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

Subtask	Definition
Default Line Quantity Breakpoints	Click this link to open the Default Line Quantity Breakpoints subtask and set up breakpoint quantities for the associated RFQ.

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.

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.

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.

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.

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.

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.

Subtasks

Subtask	Definition
Header Standard Text	Click this link to open the Header Standard Text subtask and enter default information that is associated with an RFQ.
Header Documents	Click this link to open the RFQ Header Documents subtask and assign documents to an RFQ at header level.
Vendor/Item Information	Click this link to open the Vendor/Item Info subtask and view information about the vendor on an RFQ line.
Line Quantity Breakpoints	Click this link to open the Line Quantity Breakpoints subtask and set up quantity breakpoints for an RFQ line.
Line Standard Text	Click this link to open the Line Standard Text subtask and assign established test codes to an RFQ line.
Line Documents	Click this link to open the Line Documents subtask and assign documents to the RFQ at line level.

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