RFQs and Bids - ACTIONS



e-SPS allows the users to publish Requests For Quotes (RFQs) and to view, manage and bid on the RFQs on-line through the Costing module.

Click the Tab or Sub-Tab where the Costing module was included, remembering that the name of the Tabs are defined by the user. The operator will be taken to the Costing main screen.

The Columns and Actions could be different when you click on a view or when you use the Default View (Find). Remember that these are configurable by the user. Here some of the possible Actions are displayed:

If there are multiple pages, the system would display the current page number in red. In the example shown, there are a total of two (2) pages available and the operator is on page one (1) of two. The system is capable of displaying ten (10) pages at a time. If there were more than ten (10) pages; the operator would click Next >> to proceed to the next set of pages. The system would then display the next ten (10) pages for the operator to choose from. The total number of pages is also displayed for operator reference.

To return to Previous pages, click = greater than or equal to

< = less than or equal to

< > less than or greater than; not equal to

Like set up like wildcards * *

In to do multiple selections

Between to define a range (3)

NOTE: Wildcards can help in creating filters when valid values have ‘smart codes’. For example: If you have records J1, J2 and J3; K1, K2 and K3, the selection could be entered with the valid value J*, K* as a wildcard which means any record beginning

with the letters “J” or “K” is valid for the criteria filter.

Apply – If the operator enters information and clicks “Apply” the system will perform the requested search using the defined criteria.

When results are shown, the system will also display for the operator that a filter is active by the words Filter [ Clear ] in the gray bar at the top of the screen.

Clear Filter – Click to clear any previously entered criteria and redefine new filter criteria.

Save and Apply – Use Save and Apply to create a filter that would be used frequently. The system verifies the creation displaying the filters name:

Advanced – Click Advanced which will display the Active Filter; the Current Filter (which in the example shown happen to be the same filter); an option to Select From Predefined Filters; and the ability to Define New Advanced Filter.

The operator can:

❖ Click [ Clear ] to clear the active filter;

❖ Click Clear Filter to clear the current defined search criteria;

❖ Choose to use one of the predefined filters by clicking on the underlined name, for example RFQ EXPIRATION DATE BEFORE JUNE, 1ST;

❖ Click the Red “X” icon to delete the filter OR click on the pencil icon to edit the filter;

IF the operator clicks on the Red “X”, the system displays the following message for the confirmation of the requested deletion:

Click OK to delete the filter or click Cancel to return to the system without deleting the filter.

IF the operator clicks on the pencil icon, they are returned to the Set Filter / Advanced screen to redefine filter criteria:

OR the operator can click on Define New Advanced Filter to create a new filter:

Name – The system inserts the date and time stamp as the name. The operator can strike over this name and name it anything they wish.

Click on the Search Glass at the right of the first field under Define Condition and the system will display the left:

Select from the displayed list in the gray box at the left of the screen.

An example of how to use this could be to define as your first condition Factory; second condition or expression =; User Value: ‘GMTCOM’.

By selecting ‘AND’ or ‘OR’ in the last field, the operator brings up another condition field for entry. This powerful feature can narrow search criteria to the minutest detail.

Save – Click Save to save the created filter.

Save and Use – Click Save and Use to save the created filter and use it now as search criteria or as a view.

Cancel – Click Cancel to abort the creation of the filter.

If the Default View that the System Manager has defined does not fit the operator needs, he can create his own Default View by configuring the Columns and Actions. The Default View refers to the Columns and Actions that will be displayed by default for all the views if they do not have their own Columns and Actions defined.

NOTE: If a new configuration is defined for the Default View, the new Columns and Actions, will be used with all the views that have not been opened and with the new ones. Remember the configuration for each individual View can be modified as needed.

When viewing the RFQs grid if it seems as if data is missing, please review the current filter settings as some values may have been defined (during the same session). Clear the filter values as appropriate and go back to the main grid. The Filter values reset to no restrictions when logging off the web system.

The displayed information for the operators about a same selected RFQ could be different from one operator to another this is because: 1. Visibility of this information is controlled through the Functional Roles defined in the SmartClient system and 2. Every operator has the option of configuring his own columns and actions.

