MANAGE REQUEST FOR QUOTES BY ITEM

Use this screen to maintain Requests for Quotes (RFQs) for a specific item. You can link an RFQ for each item to a specified proposal and/or requisition.

Enter an item ID in the Header tab to create or add RFQs for a specified item. Costpoint loads all existing RFQs for that item ID. This screen displays any RFQs that already exist for a specific vendor (and the same item) in the Manage Request for Quotes by Vendor screen. You can also create RFQs in the Select Request for Quotes from Proposals and Create Request for Quotes for Proposals applications in Costpoint Materials Estimating. This screen displays any RFQs that already exist for the item in a proposal in Costpoint Materials Estimating.

Use this screen whenever you need to send RFQs to multiple vendors for the same item.

Location

This screen consists of two tabs, which are:

• Header - Use this tab to enter detailed information about the item to associate with an RFQ.

• Line Defaults - Use this tab to establish defaults for any new RFQ lines generated in this function.

Subtask

RFQ Lines

This table window displays all RFQs associated with the selected item ID.

RFQ

This field displays the identification code of the RFQ associated with the selected item ID. 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.

Vendor

Use this field to enter, or click to select, a valid vendor for this RFQ. 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.

You can establish vendors in the Manage Vendors screen and maintain them in the Vendors menu in Costpoint Purchasing and Costpoint Accounts Payable.

Vendor Name

This field displays the descriptive name of the Vendor.

Address

Use this field to enter, or click to select, the vendor's order address code to which this RFQ is to be sent.

Approved

This field displays the vendor's status code. Valid codes are:

• Y (Yes) - This status indicates that the vendor is approved for the selected item.

• N (No) - This status indicates that the vendor was not approved for the selected item.

• P (Preferred) - This indicates that the vendor is the preferred vendor for the selected item.

If this field is blank, no one has determined whether or not the vendor is approved. You can maintain this field in the Assign Vendors to Items screen in Costpoint Product Definition.

RFQ Line

This field displays the line number for this RFQ line.

Description

This field displays the description of the selected item. You can modify this description but it does not override the Item table description.

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.

RFQ U/M

Use this field to enter, or click to select, the unit of measure the vendor uses when quoting this item.

You can establish units of measure in the Purchasing Controls menu in Costpoint Purchasing or the Product Definition Controls menu in Costpoint Product Definition.

Required Quantity

Use this field to enter the required quantity to be quoted for this item by the vendor. If the RFQ is specified as a Subcontractor Agreement, this field is optional.

Desired Lead Time - ARO

Use this field to enter the number of days (after receipt of your order) the vendor needs to deliver the item.

Desired Date

Use this field to enter, or click to select, the date on which the vendor needs to deliver the item.

Project

Use this field to 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

Use this field to enter, or click to select, the project abbreviation for this RFQ line.

Priority

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

Ship ID

Use this field to enter, or click to select, the ship ID of the location to which the quoted item is to be delivered. A ship ID may automatically default in if one is set up in the Configure Purchase Order Voucher Settings screen in Costpoint Purchasing. You can modify this field or leave it blank.

QC Insp Reqd

This check box indicates whether or not a Quality Control (QC) inspection is required when the items are received.

Source Insp Reqd

This check box indicates whether or not a government source inspection is required when the items are received. A source inspection normally requires the vendor to obtain approval from a government inspector before any material can be shipped.

Cert Conf Reqd

This check box indicates whether or not a certificate of conformance is requires for the requisitioned items. A certificate of conformance is a legal document, issued by the vendor, which certifies that the material conforms to certain specifications and requirements.

Manufacturer

Use this field to 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

Use this field to enter, or click to select, the manufacturer part number of the selected item.

Mfg Rev

Use this field to enter the manufacturer part revision number of the selected item.

Vendor Part

Use this field to enter, or click to select, the vendor part number of the selected item.

Vend Rev

Use this field to 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

This field displays the status of this RFQ line. The possible values are:

Select the status for the RFQ line. This field defaults with O for new lines, based on the RFQ's status under the Header subtask. Options are:

• Pending - This indicates that this RFQ line is pending approval and is not ready to be sent to the vendor.

• Open - This indicates that this RFQ 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.

• Void - This indicates that this RFQ line is voided. No further processing will occur. You cannot print this line.

Quote

If a vendor quote was returned for this RFQ, the quote ID displays in this field.

Quote Line

If a vendor quote was returned for this RFQ, the quote line number displays in this field.

RFQ Line Notes

Use this field to enter additional notes about this RFQ line. This information prints on the RFQ.

