MANAGE VENDOR QUOTES BY VENDOR

Use this screen to enter quote information for one or more items or miscellaneous line types for a specified vendor. You can associate a quote by vendor with a specified request for quote (RFQ).

To associate the information you enter into this screen with an RFQ, you must first enter the RFQ on the Manage Request for Quotes by Vendor screen, or create one using the Create Request for Quotes for Proposals screen in Costpoint Materials Estimating. If you created any quote lines and added them to proposal costs in the Add Vendor Quotes subtask of the Manage Proposal BOM Cost Estimates - Indented and Manage Proposal BOM Cost Estimates - Summarized screens in Costpoint Materials Estimating, they also display on this screen. Similarly, any new quotes that were added in the Reference Quotes subtask (that have an Add Quote of Y) of the Approve Purchase Requisitions or Approve Requisition Lines screens appear on this screen.

Use this screen whenever you need a vendor quote for multiple items.

Location

Vendor Quote

This field displays the quote number that uniquely identifies this quote throughout Costpoint. The quote number is incremented and automatically assigned only if you selected the Auto-Assign Quotes check box on the Configure Vendor Quote Settings screen and entered a Last Quote ID. Costpoint increments the Last Quote ID on the Configure Vendor Quote 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.

If you did not select the Auto-Assign Quotes check box on the Configure Vendor Quote Settings screen, you must enter a quote ID before saving the new record. Costpoint does not store the last number used, so you must track the quote numbers in your own log.

Vendor

Enter, or click to select, the vendor ID for this quote. The vendor name and vendor location display on the adjacent fields. The vendor must not be 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.

Subcontractor Agreement

Select this check box to indicate that the quote is for creating subcontractor agreements. If a request for quotes is entered and it is specified as a subcontractor agreement, this check box will automatically be selected.

Submitted by Supplier

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

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.

Tabs

This screen consists of three tabs:

• Details - Use this tab to enter general RFQ, buyer, and vendor information for the vendor quote.

• RFQ Info - Use this tab to view information about the RFQ associated with the vendor quote.

• Notes - Use this tab to enter miscellaneous information about the vendor quote.

• Security Requirements - Use this tab to enter the security requirements of any resource that is used for the vendor quote.

Subtask

Table Window

Use this table window to enter quote lines to the RFQ.

Click to add a new line to this table window.

Quote Line

This field displays the sequential number assigned by Costpoint to track the line items of the vendor quote.

Lookup Type

Use this drop-down list to specify how the Item field uses to retrieve item information. The available options are:

• Standard - Select this option to access item information for standard parts only.

• Provisional - Select this option to access item information for provisional parts only.

• All - Select this option to access item information for all parts.

Item

Enter, or click to select, the item for which this quote line is created.

Rev

This field displays the latest revision of the Item. If you are using multiple part revisions, you can enter, or click to select, another revision.

Line Type

This field contains the item's line type. The possible values are:

• P - Part

• G - Good

• S - Service

• M - Miscellaneous

Misc Type

Enter, or click to select, the line charge type to be quoted by the vendor. You must make an entry in this field if an Item is not specified.

Description

This field displays the description of the Misc Type. You can modify this description but your changes do override the description on the Item table.

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 Item. You can enter, or click to select, a different commodity code.

Order U/M

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

Quote U/M

Enter, or click to select, the unit of measure that the vendor used when quoting this item.

Default Gross Unit Cost

Enter the default gross unit cost quote for the selected Item.

Default Volume Disc

Enter the default volume unit discount amount for the quoted Item.

Default Net Unit Cost

Enter the default net unit cost amount for the quoted Item.

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 * 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 * Trans to Func rate in the Exchange Rates subtask.

Min Qty

Enter the minimum quantity of the quoted item that the vendor is willing to sell in one order.

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.

Mfg 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.

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

Line Status

Use this drop-down list to select the status of this vendor quote line. The available options are:

• Open - This indicates that this vendor quote line is open and ready to be sent to the vendor, or it was sent to the vendor is awaiting reply.

• Closed - This indicates that the vendor returned a quote for the item, and no further action is required.

Resource Exists

This check box indicates if there is a resource for the corresponding requisition line. This check box is selected if one or more resources exist in the Resources subtask, otherwise this check box is cleared.

Project

Enter, or click to select, the project ID for this vendor quote 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 vendor quote line.

Priority

Enter the Defense Priority Acquisition System (DPAS) or internal priority code for this vendor quote line. If a priority was assigned to the Project, it displays here but can be modified.

Ship ID

Enter, or click to select, the ship ID to which the items are to be delivered.

RFQ Line

Enter the line number of the original RFQ from which this vendor quote line originated.

Proposal Line

This field displays the proposal line number for the item if it resides in the referenced proposal. Establish proposal records on the Manage Proposals screen in Costpoint Materials Estimating.

Req Line

This field displays the requisition line number if the RFQ was created using the Manage Purchase Requisitions screen.

Update Alt Parts

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

Provisional Part

This field displays Y (Yes) if the item is a provisional part. Otherwise, this field displays N (No).

Line Notes

Enter additional miscellaneous information about this vendor quote line.

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 field displays as selected to specify that the resource associated with the requisition has to be a US citizen. This check box will be unavailable if you enter a subcontractor ID on the Subcontract Information tab, and is editable if Subcontractor Agreement check box is selected.

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.

Combine Req Line Exist

If selected

Delivery Schedule Exists

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

Action

Select an action to indicate if vendors have been notified of the changes to the RFQ line. For new RFQs, if the Released to Supplier check box in the RFQ header is selected, then this option defaults to Released to Supplier.  When you add new RFQ lines for existing RFQ IDs, the option defaults to None.

This option is only available to users who are licensed for Supplier Portal.

Action Notes

Enter any action notes related to the action taken for the RFQ line.

This option is only available to users who are licensed for Supplier Portal.

Subtask

• Table Information

  Changes to this screen update the following tables:

  • PROJ

  • QT_HDR

  • QT_LN_CHG

  • QT_LN

  • QT_LN_BRK

  • QT_LN_RESOURCE

  • QT_LN_QUOTES