Topic overview

This article describes procedures for using the Purchasing RFQs application. The procedures contain instructional steps, e.g. for entering or processing a purchasing RFQ. Furthermore, this article will inform you about possible preconditions and effects.

The description of the Purchasing RFQs application can be found in the article Purchasing RFQs.

The actions for processing purchasing RFQs are described in the article Purchasing RFQs: Actions.

Standard actions

The standard actions [New], [Duplicate header], [Refresh], [Validate], [Save], and [Delete], as well as the interaction between the line item table and the line item editor, are described in the article Procedures: Voucher applications.

[Change pseudo item description(s)…] action

With the [Change pseudo item descriptions…] action in the standard toolbar and the [Change pseudo item description…] action in the line item editor, you can store different descriptions for pseudo items added as line items.

For more information, see the article Actions: Change pseudo item description(s).

Changing the general status

For the descriptions of the actions [Release], [Release line items], [Block], [Block line items], and [Complete line items] under the [Actions] button in the standard toolbar, see the article Actions: Release, block, and complete voucher/line items.

The same article also describes the [Release] and [Block] actions under the [Actions] button in the toolbar of the line item editor.

[Output RFQs…] action

In the Purchasing RFQs application, you can output a purchasing RFQ voucher using the [Output RFQs…] action.

Instructions

1. Open the Purchasing RFQs application
2. Open the purchasing RFQ for which you want to output the voucher document
3. Select the [Output RFQs…] action under the [Actions] button in the standard toolbar

• A dialog window will open

4. Under the Parameters tab, choose which type of voucher date is to be used and, if necessary, enter the specified date
5. If required, enter the partner identifications of one or more RFQ recipients. If you leave the RFQ recipient field empty, the RFQ will be issued for all the stored RFQ recipients.
6. Change the background settings and output settings, if required
7. Press one of the buttons for the output:

• [Output]
• [Display]

Depending on the selected output button, the system generates the purchasing RFQ voucher documents immediately or with a delay for each relevant RFQ recipient. The voucher documents are output on the determined or specified output media and in the format defined by the stored or selected voucher document templates.

[Find and add line items…] action (line item table)

In various voucher applications, e.g. those concerning purchasing RFQs, supplier quotations, purchase or sales orders, distribution orders, etc., you can use the [Find and add line items…] action to search for suitable line items from other vouchers and add them to the target voucher. The source voucher in which the line item is searched for can have the same or different voucher type as the target voucher.

In contrast to the [Duplicate] function in the line item editor, only selected data such as the line item identification and quantity are copied from the source voucher line item when it is copied.

For more information, see the article Action: Find and add line items.

[Find and add item…] action (line item table)

With the [Find and add item…] action in the toolbar of the line item table, you can add new items to the purchasing RFQ by searching for purchasing items, supplier items or, if applicable, item characteristics.

For more information, see the article Action: Find and add item.

[Find and add variant item for reference item] action (line item table)

Using the action [Find and add variant item for reference item] in the toolbar of the line item table opens a dialog box in which you can search for variant items for a reference item and enter a total quantity for each of the desired variant items. You can then select the [Accept all selected] button to automatically create and save the new basic line items in the voucher’s line item table, unless there are some messages preventing you from saving the changes. If such messages occur, you need to transfer the line items using the line item editor.

For more details, see the article Action: Find and add variant item to reference item.

[Alternative variant…] action (line item editor)

You can use the [Alternative variant…] action under the [Actions] button in the toolbar of the line item editor to select a variant item for a reference item opened in the editor. If a variant item is already opened, you can select an alternative variant item.

For more details, see the article Action: Select variant item for reference item.

[Update accounting data] action (line item editor)

Preconditions

• The current user is assigned as an employee within their company
• The voucher is editable
• The line item is not marked for deletion

Instructions

1. Open the Purchasing RFQs application
2. Open the appropriate purchasing RFQ or create a new one
3. Open an existing line item for editing in the line item editor or enter a new line item
4. Select the [Update accounting data] action under the [Actions] button in the toolbar of the line item editor.

• The values for the Cost center and Cost unit fields will be determined from the master data and inserted into the respective fields.