Procurement Type

Use this field to enter, or click to select, the procurement type code for this RFQ line.

You can establish procurement types in the Manage Procurement Types screen.

Branch Location

This field displays the branch location information assigned to the buyer.

You can establish branch location informations using the Manage Branch Locations screen, and then assign them using the Manage Buyers screen. Both screens are found in Costpoint Purchasing.

Branch Address

This field displays the address of the branch location.

Provisional Part

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

You can establish provisional parts for RFQs using the Manage Request for Quotes by Vendor screen.

RFQ Date

Use this field to enter, or click to select, the date on which this RFQ was created.

First Name

Use this field to enter the first name of the vendor's contact person.

Last Name

Use this field to enter, or click to select, the last name of the vendor's contact person.

Fax

Use this field to enter the fax number of the vendor's contact person.

Phone

Use this field to enter the telephone number of the vendor's contact person.

The First Name, Last Name, Fax, and Phone fields automatically display the default values established in the Manage Vendors screen but can be modified.

Email Address

Enter the email address of the supplier to allow sending of email alerts whenever there are portal information action changes.

Quote Reqd Date

Use this field to enter, or click to select, the date on which the vendor is required to respond.

Valid Through Date

Use this field to enter, or click to select, the last date through which the vendor's quote is valid.

RFQ Printed

This check box indicates whether or not this RFQ has been printed. Any time you print this RFQ after this check box is selected, 'DUPLICATE' prints on the RFQ, indicating that the RFQ was printed previously. You can clear this check box so that 'DUPLICATE' does not print on the RFQ.

Subcontractor Agreement

Select this check box to specify that the RFQ is for a subcontractor agreement. When a requisition is generated from any RFQ line and this option is selected, the requisition will also be specified as Subcontractor Agreement. Purchase orders assigned or generated must then have a PO type of Subcontractor Agreement, Subcontractor Agreement Blanket, or Subcontractor Agreement Release.

If header section or requisition associated with the RFQ header has a requisition that is specified as Subcontractor Agreement, this check box will be automatically selected.

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

This check box indicates that the resources have been specified in the Resources subtask for that line.  This check box is always disabled and will only be selected if there are one or more rows in the Resources subtask for the requisition line.  

Security Clearance System ID

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

ITAR Authorization Reqd

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

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. If The US citizenship requirement on the subcontract does not match the RFQ’s US citizenship requirement, Costpoint displays an error.

Security Clearance Description

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

Security Clearance Level

This column displays the level of the security clearance that the resource associated with the requisition line needs to have.

SCI

This column displays whether the security clearance that the resource associated with the purchase order line has been cleared for sensitive compartmented information (SCI).

SAP

This column displays whether the security clearance that the resource associated with the purchase order line has to be cleared for special access program (SAP).

Issuing Agency

This column displays the name of the agency that issued the security clearance.

Supplier Portal Email Notification

Select this check box to send email alerts to the supplier. If you are not licensed for Supplier Portal, this check box will be cleared and disabled. This check box initially defaults from the Supplier Portal Email Notification check box associated with the RFQ header buyer. If the purchase order (PO) settings allow edits to this check box, you can change the initial value in this application.

Released to Supplier

Select this check box to indicate that the request for quote (RFQ)  is released to the supplier. When you select this check box, all open RFQ lines and associated line quantity breakpoints, and delivery schedule lines (if any) will be accessible via the supplier portal.

Only RFQ/RFQ line that has been released to the supplier is viewable to the vendor via the Supplier Portal.

This check box also affects the sending of emails to suppliers. On new RFQ records, releasing to the supplier is allowed if the line status is set to Open and an email is sent. The same with an existing RFQ without a quote and previously released to the supplier, if the status changes from Open to Void, Pending, or Closed, an email is sent. The opposite is true for existing RFQs with a quote.

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

Released Date

Use this field to enter, or click to select, the date when the RFQ (along with the RFQ lines/delivery lines) is to be released to the vendor/supplier. This is a required field and is enabled when the Released to Supplier check box is selected, otherwise this is disabled.

Combined Req Lines Exist

If selected, this check box indicates that there are combined requisition lines for the requisition.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the requisition line. This check box is cleared and disabled for new lines.

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 available only  to users who are licensed for Supplier Portal.

Action Notes

Enter any notes related to the action taken both by the vendor and buyer for the RFQ line.

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

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • PROJ

  • RFQ_DOCUMENT

  • RFQ_HDR

  • RFQ_HDR_TEXT

  • RFQ_LN

  • RFQ_LN_DOCUMENT

  • RFQ_LN_TEXT