Request for Quotation Template User Manual
Contents
1. NY iter Jd INTENDA USER MANUAL Quotations Template Version 1 8 6 0 AY ie l Z l NT F N DA Quotation Template User Manual Document Information Document Purpose This document serves the purpose of providing a learner guide for Intenda Pty Ltd s Training Academy to facilitate learning on Quotations Templates Copyright Company Confidential Copyright by Intenda Pty Ltd All rights reserved No part of this publication may be copied reproduced or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise save with written permission from Intenda or in accordance with the provisions of the Copyright Act 1956 as amended Document version control Reference Date Version Author _ _ QMS 2009 01 31 V1 8 6 0 Amanda Spies C A Acknowledgements Topic N me oi Nature of input Other information Ber c Na Xa Person Author l e Information Reference l e Publication date ererence Wiaterla Material etc publisher etc Version 1 8 6 0 Page 1 of 15 E is INT N A Quotation Template User Manual Table of content TAS eean 2 PVE OCG HO Il T 3 Major differences between Proquote and Progurel cccccecsseseceeeceeeeeeeeeeeeeeeeeeeesaneeeeeessaneeeees 3 Integration between Proquote ANd PrOQure sccccccssescecceeeececseeeceeeeeeeseaeeeesaeeeeessaeeeeensass 3 ProquOte CEPIOYMEN ccccssssccccccseseececccseeeceecceeusece2. s that will is to be used throughout the Quotation process when linked to a Profile will be set up This is only applicable if the system keys Allow users to select alternative templates when creating quotations AND Allow users to select alternative CCV s when creating quotations Is active If the system keys are not active this button will not be visible Template CCV s Multiple Templates and CCV s are able to be linked to a profile CCV s that are linked to a profile will affect the method of evaluating the quotation If you wish to link a CCV or a template to a profile simply follow the applicable steps provided below Method Linking Templates to a Profile e Select the Templates CCV s button Take note that this button is only visible if the correct system key Allow users to select alternative templates when creating quotations is active e Anew form will be displayed as illustrated below Version 1 8 6 0 Page 12 of 15 j Quotation Template User Manual Profile CCV Template Maintenance Template Selection LEY Selection Tender Ho Tender Desc Select Default Vehicle Procurement Tender Caroline MLA Show All Assigned Only Cancel Figure Linking a Template to a Profile e o adda Template to a Profile simply select the checkbox next to the applicable Template you wish to add e Once you are satisfied with the templates that have been included select OK e The changes will now be saved t
3. Quoted exchange rate operator J gt o yO Delivered price oS o O Quantity available Settlement discount S o O Trade discount oS d O Please do not add values for the following response fields The values that are used in the above mentioned grids are only examples and must be changed to reflect the business requirements used by any respective site Please remember to add the VAT inclusive field and set it to 1 Once the VAT has been included in the response fields the responses of the quote will be marked as VAT inclusive on the Capture Responses form Note that you should add the VAT Inclusive calculation in the CCV s on the Proquote profile see the Proquote Formula The VAT percentage should be specified on the Currency form in Proqure Version 1 8 6 0 Page 8 of 15 NT E N DA Quotation Template User Manual Response Fields Response Fields Record 22 of 22 Response Fel Nan How Ea SL e 9 SouthaficanFiend Bare Cures T Consnmentsiock e enversonFactr H e e e omwen e H O T oyi Dr CurencyBoundPecertsge OO ta omenen OO OT ieh paad Bes e L e e pewar H e a o eee a a a ad Tie Moms S OO e o las Desoto pasg bada e O o e o Haas Piersma H 9 H 9 e e S OO HT S S S H La La La h M se keed Coin 4 K oT ees eee om Figure add and configure response fields a BS auctedEicharceRae e OO Ot T auctedEvchangeRateOpeain R o ted xh Setl
4. 20030713 lt l Figure tender header in Proqure When saving the tender header the option for adding inventory non inventory service or requisition lines becomes available This process must be cancelled as line items will not be added during the template creation stage PLEASE NOTE No lines commodity categories and suppliers should be added to the template The user of Proquote will have the opportunity to add inventory non inventory items and suppliers by selecting the normal commodity category hierarchy Add Tender Lines Option C Nor inventon Quantifiable Services C Nonr quantifiable Services C End User Requisitions Figure add tender line option e On the form Add tender line option select the cancel button and click on it Version 1 8 6 0 Page 5of 15 K Quotation Template User Manual h l Response Fields Attachments Header Commodity Categories Evaluation Categories Suppliers Record 0 of 0 Items m ltem Code Quantity Unit of Measure ltem Description EndUser o Figure add tender lines The form Add tender lines must not contain any line items No questionnaires tender or line level must be added No line level evaluation criteria must be added No line level specifications must be added Commodity Categories Evaluation Categories Suppliers Record 0 of U _ Commodity Description o O Figure add commodity categories e The form Commodity c