In the example below the RFQ Code, Style, Factory, Status, Quantity, Price, Delivery Date, Date Completed and Date Awarded columns are displayed. All the available actions in the system and for the operator (in this case) are: View Specs, Additional Quote Information, Additional RFQ Information, Negotiation, Quote, Quote Attachments, Quote Comparison, RFQ Attachments and Create Cost Sheet.

Remember also that the information displayed on the grid can be sorted in order by any of the column headings that are underlined. Click on an underlined column to sort it by that column; and remember that visibility of all information can be tailored by the individual operator within the parameters of their Roles.

To view the Style Specifications, click the View Style icon. If style information is published, the system will then display the specifications:

A Style has several Tabs, each of which has different and important information. The Tabs are: General, Images, Documents, BOM, Cost Sheet, Measurements, Samples, Approvals, Label/Pack, Construction, Colorways and Assign Factory.

To return to the Costing screen, click the Go Back icon at the upper left corner of the page.

To enter Additional Information for either Quote or RFQ, click their corresponding Additional Information (letter i) icons.

A similar screen to the one shown below will appear so the operator can enter the additional information.

Key the information as required by the field OR use the drop-down arrows to display valid choices.

Submit – Click Submit to save the information.

The operator has to define the fields for the Additional Information requested on Maintenance - Table Setup - Additional Quote/RFQ Fields. If the operator does not define the fields, at the moment of clicking the icon for the 2 Additional Information icons, no information will be displayed.

The images shown above are the result of the information defined in the screens shown below:

To initiate a Bid-related collaboration issue, click the Negotiation icon and edit the Collaboration form accordingly. If any collaboration already goes on for this RFQ record, the icon will be updated with number next to it which is shown at right.

If the RFQ does not have any issues the system will display a similar screen to the one below to enter a collaboration issue:

Problem Code – Click at the drop-down arrow to select the Problem Code for the issue.

Click Submit.

RFQ / Style / Season / Factory – Select a RFQ / Style / Season / Factory combination by clicking the Search Glass or leave the default combination.

Click Submit to create the collaboration for the RFQ. Place a checkmark on the Create Multiple Issue check box if you need to create multiple issues.

If the RFQ has an issue defined, then a similar screen with the Issue Detail will appear:

Only fields available for edition will be activated by the system, key information as required and

click Submit Issue.

If user opens an existed issue, Create a new issue will be available at the bottom of issue page. Click Create a new issue to define a new collaboration.

If the RFQ has more than one issue, then a similar screen with a list of the collaborations defined will appear:

The system will display any existing issues already existing about the RFQ. Click the reference number to view any of the issues OR click Create a new issue to define a new collaboration.

NOTE: If the RFQ has at least one issue created a little number next to the icon will appear letting you know how many issues the RFQ has. For example, if the RFQ has three issues, the number 3 will appear next to the icon. However, if the RFQ has more than five issues, a plus sign with the number 5 will appear: +5.

To Bid on the RFQ, click the Quote (notebook with star sign) icon to display information about the RFQ.

This screen is divided in three (3) parts. In the first part; the information of the RFQ is displayed (1). In the middle of the screen, there is a bar, where the operator can click to show CDF’s (2) or to hide them. The Bid Details (3) are in the last part.

NOTE: Each of the above fields EXCEPT Finalize Quote check box is required fields.

❖ Cost Per Unit – Click the Cost Elements icon to enter the values of the cost elements which sum will give the result of the cost per unit.

Once the Costs Elements are displayed, key the values and click Close. The following message will pop up after clicking Close.

Click OK to return to the Quote page. Click Cancel to stay on Cost Elements page.

After closing the Costs Elements windows, the Cost Per Unit will appear in the field.

❖ Quote Version – Define the version to distinguish from other quotation.

❖ Units to Produce – Key the number of units to produce.

❖ Delivery Date – Key the delivery date. This is the date you expect to deliver the finished goods. This field supports the Date Selection features. Remember the date format in e-SPS is six digits – MM/DD/YY.

❖ Units per Carton – Key the units per carton.

