removeOnce Requisitions have been fully approved they can be loaded into an RFQ session. The system automatically displays a count of RFQ Pending Requisitions on the Dashboard. Open RFQ sessions are listed on the Dashboard as Outstanding Transactions. An Open RFQ Session is one which has previously been loaded, but not Processed. To begin editing an Open RFQ Session, simply click on the line item for that session and it will be reloaded into the RFQ Session editing screen.
To work with RFQ Pending Requisitions, the Reviewer should click the count of RFQ Pending Requisitions on the Dashboard and they will be directed to Load Options page. By entering filters into the initial Load Options, users can limit items brought into the Request for Quote session.
There are three steps in RFQ Processing:
Items to be quoted on are selected, vendors assigned and the request for quote submitted to the selected vendors. Multiple items can be sent to Multiple vendors through the same session or lines can be handled individually.
Multiple vendors can receive a Request for Quote via email. They complete, submit and revise their quote using a web-browser. Buyers are updated on the Dashboard when open Request for Quote(s) have been replied to by Vendor(s).
When NOT using the WorkPlace Portal the Vendors must be configured on the Vendor Info page with the vendor login and password established on the SQL Server during WorkPlace installation. With the WorkPlace Portal they will be able to establish and maintain their own login credentials.
When the Assignment Method is set to "Manual" and once all the vendors have replied to the RFQ, the Buyer selects the RFQ Session, awards each line item to the appropriate vendor and then completes the Request for Quote session by processing the awarded lines to Purchase Order.
When the Assignment Method is set to Lowest Price or Quickest Delivery and when the Deadline Date is reached the RFQ session will automatically be processed and an email will be sent the person who created the RFQ session.
In order for the Lowest Price and Quickest Delivery to operate automatically the WorkPlace Agent must be configured and scheduled.
If all lines have not been filled in by the deadline date, then the reviewer will be notified via email that all of the lines have not been responded too and the session will not be processed.
The system setting "Elapsed Hours from initial Reminder eMail before eMail is to be Resent if Vendors still haven't responded" on the RFQ tab controls how often the email notifications are resent to the reviewer for those session that have not been responded to.
When all lines have been filled in and the deadline has been reached then the RFQ session will award the lines based on the assignment method and then process the review session and the reviewer will then be notified via email.
Requisitions/Check Requests can be ordered or placed on hold by three methods; all documents loaded to the Review session by selecting the desired status from the Document Toolbar, by Requisition/Check Request by selecting the desired status from the header command buttons, or by individual line item by selecting the desired status from the line command buttons.
Available when users have been provided access to the 'Mass Line Change' Security option.
Smart Order All
Clicking this marks all lines in the session that have inventory items to be fulfilled and all miscellaneous items to be ordered. (Sales Order Interface.)
Auto Select All
Clicking this marks all lines in the session are available for Supply Requisition and all miscellaneous items to be ordered. (Materials Management Interface.)
Smart Tag
Available when WorkPlace Inventory Management is licensed to automatically tag requisition lines based on the fulfillment type. For Requisition lines marked as "Defer", if the requisition line item is quantity tracked and Location is populated but Location To is not, the line will be tagged for Release. If the requisition line item is quantity tracked and both Location and Location To are populated, the line will be tagged for Transfer. If the requisition line item is not specified or is not quantity tracked then the line will be set to tagged for PO.
Fulfill All
Clicking this marks all lines in the session that have inventory items to be fulfilled. (Sales Order Interface)
Supply All
Clicking this marks all lines in the session that are available for Supply Requisition. (Materials Management Interface)
Available when WorkPlace Inventory Management is licensed to automatically tag requisition lines based on the fulfillment type. For Requisition lines marked as "Defer", if the requisition line item is quantity tracked and Location is populated but Location To is not, the line will be tagged for Release. If the requisition line item is quantity tracked and both Location and Location To are populated, the line will be tagged for Transfer.
Order All
When WorkPlace Inventory Management is licensed, requisition lines with a fulfillment type of "Defer" or "PO" will be tagged for Order.
When the status is set to ordered for the requisition, a PO number can be reserved by clicking this icon. The PO number will be entered on the general tab of the review session lines.
Award Assigned Vendors
This button is available for users that have been assigned permission to the 'Award Assigned Vendor' option in Security to award multiple RFQ lines at once. When clicked, a popup will be displayed with a list of all assigned Vendors for the session with an option to select 'Award'. Once selected, all lines withing the RFQ Session with that Vendor assigned will be updated with the Vendor and response information in preparation for processing. Lines within the session that did not have the selected Vendor assigned, are not updated and remain available to award to another assigned Vendor by repeating the process or updating at the line level.
Submit to Vendors
Recall From Vendors
This button is available when using the WorkPlace RFQ Portal and after Submit to Vendors has been selected. To recall RFQ's select this feature and then Re-Submit to the Vendors again.
Resend Cxml
This feature is only visible and available when interfaced with the WorkPlace PunchOut module. Select this hyperlink following completion of order to electronically resend Purchase Order information to the vendor.
