MANAGE VENDOR QUOTES BY ITEM

Use this screen to add quote information from multiple vendors for one item. If any quote lines were created (and added to proposal costs) using the Manage Proposal BOM Cost Estimates - Indented or Manage Proposal BOM Cost Estimates - Summarized screens in Costpoint Materials Estimating, they also display on this screen. Similarly, any new quotes that were added on the Apply PO Info to Purchase Requisitions or Apply PO Information to Purchase Requisitions by Line screen display on this screen.

Location

Item

Enter, or click to select, the item ID for which to create quotes. The description for this item displays in the field adjacent to the Rev field.

Establish items in Costpoint Product Definition.

You can add provisional parts to quote records only using the Manage Vendor Quotes by Vendor screen.

Rev

This field displays the latest revision number of the selected Item. If you are using multiple part revisions, you can enter, or click to select, a different revision number in this field.

Item Type

This field displays the classification code of the selected Item. The possible values are:

• P - Part

• G - Good

• S - Service

Order U/M

This field displays the ordering unit of measure, if the selected Item is a part, or the unit of measure, if it is a good or service.

Part Security

This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).

If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:

• Unrestricted- The item is not subject to data security restrictions.

• Restricted- The item is subject to data security restrictions and that you are authorized to access detailed part information.

• ***UNAUTHORIZED***- The item is subject to data security restrictions and that you are not authorized to access or view part information. This value is displayed in red background color.

If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit requisition lines for that restricted part/revision. In addition, you will not be able to view Line Documents, Substitute Parts, and Manufacturer/Vendor part information for those restricted items.

Commodity

This field displays the commodity code assigned to the selected Item.

Table Window

Use this table window to view all vendor quotes associated with the selected Item.

Vendor Quote

This field displays the number that uniquely identifies this vendor quote throughout Costpoint. This quote number is incremented and automatically assigned only if you selected the Auto-Assign Quotes check box on the Configure Vendor Quotes Settings screen and entered a Last Quote ID. Costpoint increments the Last Quote ID on the RFQ Settings screen by one. You can skip this field when adding a new quote line. When you save the line, Costpoint assigns the next available number.

Vendor

Enter, or click to select, a valid vendor ID. The vendor must not be flagged as a payroll vendor, and its Approval Code must not be Not Approved. If the vendor has an Approval Code of Pending, Costpoint displays a warning. If you enter a subcontract ID on the Subcontract Information tab, the vendor linked to the subcontract record is loaded by default and this field cannot be edited.

Establish vendors using the Manage Vendors screen.

Vendor Name

This field displays the descriptive name of the selected Vendor.

Quote Line

This field displays the system identifier of a line on the quote. It is a sequential number assigned by Costpoint to track the line items of the quote.

Quote U/M

Enter, or click to select, a valid unit of measure for the selected Item.

Minimum Quantity

Enter the minimum quantity of the selected Item that the vendor is willing to sell in one order.

Trans Currency

This field displays the transaction currency code that is specified for the quote in the Exchange Rates subtask. All amounts on this screen are in this currency, unless this field is denoted as Func Curr (functional currency).

Default Gross Unit Cost

Enter the default gross unit cost for the selected Item.

Default Volume Disc

Enter the default volume discount for the selected Item.

Default Net Unit Cost

This field displays the default net unit cost. You can enter the unit cost calculated from the gross unit cost and volume discount.

Func Curr Default Gross Unit Cost

This field displays the default gross unit cost of the item in functional currency. This field is calculated as Default Gross Unit Cost x Trans to Func rate in the Exchange Rates subtask.

Func Curr Default Net Unit Cost

This field displays the default net unit cost of the item in functional currency. This field is calculated as Default Net Unit Cost x Trans to Func rate in the Exchange Rates subtask.

Ship ID

Enter the ship ID of the location to which the quoted item is to be delivered.

Manufacturer

Enter, or click to select, the identification code of the manufacturer assigned to the selected item.  

You can establish manufacturers in the Manage Manufacturers screen in Costpoint Product Definition.

Manufacturer Part

Enter, or click to select, the manufacturer part number of the selected item.

Mfg Rev

Enter the manufacturer part revision number of the selected item.

Vend Part

Enter, or click to select, the vendor part number of the selected item.

Vend Rev

Enter the revision for the vendor part to be quoted.

The Manufacturer, Manufacturer Part, Mfg Rev, Vend Part, and Vend Rev fields are automatically populated if the part/vendor combination exists in the Manage Alternate Parts screen in Costpoint Product Definition.

Project

Enter, or click to select, the project ID for this RFQ line. Projects are initially entered in the Project Master menu in Costpoint Project Setup.

Proj Abbrev

Enter, or click to select, the project abbreviation for this RFQ line.

Line Status

Enter the status of the quote line. Valid options are:

• Open - This indicates that this line is valid and has not expired.

• Closed - This indicates that this line has expired or is no longer valid.

RFQ

Enter, or click to select, the RFQ ID to which this quote is in response. If subcontract ID has been entered, this displays an RFQ with vendor that matches that of the loaded subcontract, otherwise loads associated RFQ without any subcontract reference. If a subcontract ID has been entered, this displays an RFQ with a vendor that matches that of the loaded subcontract; otherwise, this loads an associated RFQ without any subcontract reference. Establish RFQs using the Manage Vendor Quotes by Vendor, Manage Request for Quotes by Item, or Create Request for Quotes for Proposals screen.

