Use a Request for Quote (RFQ) to solicit pricing from a vendor for a product or group of products. It displays all of the information typically found on your Purchase Orders, with the exception of pricing for the items. The items and quantities on the Request for Quote can be copied and sent to several vendors and then easily converted to a Purchase Order.
The products and quantities that you add to the request will not appear as "On PO" quantities for the products. Each Request for Quote number will begin with a "Q" and can be searched for in the Purchase Order Inquiry screen by selecting the "Request for Quote" or "Expired Request for Quote" from the drop down menu.
Enter a Request for Quote
- Go to Purchasing > Purchase Order.
- In the Vendor box, type the vendor number or name, and then press the Tab key.
- Select the Request for Quote check box, and then type an Expiration Date. Expired RFQ's are not deleted; they remain in the syste0m for reference.
- Review the information on this page, including the default information from the Vendor Master, and modify details as required. Some information, such as Ship Via, are required. If you have not filled out a required field, the system will notify you when you save the quote.
- Click the Detail tab, and then specify the Products for which you want to request the quote. Make sure you specify the quantity and the unit of measure.
- Enter as many products as necessary, and then click Save. The RFQ number appears in the upper right corner of the screen.
- Now you can send the RFQ to your vendor.
- To print the Request for Quote, click the Request for Quote button. On the Printer pop-up, select print options, and then click Print.
- To fax or email the Request for Quote, click Send. On the Fax/Email pop-up, select fax or email in the upper left corner. choose contact information, and then click Submit.
Copy a Request for Quote
Copying a Request for Quote will copy the products and quantities over to a new RFQ for a different vendor of your choice. An RFQ can be copied multiple times if necessary following this procedure each time.
- Go to Purchasing > Purchase Order.
- In the RFQ Number box, type the number of the RFQ that you want to copy. You can search for the correct RFQ by clicking on the
in this field as well. Be sure to select Request for Quote from the drop down menu when you search. - When the RFQ opens, click Edit.
- Click the Copy button below the Expiration Date.
- In the pop-up window that appears, enter the vendor under which you would like to create the new RF, and then click OK.
- The new vendor appears in the upper left corner of the RFQ, and the default quote information (Terms, Ship Via, etc.) reflects the new vendor. All products and quantities appear under the Detail tab and can be changed as necessary.
- Click Save.
Convert a Request for Quote to a Purchase Order
- When an RFQ is converted to a Purchase Order, the original RFQ still remains in the system. RFQ's can be converted multiple times.
- Go to Purchasing > Purchase Order.
- Type the RFQ Number of the RFQ that you want to convert in the RFQ Number field in the upper right corner. You can search for the correct RFQ by clicking on the in this field as well. Be sure to select "Request for Quote" from the drop down menu when you search
- Click Edit.
- Clear the Request for Quote check box. The header will change to read "Purchase Order".
- Make any necessary changes to the order. The order will retain the original Order Date of the quote, so you may want to change this to the current date.
- Click Save.
- Now you can send the order to your vendor.
- To fax or email the Purchase Order click Send button. In the Fax/Email window, select fax or email in the upper left corner. On the Fax/Email pop-up, select fax or email in the upper left corner. choose contact information, and then click Submit.
- To print the PO, click the Purchase Order button. On the Printer pop-up, select print options, and then click Print.