*
Concepts
*
Tasks
*
Settings

Creating a Catalog Prices RFQ

Catalog price RFQs are used to solicit prices for future purchases. This type of RFQ is not related to a specific purchase request. For example, an RFQ might be sent to obtain supplier prices for all electrical wires used for maintenance activities. The result of this type of RFQ is a collection of supplier-resource prices.
Catalog price RFQs are similar to “for demand” RFQs, with the following exceptions:
•
The RFQ resources are based on a group of resources whose existing supplier-resource prices are about to expire or for which no pricing information exists.
•
The buyer can select specific resources for inclusion on an RFQ.
•
Each resource quantity is an estimate of the usage over a period that is identified on the RFQ and is based on the past purchase history. The expected quantity is based on purchase receipts for the resource during the same amount of time as the effective period of the RFQ.
•
When the RFQ is awarded, the following updates can be made:
•
For the winning supplier, the supplier-resource pricing information is updated with the RFQ pricing information and it can become the preferred supplier for the resources when the prices become effective. If the purpose of the RFQ was to create a contract, a new contract is created.
•
For the rest of the bidders, supplier-resource pricing information can be updated based on the bids to be used as alternate suppliers of the resource.
This topic explains how to create a catalog prices RFQ. To create a “for demands” RFQ, see Creating “For Demand” Requests for Quotation.

To Create a Catalog Prices RFQ

1.
From the site’s Purchasing view, select the RFQs tab.
2.
Select the RFQs tab. The Open RFQs configuration, lists all of the open RFQs for the site.
3.
Click the New list and For Catalog Prices. The RFQ window appears.
4.
Complete the following items on the Properties view, General tab:
Setting Name
Description
RFQ number
The system automatically enters a number, which can be changed if necessary.
Title
The RFQ’s title.
Classification
Select the RFQ classification from the list. This will allow you to filter or sort lists of RFQs by classification. RFQ classifications are defined at the site level.
Effective date
Enter the starting date for the period during which you expect the pricing information to be in effect. This date must be on or after today’s date. The expiry date can be no earlier than the effective date.
Expiry date
Enter the ending date for the period during which you expect the pricing information to be in effect. This date must be in the future. The expiry date can be no earlier than the effective date.
Bid required by
Enter the date and time (in the future) after which supplier bids are not accepted for this RFQ.
Buyer
The buyer responsible for this RFQ document.
Site
Select the site for which the RFQ is collecting prices. In general, this is a site that can own supplier resources and is the site in the hierarchy for which the supplier resource pricing information is to be available for use. Supplier resource prices are also available for use by any child sites.
Bid instructions
You can enter up to 2000 characters of information, providing instructions to all suppliers for this RFQ. The system enters some default instructions, which you can edit if necessary.
The system adds the bid instructions to the RFQ document when you email, mail, or fax the RFQ to suppliers.
5.
Select the Resources tab. To add resources to the RFQ, click the New list and select Browse. The Browse Catalog dialog appears.
6.
Select the type of resource to show in the list: Trade, Material, Service, or Tool.
7.
To add a resource to the RFQ, click the check box beside it in the list.
Tip: You can filter the list of resources shown in the dialog using the Search bar. To see only items that begin with a letter or number use the buttons in the Starts with section. To see the whole list again, click the Clear button.
8.
When you have selected the resources, click OK. The selected resources are added to the RFQ.
9.
When you add a resource to an RFQ, the system calculates an expected quantity to be bid on for the period between the effective and expiry dates. You can change the quantity required for any resource. To do this, double-click the resource to open it. Change the entry in the Quantity required box, and then click OK.
Note: If any of the resources have a quantity of zero, you will not be able to send the RFQ to suppliers.
10.
To add suppliers to the RFQ, select the Suppliers tab and then click Browse. The Browse Suppliers dialog appears.
11.
You can filter the list of suppliers using the following options:
Setting Name
Description
Supply the resources on this RFQ
Select this option to have the system list only the suppliers identified as supplying the resource (that is, a supplier-resource exists) on the Browse dialog.
Supply resource in this category
You can filter the list of suppliers by resource category. Select a category from the list or click Browse to search for a category.
Tip: You can quickly filter the list to see only items that begin with any letter or number using the buttons in the Starts with section. To see the whole list again, click Clear.
12.
Select the check boxes beside each supplier that you want to add and then click OK. The suppliers are added to the list.
13.
When you are finished, save the RFQ.
14.
If you want, you can add notes to the RFQ. See Adding Notes to an RFQ.
15.
When the RFQ is complete, you can send it to each supplier. See Sending RFQs to Suppliers.