Request for quotes overview [in-depth guide]
Guide contents: Overview | Process flow | Quote info tab | Link expiration | Resources
The Workamajig "Way" is to send quotes from estimates. For more on this process, refer to the Sending RFQs from estimates [in-depth guide].
The Request for quotes screen allows the user to create a quote & send it electronically to several vendors at once. If the vendors are given access to the system, they can even enter responses to the quote and the system will track the responses, or you can enter it from a printed response. Once these responses are reviewed you can automatically create a purchase order from the quote of your choice.
Quotes are created to request cost information from various vendors for a certain item and upon receiving responses; the user can choose the best quote and create a purchase order for it. The system sends out emails to vendors requesting a quote, keeps track of vendor responses, and the user can finalize the response received, print quotes, and print the vendor replies.
A quote usually ties back to a project. While it is not required, it helps in budgeting & estimating project costs. Hence a quote can also be created from the Project estimate screen > Expenses tab. Clicking on the Create link under the Quote column in the grid will automatically create a quote, and a popup with the Edit quote screen will show up. The Create quote action is also another way to do it. See below for a snapshot of the Project estimates > Expenses tab.
The quote header consists of general information about the whole quote, including defaults for the line items. The line items detail each item that a quote is requested for with description, quantity etc., and also allow the user to change the defaults coming through from the header. The Vendors tab allows the user to select and add vendor(s) to whom this quote request will be sent to. Once the request for quote is sent out, the Vendors tab is replaced with the Replies tab, and the status of the quote changes to Sent. Any changes to the quote can be made only if this request is recalled. After necessary changes are made, the user will have to send the request for quote again. An email is sent to vendor contacts (if they exist) each time a request is sent out or when it has been recalled.
The Replies tab will now display a list of all vendors, the status of their responses along with the quote amount. Each reply can further be drilled down into by clicking on the Pencil icon. It has information about the quote & the line detail. If the reply status is either Reply not finalized or No reply then the line detail information can be edited, such as 'unit cost', 'total cost', and 'comments' and re-saved. The vendor who logs in will be able to see these changes/additions made to their reply. This feature is available so the user can enter vendor responses for those without access to the system or update existing vendor responses that haven't been finalized yet.
If the status of the reply is Reply completed, the only thing that can be done is to create a purchase order by clicking on the Create PO command button and if the quote was created from the Estimates screen, the Update estimate command button is also available so it can update the estimates on the project. Once a PO is created from the quote, the quote's status is set to 'closed'.
The quote can be reopened & updated or added to. It is available for use as any open quote is and another PO can be created from the quote too.
The process of creating a quote is as follows:
Apart from creating a quote from the project estimate, a user can create a quote by going to the Purchasing drop-down menu & selecting the Request for quotes > New option. The quote info details are entered here. The user can enter the project and the task of the project, that this quote is requested for; the item that is required from the vendors, and the date the quote is due. The 'subject', 'quote' & 'send replies to' fields are required; the replies will be emailed back to the user selected in the 'send replies to' drop-down.
When multiple quantities are selected, the vendor can quote for up to 6 different quantities of the item as pricing may vary based on quantity. This will allow the user to enter a choice of various quantities and at least one of the six options must be entered.
Once this information is saved, the system-generated quote number will show up and the initial status of the quote will be set to 'not sent'. The Line items & Vendors tabs are now available to the user.
The user can also add an attachment/file to the quote to be sent to the vendor.
The Line items tab lets the user enter the item(s) that this quote is being requested for. Some of the data on this tab defaults from the quote header like the 'line type', 'project', 'task' & 'item'. They could also be changed on each line if chosen. Multiple items can be added, with each item as a different line. Each item can have a different quantity/or multiple quantities, different units of measure. Most of the actions from the quote header are available here except the 'add an attachment'.
On this tab, the user can select from a list of all active vendors to add to the request for a quote. Each vendor will receive an email (if the contact information has been set up on the vendor) when the user clicks 'Send for quote' from the Quote/line tab. Special comments can be added for each vendor to view separately.
Once the quote is sent, the Vendors tab is replaced by the Replies tab. (If the user wants to make any changes to the quote, it has to first be recalled using the Recall quote action.) The vendors can then log in using their Client/vendor login to the system and respond to the quote. As each user completes their responses by clicking on the Reply completed command button on their screen, the status of their reply is updated on the Replies tab for that company. The user can create a PO off the quote they are interested in, or even several PO(s) off of each quote, say for various quantities. This would then close the Request for quote to all vendors. If the quote was created off an estimate, the Update estimate button lets the user update the project estimates too.
Quote info tab
This allows the users to link in specifications from other projects. Multiple specifications can be attached to the PO to be sent to the vendors. These specifications will be printed on the top of the PO.
Linked specifications are defined under Menu > Admin > System setup > Define specification sheets. The fields can be created on this screen.
Line items tab
This tab is used to specify which vendors you would like to send the request for a quote to. You can specify a vendor & a specific contact at that vendor. If you select a person, you can email the request for quote directly to the person.
Once the send for quotes action is selected the Vendors tab is replaced with the Replies tab.
The user can either enter responses for each of these vendors by themselves from a printout sent via email or let the vendor respond if they have access to the system and are set up with a client/vendor login.
The vendor will be able to see the request for quote once they log in as follows:
The vendor can review the quote & download any attachments. If the quote has any specifications, the vendor can click on the specifications link and a popup will appear with the details. The vendor can respond to the quote by entering the required cost details, comments & clicking on Save. These changes entered by the vendor can be seen by the user from their end too. The quote does not get into a 'reply completed' status until the vendor clicks the Complete your quote command button.
The replies tab once a vendor has responded:
Clicking on the Pencil icon of a line on the Replies tab allows the user to edit the replies sent for the quote and these changes will be seen by the vendor too.
The email link will expire 1 day after the Due date on the RFQ. If the due date is left blank, then it will look at the Transaction preferences > Daily emails > Outgoing email link expiration (days), for the days to expire.