Topic overview

This article describes the procedures for using the Supplier quotations application. The procedures contain instructional steps, such as how to enter or process a supplier quotation. You will also be informed about possible preconditions and effects.

The description of the Supplier quotations application can be found in the Supplier quotations article.

The actions for processing a supplier quotation are described in the article Supplier quotations: Actions.

Standard actions

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

[Generate from RFQ…] action

If you have a purchasing RFQ and would like to enter a supplier quotation in the system, you can use the [Generate from RFQ…] action. This saves you from having to enter data in the quotation.

Preconditions

• Supplier quotation type
• Existing, released purchasing RFQ

Instructions

1. Open the Supplier quotations application.

2. In a multi-site system, select the desired organization for which the supplier quotation is to be generated in the title bar of the application (if required).

3. Enter the identification of a supplier quotation type in the first Number field.

4. Click the [Generate from RFQ…] action in the standard toolbar under the [New] button.

• A dialog window will open. You can find further information on the dialog window in the chapter Generate quotation from RFQ dialog window.

5. In the dialog window, enter the RFQ recipient and the type and number of the desired RFQ on the basis of which the supplier quotation is to be generated. Enter a validity period for the quotation to be generated. If you do not want to accept all RFQ line items or want to change them, activate the Accept line items using editor function.

6. Press the [OK] button.

• The system will generate the new supplier quotation based on the RFQ identification entered for the RFQ recipient. The RFQ recipient will be the supplier of the quotation. Much of the data from the RFQ and the desired line items will be transferred to the quotation. Missing data will be taken from the supplier quotation type, the supplier or item master data. The organization selected in the title bar will adopted as the purchasing organization.
• If you have not activated the Accept line items using editor function and no errors occur, the supplier quotation will be saved automatically.

7. Change and add to the default values as required.

8. Change or add to the quotation line items in the line item editor as required. For example, enter or change the prices.

9. Click the [Save] button in the standard toolbar.

• Voucher chain relationships between the purchasing RFQ and the supplier quotation will be created.
• The quotation status of the transferred RFQ line items and the RFQ header will be updated.
• The voucher will be saved.

Generate quotation from RFQ dialog window

Before the action is executed, a dialog window opens in which you can define a validity period for the supplier quotation to be generated, for example.

Window details:

• RFQ recipient – enter the recipient of the RFQ for which the supplier quotation is to be generated. The RFQ recipient becomes the supplier of the quotation.
• RFQ – in this field, enter the purchasing RFQ from which a supplier quotation is to be generated. The purchasing RFQ is uniquely identified by the purchasing RFQ type in the first input field and by the purchasing RFQ number in the second input field.
• Validity period – in these fields, you define the validity period of the quotation. In the first field you enter the date from which the quotation is valid. The system proposes the current date. In the second field, you enter the commitment period, i.e. the time until which the quotation is to be valid. These specifications are transferred to the basis of the quotation to be generated.
• Accept line items using editor (parameter) – if you activate this function, each line item of the source voucher is transferred one by one to the line item editor as a new line item of the voucher to be generated and can be edited there. If the function is deactivated, a line item is only transferred to the line item editor if an error occurs. If the function is deactivated, the line items are automatically transferred to the line item table and saved if no error occurs.

Connecting a supplier quotation with a purchasing RFQ

A connection between a purchasing RFQ and a supplier quotation is required in order to compare the supplier quotations with each other. This is because only quotation line items that are connected with the purchasing RFQ via a voucher reference are displayed in the comparison of supplier quotations. This voucher reference is an entry in the supplier quotation that refers to the purchasing RFQ. The voucher reference must be available at the level of the header as well as at the level of the individual line items.

If you have generated the supplier quotation using the [Generate from RFQ] action, the system automatically connects each individual quotation line item with the corresponding RFQ line item.

Preconditions

• The supplier quotation has no line items.
• The purchasing RFQ and the RFQ line item to be connected are marked with the status Released.

Instructions

1. Open the Supplier quotations application.

2. Open the supplier quotation that you want to connect with a purchasing RFQ.

3. Enter the purchasing RFQ type and number of the purchasing RFQ under the Purchasing organization tab in the RFQ field.

4. Click the [Save] button in the standard toolbar.

• A reference will be created between the quotation header and the RFQ header.
• The voucher will be saved.

5. Enter the individual quotation line items with the voucher reference to the purchasing RFQ line item by entering the RFQ line item number in the RFQ line item field.

