You can process every Request into a Request for Quotation (RFQ) and send to Suppliers to know the pricing and availability of goods/services before transforming into an Order.
Note: You will need permission to access this module.
The System Administrator can go to Request for Quotation> Set RFQ Required Limit ,
select the Activate RFQ Limit checkbox and enter the RFQ limit as shown in the screen below:
Screen
It would be mandatory for all requests to go through the RFQ process,
if the RFQ limit is exceeded before it is converted to a purchase order.
Requisitions under that value do not have to go through the RFQ process but you can still choose to initiate it.
Below are the statuses of Request For Quotation:
Dormant - When a new RFQ is created from a requesition, it shows the Dormant status.
Issued - An RFQ when issued to the supplier will show the Issued status.
Logged - When a supplier's response is entered into the system, you will see the Logged status.
Awarded - When the RFQ is awarded to the supplier, you will see the Awarded status.
You can create a request as is usually done. Once the request is approved, you will see the options as shown in Screen: I
You can proceed an RFQ by clicking Create RFQ as shown in Screen: I
Screen: I
At this stage, you have the option to add documents, terms & conditions and notes to the RFQ as shown in Screen: II, along with the option of creating an RFQ.
Screen: II
The files checked in Screen: III will be a part of the RFQ that goes to the Supplier.
Upon clicking Create RFQ, an RFQ number will be generated as shown in Screen: III.
Screen: III
This will take you to the RFQ (also can be found under the RFQ module) generated, as shown in Screen: IV. You can add more items at this stage as the status of the RFQ is still dormant.
Screen: IV
Once an RFQ is generated, you can add Suppliers by clicking the Supplier icon as shown in Screen: V.
You can only add Suppliers from the Supplier Database from the system to process the RFQ.
Screen: V
Once Suppliers are added, you can issue them the RFQ by clicking on the Issue icon as shown in Screen: VI.
Screen: VI
Screen: VII appears once the RFQ is issued. You can now exercise the option to select Suppliers from the dropdown as marked.
This will change the RFQ details to include the name, address etc. of the Supplier selected.
Screen: VII
At this stage you have two options:
Option: I - Issue RFQ
RFQ will be issued at this stage but saved as a PDF in the system to be sent later.
Option: II - Issue & Email RFQ
RFQ at this stage will be issued and sent to the Supplier in a PDF form.
The email would have all the fields pre-filled and will be sent to all the Suppliers.
The Suppliers will receive a generic email with details.
However, the RFQ pdf would be specific to each Supplier.
You have the option to attach documents to this email as shown in Screen: VIII.
Screen: VIII Note: You can re-issue an RFQ to in dividual Suppliers. Clicking on the Issue Icon after it’s issued will give you the option to re-issue.
Once the RFQ is issued, the Supplier status will change to ISSUED,
the RFQ status would change to ISSUED and the third icon – Response Icon will get activated as shown in Screen: IX.
Screen: IX
The Suppliers now have 4 ways to respond, as detailed:
a. The Supplier can call you and give the details telephonically. You can enter these details by clicking the Response Icon as shown in Screen: IX to see Screen: X Once details are entered, you can to click on the Update option.
At this stage you have the option of selecting Declined and No Reply if the Supplier hasn’t responded by the date specified in the Quote Required By option (header option).
Screen: X
b. The Supplier can take a printout of the pdf attached in the email as shown in Screen: XI, fill in the details and mail back a scanned copy of the same for your record. The pdf has the same details as the Response screen.
Screen: XI
c. The email will also has a “Click Here” option as shown in Screen: XII.
This will take the Supplier to a URL wherein details can be entered and updated in EBA.
The URL will has the same details as the Response screen
Screen: XII
The Vendor Portal User option needs to be checked for this URL to be received in the email. This needs to be checked on the Supplier screen as shown in Screen XIII.
Screen: XIII
Note: The Supplier needs to have the RFQ Price Update Module from Eyvo for this to be functional
d. The fourth option is that the Supplier can be someone who has the Supplier portal from Eyvo. The checkbox for Vendor Portal User will be checked on the Supplier screen.
The Supplier can log into the Supplier Portal and click Request for Quotation as shown in Screen: XIV
The pending RFQs for the Supplier will be listed. The Supplier will see the same Response screen to enter the details. This will automatically update the details in EBA.
Screen: XIV
Once details for all the Suppliers have been entered, the Award Icon will be available to you, as shown in Screen XV. The RFQ status would change to LOGGED.
Screen: XV
The prices from both the Suppliers will also show on the line items as Price S1, Price S2 as shown in Screen XV.
Note: You can see the prices quoted by the Suppliers as and when they are sent. The other option is that the prices will
only be visible after the tender end date. This is determined by the setting done by the System Administrator. To know more about this setting,
please click here.
You can now see all the details received by the Suppliers at a glance by clicking on Bid Analysis on the RFQ page as shown in Screen XV. You will next see Screen XVI:
Screen: XVI
Upon examining the bid analysis, you can award a particular Supplier by selecting them and clicking the Award Icon on the RFQ Screen to see Screen: XVII:
Screen: XVII
You can award one or more items to one Supplier and decide to award some items to another Supplier. Once the checkboxes for items are checked, you must click the Update tab.
Once items are awarded, you will see that the awarded Items become highlighted in a different colour as seen on Screen: XVIII:
Screen: XVIII
You can click on Create Order and proceed with the order as usually done. The RFQ status would now change to AWARDED.