❖ Effective Until – Key the date until which the price being quoted is effective. This field supports the Date Selection features. Remember the date format in e-SPS is six digits – MM/DD/YY.

❖ Carton Length – Key the carton length.

❖ Port of Export – Key the port of export. This field is supported by the Search Glass features.

❖ Carton Width – Key the carton width.

❖ Terms – Accept the default OR click the drop-down arrow for additional choices. Quote Terms are defined in Maintenance – Table Setup – Add/Edit Quote Terms.

❖ Carton Height – Key the carton height.

❖ Authorizing Manager – Key the name of the person authorizing the quote.

❖ Finalize Quote – Click to place a checkmark in the check box only if you have finished the quote. Once finalized, it cannot be changed in any way. While on this screen there are several options for the operator to manage the quote:

❖ Notes – Key unlimited, free-form notes about your quote.

New Quote – Select a different Quote Terms code and click New Quote to make a new quote with a different Quote Terms. The system will refresh and the new quote can be edited as necessary.

Save – When all information is correct and complete, click Save. Remember that unless the Finalize Quote check box has been checked, this quote will be available for editing later.

NOTE: A new field at the Cost Sheet header level will be created that will allow the user to see the number of the quotation that originated the Cost Sheet; and the field on the web will be displayed as a hyperlink so that users can gain access to the quote that originated the displayed Cost Sheet. The notes added by the Vendor on the quotation details plus the comments entered on the FOB cost elements will be combined and added as notes on the Cost Sheet Notes. The country of origin on the quote (calculated via the port of export) will be added to the Cost Sheet header in a new field that will be added to the cost sheet header, also.

Reset – Click to restore the Quote to its “original” values (the last time it was saved).

Copy from Quote – Click to display a listing of all the Quotes defined in the system; select a quote to make a copy from and then make any necessary changes.

NOTE: Notice that the Quote icon on the grid will change according to the last type of transaction activity performed in the quoting process.

New Make Awarded Finalized Edit

Quote Quote Quote

To add or see any Quote or RFQ related attachment documents, click the Attachments (clip on paper) icon.

Click the icon to view the documents attached to the Quote/RFQ. IF there are no documents attached, the system will display the No Files Found message:

Add Documents – Click to add documents. The screen to attach files will appear.

File 1 through 5 – Click the browse button at the end of the field(s) to search your system for files to attach. Pay attention to the notice that the upload will be determined by YOUR internet connection speed and the size (and number) of file(s) you are trying to attach, screen shown will appear:

Click Cancel to return to the previous screen.

Select the file to attach and click Open to add the file.

Repeat the same process to add up to five documents. When all files have been selected, click Upload Files.

Once the files have been attached or if there were attachments to the Quote/RFQ, the system displays them as follows. To view the individual attachment(s), click on the underlined document name.

To view a Quote Comparison, click the Printer icon.

All the quotes related to the RFQ will be displayed showing each quote as a column. If a RFQ to make style 2048G received 15 responses then the screen will display a grid where there are 16 columns the first column represents the cost element and columns 2 to 16 will correspond to quote 1, quote 2, etc. The name on the column will display the Quote Factory, the Terms and the Description.

The rows will represent the cost elements, both for the FOB and the ancillary costs. See image below. The image shows only 2 quotes in order to make the image simple, but if there were 15 quotes, then a scroll bar will be displayed at the button. The grid will be used for display purposes only and no updates can be made from here that affect the quotes or the RFQ.

Print Report – Click to send the information into a standard e-SPS report. The report would look something like below:

Print Excel – Click to send the information on the screen to an excel spreadsheet.

To return to the Costing screen, click the Go Back icon at the upper left corner of the page.

Click the Create Cost Sheet icon to take the information from the quote and create a style Cost Sheet. When clicking on this icon, the system will create the Cost Sheet depending on the values defined on the Maintenance – Table Setup – Quote Settings.

System will ask user if he/she would like to make this costsheet as default. Click OK to make the costsheet as default one. If you click Cancel, the system will not make this cost-sheet as default.

Enter Cost Sheet Name, and click OK to save the name

The message will pop up after Cost Sheet is created. Click OK to acknowledge the message.