The system assigned Approval Session tracking number.
Select from the drop down options which way the Vendors should be auto-awarded, by Lowest Price or Quickest Delivery. Select Manual if you do not want Vendors to be auto-awarded. Manual is selected by default.
Select a date when the Vendor(s) will be auto-awarded. Deadline date is required when Assignment Method is set to Lowest Price or Quickest Delivery.
Automatically updated: Yes or No.
Number of replies.
Specifies each RFQ that was Submitted to the Vendors.
The system assigned Requisition tracking number.
Displays the Requisition Type.
The name of the employee that owns the Requisition (User who created the requisition).
The caption of this field is controlled by the value specified in "Name Label" in system settings on the Requisition/Check Request tab.
System generated date identifying when the requisition was created.
The total for the items.
This field is updated when a command button is selected which changes the disposition of the line item Status.
The Requisition detail fields and descriptions are the same as those available on the Requisition Entry pages.
Vendor ID of the Vendors selected to provide quote for the item(s).
Name or description of Vendor.
Yes or No.
Item Number entered on the RFQ by the Vendor.
Date item is promised for delivery, entered on the RFQ by the Vendor.
Quantity of the item vendor can provide, entered on the RFQ by the Vendor.
Vendors unit of measure, entered on the RFQ by the Vendor.
Quoted price entered on the RFQ by the Vendor.
The total for the line item.
An Attachments section will appear below the line details of each Vendor response when interfaced to the RFQ Portal. This section will display any files that were attached by the Vendor when they responded to the RFQ line.
The following Actions can be executed by individual line item
remove
Expand
/ Collapse line details or 
Show
Line Details
The above options and display of the Review session lines will be based on the Sort By option selected on the Review Load options page.
Mass Update SelectThis selector will be displayed to users that have been provided access to the 'Mass Line Change' Security option to mark lines that will be updated when clicking 'Update Selected & Close' from the Mass Line Change page.
assign
Award
This button appears once vendors have been assigned. Select this button during quote award to update the requisition line details from the vendor response before processing the completed request for quote session to Purchase Order.
view attachments
note to Creator
Order
Batch
fulfill/supply
smart order/auto select
Transfer/release
Cancel
Awaiting
Line Actions
release
Select this button to view and modify the tax details for the line when permissions have been assigned in Security
Once line items have been selected, vendors have been assigned and the Submit to Vendors command button has been selected the Request for Quote eMail is sent to the selected Vendors.
Vendors review the request and select Quote on the Following Item(s) within the eMail to open the request and enter the required quote information. Vendors then Submit their quote for the requested items, which updates the Open Requests for Quote(s) in WorkPlace.
The following fields are read-only and cannot be modified:
Item number from the requisition submitted to the vendor for quote.
Description for the line item.
Date you require delivery of the item from the vendor.
Quantity of the item required from the vendor for the line item.
Unit of Measure for the line item you are requesting from the vendor.
Currency of the line item being requested.
Vendors Item Number entered on the RFQ by the Vendor.
Date item is promised for delivery, entered on the RFQ by the Vendor.
Quantity of the item vendor can provide, entered on the RFQ by the Vendor.
Vendors unit of measure, entered on the RFQ by the Vendor.
Quoted price entered on the RFQ by the Vendor.
Submit Quote
Vendor selects this command button to return quote to your buyer, this updates the Open Request for Quote(s) line information and Replied by Vendor on the WorkPlace page.
Buyers are updated on their Dashboard when Open Request for Quote(s) have been replied to by Vendor(s). The Buyer selects the Open RFQ Session once all vendors have replied or by the respond to quote timing deadline date and Awards the quote to the appropriate vendor and completes the Request for Quote session by processing the awarded lines to Purchase Order.
The following fields are read-only and cannot be modified:
The system assigned Approval Session tracking number.
This field will be blank until the item has been awarded and processed with a Status of Order.
Department selected during requisition entry, used for grouping of requisitions in Approval and Review Sessions.
The system assigned Requisition tracking number.
The name of the employee that owns the Requisition (User who created the requisition).
Date and Time of requisition entry.
Opens requisition line detailed information. The Status and log is automatically maintained and updated through each process within WorkPlace.
Vendor ID of the Vendors selected to provide quote for the item(s).
Status of vendor response.
Item Number entered on the RFQ by the Vendor.
Date item is promised for delivery, entered on the RFQ by the Vendor.
Quantity of the item vendor can provide, entered on the RFQ by the Vendor.
Vendors unit of measure, entered on the RFQ by the Vendor.
Quoted price entered on the RFQ by the Vendor.
Total amount (Quantity x Price) for the line item.
Checked to indicate line(s) sent out for quote. Select the Award Command Button to update line details and indicate which vendor you wish to purchase the line item from.
Award
Select this button to update the requisition line details from the vendor response and 'Award' the line to the selected vendor before processing and completing the request for quote session..click here to view the steps to complete the process.