5. a National Government Departments angio Coal o Figure Linking existing end users to a profile Version 1 8 6 0 Page 15 of 15
6. ategories must not contain any records Version 1 8 6 0 Page 6 of 15 Z 7 Quotation Template User Manual Uw Response Fields Attachments Commodity Categories Evaluation Categories Suppliers Record 0 of 0 Tenderer Name Town l Eged l heana Figure linked suppliers e The form Suppliers must not contain any records Create and link tender level evaluation criteria to the template No line level evaluation criteria can be added to a Proquote template as this is not supported within Proquote Ensure that the potential answers have been added for each of the evaluation criteria There is no option in Proquote to manipulate evaluation and must therefore be configured correctly when creating the template Commodity Categories Evaluation Categories Suppliers Figure add tender level evaluation criteria On the response fields tab form only use the default response fields 22 that are provided when entering this form for the first time The rules regarding the wizard will not be used when creating a Proquote template The reason being that eRS is not supported in Proquote currently Version 1 8 6 0 Page 7 of 15 NT E N DA Quotation Template User Manual TIP To Clear an answer click the Delete button on the toolbar You cannot delete the question however Please add values for the following response fields C Mom seape O O O o C Quotedexchange rae O oS SSS SOSS USUS
7. be available for issue If this option is used then Open RFQ to the web will not be available If a value of 0 is entered for this field all suppliers that are linked to the commodity category hierarchy will be displayed as well as Open RFQ to the web e The rotation works in conjunction with the Filter by Region functionality in Proquote If the value of 10 was supplied in the Limit Suppliers at Issue to field and the Filter by Region functionality was applied upon issuing only the first 10 suppliers if available in the specified regions will be available for issue Note that the Open Tender Web supplier won t be listed in the grid of suppliers upon issuing the quote e Proquote tender no this will be the Progure tender number that was created in Step 1 Therefore the template is linked to a profile e Capture estimate values when this check box is selected the proquote user will be forced to capture an estimated value when creating an RFQ e Exclude suppliers at issue when this check box is selected the proquote user will be forced to issue to the selected suppliers displayed within the form The user would not be able to exclude a supplier or attempt to provide a reason for doing this e Proquote profile Normal profile no RFQ s of other users will be visible or available for use by this selected profile e Proquote controller Administrative role e Template CCV s this is where all templates and CCV
8. cscuauseceeseaaueececessaaeeeessuaaeeeeessaaseeeessaaaass 3 Step 1 Proquote template Creation e eee eee 4 Step 2 Creating a OUY T 10 Step 3 Creating a veli 11 Step d Creating a 01 gt ee ee neee ennenen ennenen 14 Step 5 Link end rT 14 Version 1 8 6 0 Page 2 of 15 AK INT E N D A Quotation Template User Manual Introduction Proquote is a web based scaled down version of the Proqure suite of products allowing for the creation publication evaluation and award of business in a wide area networking environment Proquote is a profile orientated template driven solution with structured evaluation processes allowing for price trade settlement and evaluation criteria evaluation It also encompasses inclusion and exclusion capabilities during the evaluation process Major differences between Proquote and Proqure When evaluating the integration aspects of the two software suites it is important to understand what Proquote was designed for e Proquote does not support tender level questionnaires or line item questionnaires e Proquote does not support line item evaluation criteria only tender level evaluation criteria e Proquote only allows the issuing of RFQ s to suppliers not to product end users item consumers e Proquote only supports the following response fields Delivered price Quantity required Quantity available Settlement discount Trade discount Compliance to specification and supplier comments Under no cond