RFQ Line

Enter the RFQ line number to which this quote is in response.

Update Alt Parts

Select this check box to add the manufacturer and vendor part number data to the Alternate Parts table.

Quote Type

Enter, or click to select, the quote type ID that defines how this quote was received.

Establish quote types on the Manage Vendor Quote Types screen.

Quote Type Desc

This field displays the description of the selected Quote Type.

Quote Status

Enter the status for this vendor quote. Valid options are:

• Open - This indicates that this line is valid and has not expired.

• Closed - This indicates that this line has expired or is no longer valid.

Quote Date

Enter, or click to select, the date on which this vendor quote was prepared or received.

Expiration Date

Enter, or click to select, the last date through which the information in this quote is valid.

Expiration Days

This field displays the number of days the vendor considers this quote valid (from the quote date). Costpoint calculates this as the difference between the Quote Date and the Expiration Date. You can enter a different value in this field.

Vendor Contact First Name

This field displays the first name of the default contact person for the selected Vendor. You can enter a different first name in this field.

Vendor Contact Last name

This field displays the last name of the default contact person for the selected Vendor. You can enter, or click to select, a different last name in this field.

Vendor Contact Phone

This field displays the telephone number of the contact person for the selected Vendor. You can enter a different telephone number in this field.

Vendor Contact Fax

This field displays the facsimile number of the contact person for the selected Vendor. You can enter a different facsimile number in this field.

Buyer

Enter, or click to select, the buyer that received the quote information.

Establish buyers using the Manage Buyers screen in Costpoint Purchasing.

Enter, or use Lookup to select, the buyer that received the quote information. Establish buyers on the Buyers screen in the Purchasing Controls menu of Costpoint Purchasing.

Terms

Enter, or click to select, the payment terms that the vendor has offered on this quote.

FOB

Enter the Free on Board (FOB) point that the vendor has proposed for this quote.

Ship Via

Enter the shipment method that the vendor has offered on this quote.

Proposal

This field displays the proposal ID assigned to the RFQ, if applicable, on the Manage Request for Quotes by Item and/or Manage Request for Quotes by Vendor screens.

Proposal Line

This field displays the proposal line number for the selected Item if it resides in the referenced proposal.

Requisition

This field displays the requisition ID assigned to the RFQ, if applicable, on the Manage Request for Quotes by Item and/or Manage Request for Quotes by Vendor screens.

Line

This field displays the requisition line number for the selected Item if it resides in the referenced requisition.

Quotes Reqd

This field displays the number of quotes required for the Procurement Type.

Procurement Type

This field displays the description of the procurement type code assigned to the Requisition.

Quote Reqd Date

This field displays the date by which the vendor's response should be received for the RFQ associated with this vendor quote.

Valid Through Date

This field displays the date through which the vendor's quote is valid when responding to the associated RFQ.

Quote Hdr Notes

This field displays miscellaneous information about this vendor quote at header level.

Quote Line Notes

This field displays miscellaneous information about this vendor quote at line level.

Subcontractor Agreement

This check box displays whether  or not the quote is for creating subcontractor agreements. If a request for quotes (RFQ) is entered in the header section, and it is specified as a subcontractor agreement, this check box defaults to selected and cannot be edited. If the RFQ ID is deleted and/or a non-subcontractor agreement RFQ is entered, this check box is cleared and can be edited.

Submitted by Supplier

This field indicates that the quote was created in Supplier Portal.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the requisition line.

Subcontract

This field displays the subcontract ID linked to the requisition associated with the RFQ. Click the Subcontract link to access the subcontract record on the Manage Subcontracts screen.

This field is available only if you are licensed for CRM & Contracts.

Resource Exists

Enter one or more rows into the Resources subtask for the quote line, this check box is automatically selected. Otherwise, this check box is always cleared. This check box specifies that resources have been specified in the Resources subtask for the line.

US Citizenship Reqd

This check box displays as selected to specify that the resource associated with the requisition has to be a US citizen. If you enter a subcontract ID, this takes on the default value of the subcontract ID and cannot be edited. If a subcontract has not been referenced, and the Subcontractor Agreement check box is selected, this option can be edited.  If The US citizenship requirement on the subcontract does not match the RFQ’s US citizenship requirement, Costpoint displays an error.

ITAR Authorization Reqd

Select this check box to indicate whether the resource must be authorized for International Traffic in Arms Regulations (ITAR).

Security Clearance System ID

Enter, or click  to select, the security clearance required for the resources associated with this requisition.

Security Clearance Description

This field displays the description of the security clearance that the resource associated with the requisition needs to have.

Security Clearance Level

This field displays the level of security clearance that the resource associated with the requisition needs to have. This field indicates whether the level is Top Secret and Secret.

SCI

This check box displays the security clearance that the resource associated with the requisition has been cleared for sensitive compartmented information (SCI) for.

SAP

This check box displays the security clearance that the resource associated with the requisition has been cleared for special access for.

Issuing Agency

Enter the name of the agency that issued the security clearance.

Combined Req Lines Exist

This indicates that there are more than one record in the Req Line Details subtask.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • QT_HDR

  • QT_LN

  • QT_LN_CHG