PO-E  Enter/Print RFQ's

Purpose of Program

Use this program to enter a request for quotation to send to a vendor or vendors.  Entering a quote request is identical to entering a purchase order except that prices are not entered.  An RFQ can be converted to a live purchase order via PO-G  Convert RFQ's.

You can also use an RFQ as a template purchase order of typical items you buy from a vendor.  When you want to purchase specific items, go into the RFQ, enter quantities on specific items, then you can convert just the items with quantities to a live purchase order through PO-G  Convert RFQ's.  This use of RFQ's can save the time in entering POs from scratch with each new purchase.

The RFQ copy function allows you to copy an RFQ to another vendor in the event that you are sending out multiple RFQ's.

General Program Operation

Quote requests are given a separate numbering sequence from purchase orders for tracking purposes.  If you leave the RFQ # (request for quote) field blank, the program will assign it the next available number when the screen is saved.

The rest of the fields are identical to the standard purchase order.  See PO-A  Enter Purchase Orders for detailed instructions on how to use the program.

Printing RFQ's

When you save an RFQ you are asked if you want to print the RFQ.  If you indicate yes, you are swapped to a print program where you can print the current RFQ or a range of RFQ's.

Just like purchase orders, RFQ's are marked as having been printed or not.  You can print any RFQ by pressing F3 (or clicking on the Print button) while the Enter RFQ's screen is blank.  You are then swapped to a print program where you can print all RFQ's that have not yet been printed, or you can specify a range of RFQ numbers to print.  You can also indicate whether linked documents are to be included.

Copy Function

You can create a copy of an RFQ to another vendor, allowing you to send out multiple RFQ's without having to enter each one from scratch.  The duplicate RFQ will be assigned a separate RFQ number.

To copy an RFQ, retrieve on the screen the RFQ from which you wish to copy. While on the header area of the screen, press the <Home> key (or click on the Copy RFQ button).  You will be prompted for a vendor code.  You can enter the vendor code or select one from a pop-up window by pressing the F2 key (or clicking on the Lookup button).

You can enter an RFQ number, or if you leave the RFQ No field blank, the next available RFQ number will be assigned to the new RFQ automatically.  The program will then create the new RFQ, which will be identical to the original RFQ except for the vendor fields.  The new RFQ is now displayed on the screen where it can be edited or saved as is.  From this RFQ you can make another copy, and from that one, another copy, etc.

If you click the Copy RFQ button on the opening list before selecting an RFQ to the editing screen, the RFQ will be copied in its entirety to the original vendor.