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Creating a RFQ

The application launcher is how you navigate between the different applications that are a part of AvSight. Applications are a way of grouping functions to work more effectively.

 

2. The AvSight Application

Although there can be many different applications, and your screen may vary depending on your security rights, the AvSight application is often where you will spend most of your time. If you are already in the AvSight application, there is no need to change.

 

3. Click on RFQs

In order to access the RFQ Menu click on the RFQ tab. Your screen may look different depending on your settings and security. Depending on the size of your monitor, this menu item may be not be visible without first clicking “More”.

 

4. RFQs Down Arrow

As is the case for many tabs, you also have the option of clicking the down arrow next to “RFQs”. Clicking the down arrow allows you to see the 3 most recent RFQs you have been working with. You can create a new RFQ from here as well as access any recent list views. Additional information on list views is available in the Navigation training lesson.

 

5. Click on New

Once you click on the RFQ tab, you are brought to a list view of the most recent RFQs you have been working on. In the upper right section of the screen is a “Quick Actions” section, where “New” is an option. Clicking on this button allows you to create a new RFQ.

 

6. Note

The red asterisks are required fields and must be filled in for each RFQ.

 

7. Vendor

This is the vendor you are sending the RFQ to. As you begin to type the name, any existing vendors will begin to populate the list. You may also select the “+ New Account” option to create a new Vendor.

 

8. Contact

The contact is used to hold the contact at the company you are working with. While not required, this information is used in other places in the RFQ process, such as when generating and emailing the RFQ.

In addition, the contact information prints on the RFQ. If you do not see your contact in this list, you can select the “+ New Contact” option to create a new contact.

 

9. Urgency

Represents the priority of the RFQ. You can select different options based on your needs by clicking the down arrow.

 

10. Reference #

This field is a reference number you can use to reference to another document. At times when you send a RFQ, you might need to attach a reference number such as a Customer quote number when brokering the part. This is the field to add this information.

 

11. Terms

Terms are used to describe how this RFQ will be paid for. While not a commitment, this field can be used for reference later in the process. Different payment terms options could include COD, Net 30, etc. These terms are managed in the Administration menu under “Account Terms”. See the Administration training for additional information.

 

12. Ship Terms

The person or company  responsible for payment of the freight charged. While not required, this field can be used as a reference later in the purchasing process.

 

13. For Shipping Options

Ship to Location: This is the location you would like the vendor to ship the parts if ordered. This field will default to your Company location in your “Employee” record. It can be changed as needed.

Ship Method: Ship method describes how you would like the parts to be shipped from the vendor if ordered. Options for shipping can include FedEx Standard, or FedEx Overnight, etc. Shipping methods are managed in the Administration section of AvSight. Please refer to the Administration training for additional information on shipment methods.

Account #:  Account number of the shipping carrier. For instance, the account number for for FedEx, or UPS. This account number can be your account number, or a vendor account number if the vendor is paying for shipping.

 

14. FOB

“Free On Board” specifies at what point respective obligations, costs, and risk involved in the delivery of goods shift from the seller to the buyer.

 

15. Comments

Internal comments: Are restricted to company only. These comments are not shown on any form sent to customers or vendors.

External comments: These comments display and are printed on the RFQ footer.

 

16. Company & Owner Information

Company: AvSight supports multiple corporate legal entities. This field will default to the company specified on your employee record. To learn more about company records and employee records, please refer to the Administration training module.

Assigned to: The Assigned To field defaults to the person creating the RFQ, but can be changed if you are creating this RFQ for someone else.

 

17. Save

To save the new RFQ.

 

18. Action Buttons

Action buttons apply to the RFQ being worked on. These options can vary between documents (Quotes, ROs, etc.) but are always found in the same area of the screen. These buttons perform actions that affect the entire document that is currently open on the screen. The buttons on the RFQs are the following:

 

19. Edit

Although you can view and edit the header information for a RFQ using the “Header” tab (described below), this button also allows you to edit the header information of the RFQs.

