Product RFQ Workflow

Product RFQ Workflow


RFQs on Simplified Products


Overview


The Customer or Salesperson adds items to the cart via the ‘simple quote’ menu.


Simple quote allows the user to specify up to 4 quantities.


If item is standard and can be priced, it is added to the cart and price is shown.


If item cannot be priced or is non-standard (e.g. available options in the simplified quote page don’t include a required extra), then the customer or salesperson specifies the extras and click on ‘Add RFQ to Cart’. All the available information and image is copied to the RFQ.


The cart can contain a mix of priced items and RFQs.


The user has the option of checking out the priced items and accepting the RFQ separately or holding the cart and being notified once all RFQs on the quote have been converted to priced items.


Estimator (bid coordinator) assigns RFQ to themselves, then converts it into either a simple quote item or a custom quote item in the cart and proceeds to source and price the item according to its requirements. All the available information and images / files are copied from the RFQ to the custom quote.


Once all items in the cart are priced, the estimator (bid coordinator) emails the quote to the customer.



Setup


Product Categories of type ‘Category’ or ‘Filters’ have a new field added to the definition called RFQ Template.

This drop-down selector allows you to select the most relevant RFQ template to apply to this category. 



The default setting is ‘Hide’ which does not show the RFQ workflow to the user for that product category.


When an RFQ template is selected, a new customisable message ‘Can’t find what you’re looking for’ appears below the Simplified products’ filters on products selected from that category.


Templates applied at a ‘parent’ level, propagate down to the child product categories by default. If necessary, this can be turned off on a product by product basis by setting ‘Inherit’ to ‘No’ on the child categories…






Which enables the RFQ Template selector for that particular child product category.



Workflow


When quoting a product with an RFQ template attached, a new prompt is shown while selecting options in the filters…








Select all the options that satisfy the requirements of the product being quoted and click on the ‘ Can’t find what you’re looking for ?’ prompt, which changes to a text box, to add further details.


As soon as text is entered into this text box the Get Price button changes to ‘Request a quote’











When submitted, the Request for Quote screen appears with the RFQ Template selected in the Category definition above pre-selected.


Details from the quote filters as well as the entered requirements are brought through to the RFQ as notes…


The user then fills out the template fields below, copying details as required from the notes above…






















Upload any related files (multiple files can be selected at once and uploaded together)

Files upload automatically after being selected…


























When the RFQ is submitted, it is given a reference number and added to the shopping cart of the users’ current quote. A message is presented to the user regarding the RFQ…




The user can also version the RFQ product…

Versioning the RFQ makes a copy of the original, enabling customers to vary the requirements slightly with minimal input, saving it once all changes have been made…


After versioning the RFQ, it too is added to the cart…








Printing the RFQ Details…






















RFQ’s on a quote can be removed from the Quote canvas by clicking the ‘Not required’ ‘X’ to the right of the RFQ entry…




















T his both removes the RFQ from the quote and changes the status of the RFQ to Not  required.

The Quotes Board list will still include the removed RFQ in the count of RFQs on the quote…






The customer user only sees the count, and not the individual entries.

Staff users can click on this icon and will see the 6 RFQ’s as selectable links in a pop out from the hover…



Clicking on an entry will open it allowing the user to set the status back to Quote Requested, which automatically adds it back onto the original quote.



This functionality is available to Customer users by going to their Requests for Quotes list screen, finding and opening the RFQ, updating the status to Quote Requested and saving it.

Processing the RFQ


Requests for Quotes can be accessed from the Order Details (with a status of either Quote Requested or In Progress)

All RFQs can be accessed from the Quotes board irrespective of the RFQ status.

They can also be accessed from the RFQ Quotes (Quotes ==> Request for Quotes) and the RFQ Board (Admin ==> Request for Quotes)


On opening and reviewing the requirements on the RFQ, click ‘Create product from RFQ button…




Which presents the option of creating the product from a Simplified Product (where perhaps the Customer had not selected the product best suited to their requirements) …


















And selecting a product from the Simplified Catalogue.

A Summary of the RFQ is presented at the top of the screen to assist in product creation…

Or create the product by selecting a Custom Quote Template…

















The selected template opens again with the summary of requirements from the RFQ…






After selecting stocks, processes, sizes, finishing operations etc, and calculating a price, the RFQ References are brought through…





Once the product is complete, proceed back to the checkout screen.

The RFQ in the cart has now changed to the product created.

The RFQ itself has been updated to Complete.

They are still accessible to internal users from the blue icon in the Quotes list screen.


If an RFQ with a status of Quote Complete is reset to either Quote Requested or In Progress and saved, the RFQ is added back onto the cart on its original quote with its original RFQ Reference number.

Any products that were already created from this RFQ on the same quote are not affected.



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