This module has five general Actions and four Maintenance options (Maintenance options will be explained in a different document):

Assign Calendar – Click the Assign Calendar action to assign a Costing Calendar (or edit one already assigned). The system will display the following screen:

Factory – Key the Factory. This field supports the Search Glass features and is a required field.

Calendar Template – Key the template. This field supports the Search Glass features and is a required field.

Calendar Tag – Key the calendar tag, if it is needed.

Expected Start/Finish Date – Key a Start/Finish date. This field supports the Date Selection features.

Released – Accept the checked default to release this assigned calendar immediately. Click to remove the checkmark from the check box IF you wish to place this calendar on hold.

Default Calendar – Click to place a checkmark and make this the default calendar.

Completed Flag – When this assigned calendar is completed, this checkbox would be updated automatically.

Company-Defined Fields – CDFs will automatically be filled in as soon as you select the Factory.

When all information has been keyed and is correct, click Save to save the keyed information. Click Undo to cancel the keyed information.

If the operator tries to assign the calendar without keying the required field, in this case Factory and Calendar Template, the system will display message below:

Click OK to acknowledge the message and enter the required fields.

ADDITIONAL CONTROL BUTTONS: Across the top of the screen are additional control buttons that are available to the operator after saving:

Search Glass – Click the Search Glass to display a listing of all the records defined.

The operator could key the Factory in the Search field and click Enter. The system would narrow choices based upon the character or characters keyed.

Click Recent to display a list of the 20 recent Calendars used by the operator.

Click at the Calendar to select it or close the window to cancel the search.

Edit – Click on the Search Glass to display a listing of Calendars previously assigned, after selecting click Edit and the system will display the information for operator edition.

Delete – Click to delete an existing Calendar. The system will confirm the requested deletion with the following message:

Accept the OK default to delete the record. Click Cancel to return to the menu without deleting the record.

Documents – Click to attach documents (Word documents, Excel spreadsheets, etc.) to the calendar as additional information for operators’ reference.

The system will open a new window to allow the operator attach documents from their system. IF there are no attachments, the system will display the following message:

To attach documents, click Add Documents. The system will display a window that will allow the operator to attach documents as necessary.

File 1 through 5 – Click the browse button at the end of the field(s) to search your system for files to attach. Pay attention to the notice that the upload will be determined by YOUR internet connection speed and the size (and number) of file(s) you are trying to attach.

Screen shown will appear after clicking Browse:

Click Cancel to return to the previous screen.

Select the file to attach and click Open to add the file.

Repeat the same process to add up to five documents.

When all files have been selected, click Upload Files.

Once the files have been attached or if there were attachments, the system displays them as follow. To view the individual attachment(s), click on the underlined document name. To delete an attached document, click the red ‘X’ next to it.

Close Window – Click to close the documents window.

Click the white and black arrow at the top of the screen at any time to return to the previous screen displayed.

Invoice Distribution – This option will allow the users to pick an invoice and perform the distribution of the costs. The invoice can be applied to the PO or to a Shipment/PO.

Search Glass – Click the Search Glass to find previous distributed invoice.

Edit – Once selected, click Edit to activate fields for changing.

Add – To add a new invoice distribution, click Add.

Vendor – Input the vendor or click the Search Glass to select vendor. This is a required field.

Invoice Number – Fill in the vendor invoice or click the Search Glass to select the invoice. This is a required field.

Invoice Date – Key an invoice date. This field supports the Date Selection features.

Invoice Amount – Key in the invoice amount. This is a required field.

Cost Category – Key the cost category for the invoice distribution being defined. This field supports the Search Glass features. The Cost Categories will match the values defined in Costing for the Cost Sheet. This is a required field.

Distribution Method – Click the drop-down arrow to select the distribution method. There are four options available:

❖ By Quantity,

❖ By Weight,

❖ By Volume, and

❖ By Price.

Shipment – This field will be automatically updated when the PO is selected.

Notes – Type any notes in the note box for this invoice.