6. Transfer the quotation line item to the line item table.

7. Click the [Save] button in the standard toolbar.

• A reference will be created between the quotation line item and the RFQ line item.
• The voucher will be saved.

Rescheduling dates

The description of the [Reschedule delivery date…] and [Move preferred date…] actions can be found in the article Actions: Reschedule reminder date, shipping date, delivery date, preferred date.

[Change delivery partner data…] action

You can use the [Change delivery partner data…] action under the [Actions] button in the standard toolbar to change the data (name, address, contact person) of a delivery partner for several line items at the same time.

Further information can be found in the article Actions: Change delivery recipient data/delivery partner data.

[Change delivery data…] action

You can use the [Change delivery data…] action to change the delivery terms, the shipping terms and the carrier in the line items and in the header of an already saved voucher. If necessary, the freight costs are also updated.

Further information can be found in the article Action: Change delivery conditions.

[Change invoicing terms…] action

You can use the [Change invoicing terms…] action under the [Actions] button in the standard toolbar to display the binding invoicing terms at a glance in a dialog window. If necessary, you can edit the displayed invoicing terms manually, even if line items have already been added. Such a modification is independent of the status of the voucher and the voucher line items. The invoicing terms for blocked vouchers can also be edited.

Once the action has been confirmed, the prices and amounts are recalculated using the changed invoicing terms.

Further information can be found in the article Action: Change invoicing terms.

[Change pseudo item descriptions…] 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.

Further information can be found in the article Actions: Change pseudo item description(s).

[Replace pseudo items…] action

In the voucher applications Supplier quotations and Sales quotations, you can replace a pseudo item entered for a line item. This is always necessary if an order is to be created from the quotation and the Use in orders function is not activated in the master data of the pseudo item.

This action is available both in the toolbar of the line item editor under the [Actions] button for a line item opened in the editor and in the standard toolbar under the [Actions] button, where it can be used with reference to multiple line items at the same time.

Further information can be found in the article Actions: Replace pseudo items.

Changing the general status

The description of the actions [Release], [Release line items], [Block], [Block line items] and [Complete line items] under the [Actions] button in the standard toolbar can be found in the article Actions: Release, block, and complete voucher or line items.

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

[Recalculate] action

You can use the [Recalculate] action under the [Actions] button in the standard toolbar to recalculate the amounts of a voucher if required. The recalculation normally takes place automatically when saving, provided that order value discounts or cross-item discounts are activated.

If you would like to recalculate all supplier quotations, purchase orders, sales quotations, sales orders, and distribution orders, you can also use the Recalculate quotations and orders batch application for that purpose.

Instructions

1. Open the Supplier quotations application.

2. Open a supplier quotation for which you want to recalculate the prices and amounts.

3. Click the [Recalculate] action in the standard toolbar under the [Actions] button.

• The prices and amounts of the quotation will be recalculated. The changes will be saved immediately.

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

In various voucher applications, such as Purchasing RFQs, Supplier quotations, Purchase orders, 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 may or may not have the same voucher type as the target voucher.

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

Further information can be found in 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 supplier quotation by searching for purchasing items, supplier items or, if applicable, item characteristics.

Further information can be found in 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 line item table toolbar opens a dialog window in which you can search for variant items for a reference item and enter a total quantity for each of the desired variant items. If you then select the [Accept all selected] action, new basic line items are automatically created and saved for the line item table of the voucher if no errors prevent saving. If errors occur, the transfer is carried out using the line item editor.

Further information can be found in the article Action: Find and add variant item for reference item.

[Alternative variant…] action (line item editor)

Use the [Alternative variant…] action under the [Actions] button in the line item editor toolbar to select a variant item for a reference item that is open in the line item editor. If a variant item is already open, select an alternative variant item.

Further information can be found in the article Action: Select variant item for reference item.

[Price origin…] action (line item editor)

The [Price origin…] action in the line item editor toolbar under the [Actions] button displays the origin or formation of the found and automatically determined prices along with some related values.

Further information can be found in the article Action: Price origin.

[Update accounting data] action (line item editor)

Preconditions

• The current user is the employee of the active company
• The voucher can be edited
• No deletion marker is set for the line item

Instructions

1. Open the Supplier quotations application.

2. Open the corresponding supplier quotation or enter a new supplier quotation.

3. Open an existing line item for editing in the editor or enter a new line item.

4. Select the [Update accounting data] action under the [Actions] button in the line item editor toolbar.

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