Purchase Order Quotations

Purchase order quotations are entered for item/vendor relationships. Most quotations are entered using the Quotation Maintenance conversation. However, in cases where a quotation is valid for more than one item/vendor relationship, the system allows you to enter the quotation data only once, for one relationship, and use the reference quotation fields on all the other item/vendor relationships to refer to this quotation data.

The Quotation Maintenance conversation is used to add, change, delete, and mass delete quotations. Reference Quotations are defined using the Item/Vendor Relationship conversation. Procedures for performing all of these functions are outlined below. For detailed validation information for the screens or reports mentioned below, see the appropriate screens or reports section of this manual.

Adding a Quotation

1. Choose the Quotation option. The Quotation Maintenance Function Select screen is displayed.

2. Fill in the part number and vendor number of the item/vendor relationship for which a quotation is being entered. Assign a quotation number and enter it on the screen. Choose option 1 - Add a Quotation. Press the Enter key. The Detail screen is displayed.

3. Fill in the Detail screen. Note the following fields:

· Quotation Type: Use this field to categorize the different quotations entered for one item/vendor relationship; all quotation types except "main" are user-defined on Reference File category 469. You may enter only one "main" quotation per relationship; this should be the one most likely to be used on purchase orders, since it will always appear first on inquiries and reports.

· Quotation Price Code: This field determines how pricing is done on the quotation.

- Enter 0 - Not Purchasable if the quotation is only for reference and cannot be used on a purchase order.

- Enter 1 - Standard Pricing if only one price is to be entered for the quotation (for example, the vendor does not offer any volume discounts for this item). Enter the quotation price in the Quotation Base Price field (the price for one quotation unit). No quantity breaks may be entered.

- Enter 2 - Quantity Break-Price if the vendor offers a lower price for volume purchases. Enter the base price (no discount) in the Quotation Base Price field. Enter the quantities at which price breaks are given in the Quantity Break fields, and the corresponding prices in the Price/Discount fields.

- Enter 3 - Quantity Break-Discount if the vendor offers percentage discounts for volume purchases. Enter the base price (no discount) in the Quotation Base Price field. Enter the quantities at which price breaks are given in the Quantity Break fields, and the corresponding percentages of base in the Price/Discount fields. For example, if a vendor will give you a 10% discount off the base price for orders over 1,000, you should enter 1000 in the Quantity Break field and 90 (meaning 90% of the base price) in the Price/Discount field.

· Comment: If you wish to enter comments for this quotation, type Y in the Comments field so the Comment screen will be displayed.

4. Press the Enter key.

· If Y was entered in the Comments field on the Detail screen, the Comment screen is displayed. Type in comments and the corresponding print codes. Press the Enter key.

The Function Select screen is redisplayed.

5. More quotations may be entered for the same item/vendor relationship by repeating steps 2-5; note, however, that only one quotation with a Quotation Type of "main" may be entered. To exit the Item/Vendor Relationship Maintenance conversation, press F3 - Exit.

Defining Reference Quotations

1. Enter a quotation for one item/vendor relationship as explained under Add a Quotation.

2. Enter a reference to this quotation on all other item/vendor relationships that will be using it:

a. Choose the Item/Vendor Relationship option. The Item/Vendor Relationship Maintenance Function Select screen is displayed.

b. Fill in the part number and vendor number of the relationship for which a reference is being entered. Choose option 2 - Change. Press the Enter key. The Detail screen is displayed.

c. Fill in the Vendor Reference Quotation and Item Reference Quotation fields as follows:

· If the quotation is for a different part from the same vendor, fill in only the Item Reference Quotation field with the part number of the quotation item/vendor relationship.

· If the quotation is for the same part from a different vendor, fill in only the Vendor Reference Quotation field with the vendor number of the quotation item/vendor relationship.

· If the quotation is for a different part from a different vendor, fill in both the Item and Vendor Reference Quotation fields.

d. Press the Enter key. The Function Select screen is redisplayed.

Reports and Online Inquiries

Several reports and inquiries are provided in the system to help you maintain quotations. These are summarized below:

Quotation Report

This report lists all quotations meeting your selection criteria. You select which item/vendor relationships to include on the report by filling in the part number and/or vendor number, or neither (to print all quotations). Additional selection criteria also may be entered. To request a report:

1. Choose the Quotation Report Request option. The Quotation Report Request screen is displayed.

2. Enter the appropriate selection criteria:

· Enter a part number only for all quotations from all vendors for a part.

· Enter a vendor number only for all quotations from one vendor for all parts.

· Enter both a part number and a vendor number for all quotations for that item/vendor relationship only.

· Leave both part and vendor blank for all quotations.

Enter other selection criteria as appropriate. Press the Enter key.

Quotation Inquiry

This inquiry allows you to view all quotations for a specific item/vendor relationship. Any quotation can then be displayed in detail. To perform the inquiry function:

1. Choose the Quotation Inquiry option. The Quotation Inquiry Function Select screen is displayed.

2. Enter the part number and vendor number of the item/vendor relationship. Enter the appropriate selection criteria. Press the Enter key. The Relationship List screen is displayed.