Add a PO/Cut – After clicking Add a PO/Cut button, below search shipment screen would come up. Select PO by clicking the Search Glass, when the shipment number related to this PO shows up, click Add Shipment button. Click Close to cancel this action. Continue this action to add all related shipments to this invoice distribution.

Delete – Place a checkmark in the check box in front of the Shipment number and press Delete to remove it from this invoice distribution.

Recalculate – After updating any data in the Invoice Detail, click Recalculate to recalcu-late the figures.

When all the information is completed, click Save to apply the distribution action, Undo to cancel or Delete to delete this newly created invoice distribution.

Click the white and black arrow at the top of the screen at any time to return to the previous screen displayed.

Award Quote – Use this action menu option to award quotes.

Search Glass – Click on the Search Glass to display a listing of RFQs available for awarding. Select an RFQ by clicking on the RFQ number.

NOTE: Use the scroll bar across the bottom of the grid (picture next page) to display more information about the quotes and analyze cost by Factory/ Terms. The system will display all of the information about the factories responses to the RFQ for operator reference.

Below is an example of how an entire grid would look like:

Click Edit to activate the award check box to award the quotes. To award the quote, check the box for each line that you want to award.

When all edits are complete and correct, click Save to update the record. Click Undo to return to the grid without awarding the bid.

After clicking Save, the system will automatically populate the changes in the Awarded and Awarded By fields.

Documents – Click to attach documents (Word documents, Excel spreadsheets, etc.) to the RFQ as additional information for operators’ reference.

The system will open a new window to allow the operator attach documents from their system. IF there are no attachments, the system will display the following message:

To attach documents, click Add Documents. The system will display a window that will allow the operator to attach documents as necessary.

NOTE: To have a complete understanding of this action, please refer to pages 16-17 of this document.

Click the white and black arrow at the top of the screen at any time to return to the previous screen displayed.

Edit Cost Grid – Use this menu option to view / edit the additional costs for a RFQ and approve costs for quote comparison. The costs are based on the Quote Terms Codes set up for each Factory in the Maintenance – Factory Profile – Cost Tab.

Search Glass – Click on the Search Glass to display a listing of RFQs to select one for editing its cost grid. Select an RFQ by clicking on the RFQ number.

NOTE: The system will display the items available for editing. Be aware that an item will be allowed to be edited only if the “Upd” (Update) check box is checked in its respective setup in the Maintenance – Factory Profile – Cost Tab. Click Edit to activate fields for changing.

Use the scroll bar across the bottom of the grid to display more information about the quotes and analyze cost by Factory / Terms.

Below is an example of how an entire grid would look like:

Key changes as necessary for additional costs for the RFQ. In the example shown below, click to place a checkmark in the check box Approved for the Factory ANGELS, after clicking Save the system will change the status from Finalized to Approved and insert the workstation date in the Date Approved and Approved By fields.

Show Costs – Click to show/edit the Cost Elements available.

Create Cost Sheet – Click to take the information from the quote and create a style Cost Sheet. When clicking on this option the system will create the Cost Sheet depending on the values defined on the Maintenance – Table Setup – Quote Settings.

When all edits are complete and correct, click Save to save the changes. Click Undo to return to the cost grid without saving the changes.

Documents – Click to attach documents (Word documents, Excel spreadsheets, etc.) to the RFQ as additional information for operators’ reference.

The system will open a new window to allow the operator attach documents from their system. IF there are no attachments, the system will display the following message:

To attach documents, click Add Documents. The system will display a window that will allow the operator to attach documents as necessary.

NOTE: To have a complete understanding of this action, please refer to pages 16-17 of this document.

RFQ – Use this action menu option to add or edit a Request For Quote (RFQ). Details – that will determine the price of the goods that will be entered – utilize this option. The ability to release and have the RFQ available for bidding (and its expiration date), is also controlled with this option.

Add – Click to add a new RFQ.

RFQ Number – Key a valid, unique RFQ number. The field maximum is ten (10) characters alpha-numeric and is required.

SELECT STYLE FROM – Select the type of style for the RFQ. Accept the default Design Style OR click Production Style to choose a style that has completed the development cycle and has been adopted as a production style.

