Quick Start – Vendor Quoting (RFQs)

How To: Vendor Quoting (RFQs)

This lesson describes the process and the features of the vendor quoting module, also known as RFQ's

Create RFQ - Direct

There are 2 ways to create a RFQ in AvSight. The first way, is to create a RFQ directly from the RFQ tab at the top of the screen. SImply click the down arrow on the RFQs tab, and select "New RFQ"

Create RFQ - List

To do this, click the RFQs tab at the top (not the arrow). Depending on your setup, this will often open a list view of the most recently viewed RFQ's, or another list view.

From this list view, click the "New" button at the top of the screen.

Create RFQ Header

Regardless of how you create a new RFQ, the first screen that is opened is the RFQ header. There are 3 required fields:

  1. Vendor - This is the vendor you are sending the RFQ to. As you start to type the name of the vendor, a drop down list is shown based on the text you are entering.
  2. Contact - This is the contact you are sending the RFQ to. This list is filtered by the vendor you selected in the first field.
  3. Ship To Location - This is the location you would expect the vendor to send the quoted lines to. This list is populated by the "Company Locations" described in the administration lesson.

Other fields include:

  • Urgency
  • Reference # - This is a field that you may use to enter any text as a reference. It could be a customer PO, etc.
  • Shipping Terms - This is a free form text field.
  • Ship Via - This is a list populated by the "Ship Via" in the administration area
  • Internal Comments - These comments will not print on the RFQ document
  • External Comments - These comments will print on the RFQ document
  • Company - This is the company that this document will be associate with. By default, AvSight uses the company listed on the users Employee record
  • Owner - This is the owner of this document. By default this is the current user.
  • Assigned To - By default this field is the same as the Owner, but it can be changed it you are assigning this RFQ to a different user.

When finished, click "Save"

Create Line(s)

Once the header of the RFQ document is created, you are taken to the Lines tab. In this tab, you can add, edit, or delete any number of lines.

To create a new line, click "New" in the upper right, highlighted by the box above.

There are a couple of required fields, and a number of optional fields.
1) Part Number - This is the part number you are looking for a quote on. This part number must be found in your companies part master. As you start typing the part number, a list of matching parts is shown.
2) Condition Code - This is a lookup of condition codes set by your company's administrator in the administration section.
3) Quantity Requested - This is the quantity you are requesting from the vendor

Once the quote is returned from the vendor, you may fill in the information in the "Quoted Details" section of the RFQ. These fields include:
4) Part Number Quoted - This is defaulted to the original part number, but can be changed if the vendor quoted an alternate
5) Quantity Quoted - The number of parts quoted by the vendor
6) Unit Price - This is the price per Unit of measure for each part.

Other fields include:
Internal Comments
External Comments
Delivery (in days)
Validity period - Amount of time the RFQ is valid from the Vendor

Once you have entered the information about the line, click Save

Generate RFQ

Once the RFQ has been created, you can send it directly from the same screen. To do so, click "Generate RFQ" from the top of the RFQ screen.

Many of the fields are defaulted from the selections in the RFQ screen including Vendor and Contact.

Each ot the fields can be changed or edited depending on your needs.

Convert to PO

If you are ready to convert this Vendor quote into a Purchase Order, AvSight can copy over any selected information so you don't need to retype the details.

To convert a RFQ to a PO, click the "Convert to PO" button at the top of the RFQ screen.

Select the lines you would like to transfer to the Purchase Order and click "Convert". After you convert the lines, you will be taken directly to the newly created Purchase Order.