9. enentDays e e e eee rw E 0 Source Point Gauteng Source Point Supplier Part Humber I E Supplier Part Fade Oicont e o Tea Y E L L L R Lb Validity pars RR Validity Da 4 K On the Attachment Tab Form only documents that reside on a network share path can be added If a document from a local machine is linked to a template errors will be encountered within Proquote Attachments that are linked to the template will be the documents that will be issued with all quotes linked to this template Header Pe Commodity Categories E valuation Categories Response Fields Attachments Record 1 of 1 Print Order Description Tie Name Tem K10 Copy of 02 CONVEYOR BELTS 02 CONVEYOR BELTS INTEND TO N Figure add attachments for a template Version 1 8 6 0 Page 9 of 15 Re INTENDA step 2 Creating a buyer The first step has been completed A template is ready and quotes can be created within the proquote suite using all response fields attachments and evaluation criteria that were linked in all above mentioned steps Creating a buyer that will be linked to a user role and a Proquote profile On the Progure menu structure select the option Create maintain buyer detail A buyer needs to be created before a profile can be linked to a user Please create values for the fields mentioned below Please remember that the code added for the field Buyer code needs to be created in the f
10. ition can any other response fields be used in Proquote e Proquote only supports Collect and Printout Fax and Web publication methods It does not support eRS e f at any stage the template is created incorrectly the template needs to be unlinked from its associated profile and be created again Integration between Proquote and Proqure Although Proquote will run as a separate application to Proqure both applications will share the same database and to a large extend the same database tables The RFQ s created in Proquote will therefore be accessible in Proqure Proquote deployment Setting up a template environment for Proquote will be a once off procedure that will be done by a consultant or an administrator of Proqure Careful consideration needs to be taken when planning the creation of the Proquote templates as these templates are crucial to the successful use of the product suite If templates are not configured correctly in Proqure the Proquote users will feel the repercussions of these mistakes Version 1 8 6 0 Page 3 of 15 Z NT F N DA Quotation Template User Manual we PLEASE NOTE Please ensure to use this as a guideline when adding users within the Proqure suite creating templates and adding all commodity classifications suppliers and product end users A few steps need to be followed in order to create the environment needed for users to use the Proquote software suite step 1 Pro
11. k box Change Password check box Password text box New Password text box Confirm Password text box Ensure that the Proquote profile created in the previous steps is linked to the user being created User ID INTENDASLizal Security Profiles Praquate Controller r User Account Locked 1 Change Password 1 Password 1 New Password 1 Confirm Password Cancel Figure Linking the Proquote profile to a selected user Step 5 Link end users Linking end users to a selected profile On the Proqure menu structure Lookup tables open the option called Link free delivery areas to profiles The reason for this option is to be able to link selected all end users available within the Progure database to a selected Proquote profile When creating an RFQ within Proquote only the product end users that are linked to a Proquote user profile will be available for selection This allows flexibility in determining which profile is allowed to negotiate contracts for specified delivery points Version 1 8 6 0 Page 14 0f 15 WL SZ INTENDA Quotation Template User Manual be d K tl Proqure v2 5 4 Link Free Delivery Areas to Profiles File Requisition Tenders Contracts Reports Enquiry Menu Suppliers System Setup Window Help al BX al al SUS delea Froguote Profile Record 1 of 53 _ Free Delivery Area o E b d astra Ness E Air Command o Ait command unit _ Air Force Department