Select Style – Click to display a list of the styles available for selection from the option previously selected (Design or Production).

Season / Style – If the combination was selected from the list, these two fields will automatically be filled in. If they were not selected from the list key the style and the season, these fields support the Search Glass features.

GENERAL TAB

Status – Click the drop-down arrow to select the current status of the Request For Quote. The default is Open. When an RFQ has been created but not released (not available for bidding), it is in an Open status. Select Released, to indicate that the RFQ is released and available for bidding. When all actions have been completed and the bidding is to be closed, the operator can select Closed to close the RFQ.

Shipping Method – Click the drop-down arrow to select Air, Sea or Ground. This is a required filed.

Quantity – Key the number of units needed for the style.

Expiration Date – Key the last date quotes will be accepted. This field is supported by the Date Selection features.

Delivery Date – Key the date you expect the style to be completed. This field is supported by the Date Selection features.

Color & Sizes – Key a brief description of the colors and sizes required.

Carton Quantity – Key the quantity of the finished style to be packed per carton.

Destination – Key the destination. This field supports the Search Glass features.

Responsible – Key the name of the person responsible for this RFQ. This field supports the Search Glass features.

Special Conditions – Key unlimited, free-form notes to assist the bidder in completing the quote.

Packing Rules – Key any packing rules that must be followed by the bidder. For example: Do Not Mix Colors; Do Not Mix Sizes, etc.

CDFs TAB – Select the values of the company defined fields using the drop-down arrow(s) OR Search Glass as appropriate.

NOTE: There are two types of searches for the company-defined fields. These types are identified by the drop-down arrow AND the Search Glass. Those company defined fields which have the drop-down arrow have pre-defined values that have been created in Administration – Table Setup – Company-Defined Fields. Only these values may be selected. Those company-defined fields which have the Search Glass have no pre-defined values. However, all previously used values are available for operator selection.

When all information has been keyed and is correct, click Save to save the information. Click Undo to cancel keyed information.

FACTORIES TAB – Once the RFQ has been saved, the user can edit the record to select the factories that can bid on it, assuming they meet required criteria.

NOTE: Remember the RFQ has to be in Released status so that Factories can be added.

Add Factory – Click to display a search listing of all the available factories that can bid on the RFQ.

Add Factory From Search – Click to display screen below:

Factory Code – The system will default the Factory Code based on the code selected from the Search Glass listing.

Factory Name – The system will default the Factory Name based on the code selected from the Search Glass listing.

Agent Name – The system will default the Agent based on the code selected from the Search Glass listing.

Sales Contact – The system will default Sales Contact based on the code selected from the Search Glass listing.

City – The system will default City based on the code selected from the Search Glass listing.

State – The system will default the Area based on the code selected from the Search Glass listing.

Country – The system will default the Country based on the code selected from the Search Glass listing.

Region – The system will default the Region based on the code selected from the Search Glass listing.

Score Ind. – The system will default the Scorecard Index based on the code selected from the Search Glass listing.

Additional Information/ Cost Information/ Misc Information – Place a check mark or input the value to narrow down the factory selection. System would valid the information input in factory profile and generate the factory selection.

Search – Press Search after the values is input; then Factory list will be displayed:

Place a checkmark in front of the factory value to select the factory.

OK – Click to accept the selected factory displayed in the grid.

Delete – Once the Factories are added to the RFQ, place a checkmark to select the factories that need to be deleted from the RFQ.

After selecting the Factories, click the Delete button to delete them. There will not be any confirmation, so pay special attention before clicking Delete.

When all information has been keyed and the operator is ready to end adding factories eligible to bid or to keep any of the keyed changes, click Save to save. Click Undo to cancel any changes.

ADDITIONAL CONTROL BUTTONS: Across the top of the screen are additional control buttons that are available to the operator after saving:

NOTE: For a detailed explanation of how these functions work, see pages 15-17 of this document.

NOTES:

NOTES:

Updated 3-25-13

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Overview

COSTING

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Costing. 28 e-SPS GES CONFIDENTIAL

CONFIDENTIAL e-SPS GES Costing. 27

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