 

20. Generate RFQ

This button will give you the live view of the RFQ that will be sent to the vendor. In addition to viewing the document, you also have the ability to email the RFQ directly from this box. Clicking the “Send Email” button sends a copy of the RFQ to the  address listed at the top of this form.

 

21. Convert to Purchase Order (PO)

Clicking the “Convert to PO” button allows you to convert some or all of the lines to a Purchase Order.

 

22. Import Spreadsheet

The Import Spreadsheet button allows you to upload a large number of lines to an RFQ. For example, if a customer or vendor sends a spreadsheet with a large number of lines, rather than entering each line, this option allows you to upload a spreadsheet. Importing and Exporting data will be covered in a separate training module.

 

23. Clone w/ Lines

If you are sending this RFQ to multiple vendors, this button allows you to clone the RFQ with the lines for multiple vendor and contacts. A separate RFQ is created each time.

 

24. Create Customer Quote

Creates a customer quote using the selected lines. This process is similar to the Convert to Purchase Order option described earlier. To create a Customer Quote, select the Customer and Contact you would like to use for the Customer Quote. To learn more about Customer Quotes, please refer to Customer Quote training module.

 

25. The Status Indicator

The status bar shows the current status of the document in a graphical format. Each status is described here.

 Requested: The RFQ document has been created but no lines have been added yet.

 In Progress: At least one Line has been added to the RFQ, but the RFQ has not been sent to the vendor.

26. The Status Indicator

Sent to Vendor: The RFQ document has been sent to the Vendor.

Complete: The RFQ has been responded to, and is marked complete.

Cancelled: The RFQ is cancelled, and no longer valid.

27. Header

This tab holds all of the header data on the RFQ  such as vendor, Urgency, Contact, etc.

 

28. Lines

The lines tab shows all the information about the RFQ lines. The lines tabs contains fields such as RFQ lines, part information, tag & trace, and comments.

 

29. Activity

The activity tab shows all the various activities tied to this RFQ. For example, when the RFQ is emailed to a vendor. In addition you can send emails, create tasks, and log calls all tied to this RFQ. 

 

30. Audit Trail

The audit trail shows a full list of all changes to fields within the RFQ. This tab shows the old value, new value, and who modified the field.

 

31. All Related

This tab shows all related lists to this RFQ. It gives you a single view of all the information linked to this RFQ including attached documentation, etc.

 

32. Line Actions

New: Creates a new RFQ line.

Edit: Allows you to edit the currently selected line.

Delete: Deletes the current selected line with a confirmation.

Note: Edit and Delete options will be available once a line has been created.

33. Click on New

To add a new line to this RFQ.

 

34. Vendor Reference #

Your reference number to the vendor. Similar to the header Reference number, but is used for just this line.

 

35. Required Fields

Just as the RFQ header has required fields, the red asterisks in “lines” are also required, and the remaining fields are optional.

 

36. Part Number

Part number is the part you are requesting. This part must exist in AvSight before it can be requested. Please see the Administration training module for more information about Part Masters.

If this is a new part number to your company, you have the option to add it here.

37. Condition Code

Condition of the part requested to the vendor. These conditions vary depending on your setup, but typically include Factory New (FN), New Surplus (NS), Overhaul (OH), etc.

38. Quantity Requested

Add the quantity you are requesting from the vendor.

 

39. Alternate Part Number

Informs the vendor to match an alternate part if original is not available. For example if part A100 is not available, A100-1 would be acceptable.

 

40. Need By Date Date

Informs the vendor when the part is needed by.

 

41. Type Requested

Determines what type of RFQ is being requested. There are 5 options: outright, repair, rental/lease, non stock, and no quote. Exchanges will be discussed in a separate training module.

 

42. Click on Save

To add a new line, only the part number and Quantity Requested is required for initial RFQ.

Once you have finished entering the required information, click on Save to add this line to the RFQ.

 

43. Added Lines

After clicking on “Save” the added lines will appear on the left hand side. You have the option to add as many lines as needed.