12. o the profile Method Linking CCV s to a Profile e Select the Templates CCV s button Take note that this button is only visible if the correct system key Allow users to select alternative CCV s when creating quotations is active e Anew form will be displayed as illustrated below Profile CCV Template Maintenance LUCY Selection LLY Description Select Default 114mc Add duty costs 2404 cheapest price LUF 2404 conversion factor 2404 Exclude VAT Show All Assigned Only Cancel Figure Linking a CCV to a Profile e Make sure that you have selected the CCV Selection tab form e To add a CCV to a Profile simply select the checkbox next to the applicable CCV you wish to add e Once you are satisfied with the CCV s that have been included select OK e The changes will now be saved to the profile Version 1 8 6 0 Page 13 of 15 gt i INTENDA Quotation Template User Manual Step 4 Creating a User Creating users and profiles for all users of the Proquote suite The next step needs to be the creation of a user On the Proqure menu structure select Security Create maintain users and create a Proqure user Please create values for the fields mentioned below Please remember that the code being added for the field User ID needs to be created in the following way Intenda Lizal Domain name and user name User ID text box Security Profile drop down list box User Account Locked chec
13. ollowing way Intenda Lizal Domain name and user name The financial limit of a Proquote buyer is specified by the Ad Hoc limit aP Domain network user name is copied for the user id Buyer Code and Buyer Name text boxes Company Name drop down box Direct Business Number text box Direct Fax Number and Direct E Mail Address text boxes Sector drop down box Preferred Web URL text box used in the File gt Go to Web menu Ad Hoc Limit and Term Contract Limit text boxes Uses Delrina as Fax check box PLEASE NOTE All fields are required except Direct Fax number Sector Direct E Mail Address and Preferred Web URL The check box may also be empty e E oe VR r Version 1 8 6 0 Page 10 of 15 Quotation Template User Manual PLEASE NOTE When creating the user please ensure that the S INTENDA Quotation Template User Manual step 3 Creating a Profile Copying an existing profile to create a Proquote profile At this level the profile that will be linked to all Proquote users needs to be created copied Select the existing profile called Administrator from the grid by highlighting the record Select the option to Copy profile Please enter the value Proquote controller in the field Copy to This profile will be linked to the user that will be created within the next step 1 Copy Profile 1 To Profile Froquote controlled OF Cancel Figure copy a profile After
14. quote template creation From the Tender menu in Proqure select the option called New tender No distinction has been made within Progure between standard tenders and Proquote templates Both of these are created in the same location As soon as a template has been linked to a Proquote profile the template created will no longer be in a Created status rather the status will change to Proquote status Select Tender Buyer Proqure Default Buyer Z Type Contract Tender Status Geated T Created Ref Number esued Closed Number Pending T z l a Descriptig lt ALL gt eT Create the tender header as it would be done with any standard RFP Proquote uses all the information on the tender header except the closing date and time as this is determined by the Proquote user when creating a quotation Version 1 8 6 0 Page 4of 15 i LEFF os N F WELF N ITP Las i 1 NT E N DA Quotation Template User Manual Tender Type Contract Tender Buyerld Proqure Default Buyer a L Requestor Proqure Default Requestor Simplified Web Responses Estimated Quantities Estimated Tender Value jo Tender Number Cross Reference Description Proquote template lesue Date Mr lt l nied Sn hp url in iz Closing Date 20030713 lt l Closing Time 23 59 Validity Days Commencing Date 200904 Date Created 13 07 2003 12 07 00 Created By POD Reference PO Motivation l IW Spot Date
15. this profile has been added please select the option called Edit a selected profile Profile Profile Description Proquote Controller Proquote Settings Proquote Formula CS Include VAT delivered price Limit suppliers at issue to Proquote Tender No Capture Estimated alues Templates CC s Exclude Suppliers at issue Proquote Profile Proquate Controller lt Back Next gt OF Cancel Figure Creating the Proquote profile Version 1 8 6 0 Page 11 of 15 SS 2 Quotation Template User Manual Aw e Profile description naming convention to describe the selected profile e Proquote formula this will be the selected CCV formula that needs to be set up by the administrator or consultant This formula will be used during the evaluation process but the Proquote user will not know about the CCV or the contents thereof In addition a Proquote user will not be able to select a formula within the proquote software suite If you have included VAT in the response fields of the Proquote template you must ensure that the Proquote formulae comprises of the VAT Inclusive CCV also e Limit suppliers at issue to The value entered here determines the number of supplies RFP s can be issued to on a rotational basis In other words if the value 10 was entered then the first ten suppliers will be available for a proquote user to issue an RFQ to If the same RFP is issued again the following 10 suppliers will
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