the resulting PO is built or when approving the Invoice with the Invoice Approval Module. |
Field |
Description |
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Type |
•RFQs can include a combination of line item types: REGULAR ORDER – An item from the Item Master File or a one-off item, with a specific quantity and price. DESCRIPTION ONLY - Use this to add comments or instructions that appear on the RFQ and resulting PO, such as shipping instructions for the supplier, etc. To enter internal notes that will not appear on the RFQ or resulting PO, use the [NOTES] button instead (notes can be entered for each line item on this screen or for the overall RFQ on the RFQ Header Screen). |
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•Check this box to create an included charge. Included charge line items must be added immediately following the parent line item on the RFQ. •An included charge is a line item whose value is included in the value of the parent item throughout the system for inventory valuation, charging to Cost Center history and budgets, etc. For example, you might create an included charge for things like freight, setup charges, etc.
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Asset Item? |
•Check this box to indicate that this is an Asset Item (if you are using the Asset Management Module). When Asset Items are received, their details are added automatically to the Asset Master File, thereby eliminating the need to add the item to the Asset Master File as a separate step.
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Item Code |
•Enter or select an item code or enter <*> (an asterisk) to use a one-off item. •If you enter the same item code twice, you receive a pop-up prompt to confirm that this is a new purchase of the item or an included charge for the previous item. •TIP: You can view the details of an item before actually selecting it, using the [VIEW] button while on the item Lookup list. |
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Quantity/Unit |
•Enter the quantity of the item required and the unit of measure.
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Price/Unit |
•The price field is not available on RFQs since your suppliers will be giving you their pricing. Once you receive bids/quotes from your suppliers, you can enter the pricing in the Bid Tabulation Utility. •Enter the desired unit of measure for the pricing. |
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Discount |
•The price discount field is not available on RFQs since your suppliers will be giving you their pricing. |
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Taxes |
•Tax codes are used to calculate taxes for the line item based on the tax rate (percentage) entered in the Tax and Exchange Rates Master File.
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G/L Account |
•Enter an individual G/L Account for this line item or use the [SPLIT] button to charge this line to more than one G/L. •G/L Account Codes are used to categorize and track your spending. While the title of this field can be renamed, the term “G/L Account” generally defines the type of item being purchased. For example, most organizations would have G/L Account codes for things like office supplies, computer supplies, services, etc.
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Cost Center |
•Enter an individual charge-to Cost Center for this line item or use the [SPLIT] button to charge this line to more than one Cost Center. •Cost Center Codes are used to categorize and track your spending. While the title of this Master File can be renamed, the term “Cost Center” generally refers to who or what will be using an item being purchased, that is, the “end-user” of the item. Aside from “Cost Center”, commonly used terminology includes Charge-To, Department, Business Unit, Project, Job, etc.
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Request-by |
•Enter a Request-By code for this line item, if applicable. •While the title of this Master File can be renamed, the Request-By field is typically used to record the individual that needs an item being purchased (i.e. the end-user of the item) when that person is not creating the order in the system him or herself. That is, Request-By codes are most commonly used when someone is ordering on behalf of someone else.
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Project and Job |
•The Project and Job fields can be used to complement the G/L Account and Cost Center fields to categorize and track your spending. You can track purchase history and otherwise sort, filter and search for information in the system by Project and Job.
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Delivery |
•In addition to appearing on the resulting Purchase Order Document to inform the supplier when the item is needed, the Delivery Date is used to determine when items are late in various areas of the system (e.g. Late Purchase Orders Report, Supplier Performance Report) should the item not be received by this date. •The Delivery Time is entered using a 24-hour format and you will only have access to the field if it is included on your RFQ Form.
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•For Stock Items that are kept in multiple stock Locations/Warehouses, you can enter a location to receive the item.
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•Up to 64,000 characters of text can be used to describe the item. The description will appear on the RFQ, the resulting PO form, many reports, and can be used to search for RFQs in the system. However, be sure to include all essential information in the first line of the description as the first line is used to reference the line item on some screens and reports where it is not practical to include the full/extended description. •Right-mouse-click to access spell check and cut and paste functions. •You can use the [BOILERPLATE] and [SUMMARY] buttons (details below) when the cursor is on the Description Field. •TIP: To enter internal notes that will NOT appear on the RFQ or resulting PO form that goes to the supplier, use the [NOTES] button instead (notes can be entered for each line item on this screen or for the overall RFQ on the RFQ Header Screen).
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Button |
Description |
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[OK] |
•Save changes to the item and return to the RFQ Header Screen. |
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[+] or [>] |
•When adding new items to the RFQ, [+] will save the current item, add a new item to the RFQ and go to that new line item. •When modifying or browsing through items on the RFQ, [>] will save the current item and go to the next line item. |
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[CANCEL] |
•Exit without saving your changes and return to the RFQ Header Screen. |
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[SPLIT] |
•Split-charge the line item to more than one G/L Account or Cost Center. |
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[BUDGETS] |
•Displays a summary of the budgets for all applicable account codes on the line item. •To see a summary of the budgets for account codes on all line items on the RFQ, use the [Budgets] button on the RFQ Header Screen instead. |
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[HISTORY] |
•View the Purchase or Usage History or the Cost Center History of the item. |
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[NOTES] |
•Enter or modify the internal notes or file attachments for the line item. •Each item on the RFQ can have its own notes and attachments, which can be referenced when viewing the RFQ throughout the system (e.g. View RFQ Status, during bid tabulation, when awarding the RFQ to a supplier, etc.). Unlike the Description of the item, the internal notes will NOT appear on the RFQ form or the resulting PO that goes to the supplier. |
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[BOILERPLATE] |
•Drop a Boilerplate (standard clause) into the description, when the cursor is on the Description Field. The Boilerplate text will be inserted at the current position of the cursor. Boilerplate Summary hyperlink (under button) •If you are using the Boilerplate Summary feature and have not yet included the applicable Boilerplate text on the document, click this link to add the text to the Description Field.
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