Approve Supplier Agreement Quotation

Explanation

This activity is used to decided which quotation to approve and which to reject. When you approve a quotation, you have several procedures from which to choose. Some of them include the conversion into a supplier agreement and printing the rejection letter. When converting the quotation into a supplier agreement, you can add the quotation to an existing supplier agreement or create a new supplier agreement.

• You can approve the chosen quotation and directly convert it into a supplier agreement. When requested, you can indicate whether you want to print the rejection letters right away.
• You can approve the chosen quotation and delay the conversion into a supplier agreement. When requested, you can indicate whether you want to print the rejection letters right away.
• You can reject one or more quotation lines without approving any of them. When requested, you can indicate whether you want to print the rejection letters right away.

Note: Quotations for assortments can result only in a purchase agreement. 

The ship via code that is used in the converted supplier agreement must exist on all the supplier addresses that are being used.

Prerequisites

• The supplier agreement quotation replies from the suppliers must have been entered and saved in the Supplier Agreement Quotation window.
• The quotation line must be in the Answered status.
• The supplier category must be Supplier.
• Normally, supply chain parameters should be defined for the supply chain relation. For external suppliers, this can be done in the Supplier to Site Supply Chain Parameters window, and for internal suppliers this can be done in the Site to Site Supply Chain Parameters window.

System Effects

• The quotation is approved and receives the Converted status when a supplier agreement is created. A message displays the assigned supplier agreement number and line number. The other quotations receive the Rejected status. The rejection letters are printed, provided that the print feature is used. If a new supplier agreement is created, it receives the Planned status. Any defined ship via codes, delivery terms, and payment terms, will be valid for the supplier agreement. If supplier's part number and description differs from values in the Supplier for Purchase Part window, then a message will be given and the supplier for purchase part will be updated.
• The quotation is approved, and the status is updated to Approved. The other quotations receive the Rejected status, and rejection letters are printed provided that the print feature is used.
• The quotation is rejected, and the status is updated to Rejected. The other quotations are still in the Answered status.
• If the approved supplier agreement was created from IFS/Project or IFS/Project Delivery, the supplier price will be updated or overwritten in the project records with the agreed price from the approved supplier agreement.
• If the purchase part is taxable, the tax code will be retrieved from the supplier for purchase part. The amounts inclusive of tax will be automatically calculated and displayed in the respective tax fields.

Window

Supplier Agreement Quotation Approval
Supplier Agreement Quotation Approvals

Related Window Descriptions

Supplier Agreement Quotation Approval
Supplier Agreement Quotation Approvals
Quotation to Supplier Agreement - Parameters
Create Supplier for Purchase Part

Procedure

Approve a quotation and convert it into a supplier agreement:

1. Query for the appropriate quotation.
2. Select the line for the quotation that you want to accept, right-click and then click Approve Line.
3. If the supplier's part number or the description on any of the lines differ from values in the Supplier for Purchase Part window, a message appears, click OK to update the supplier for purchase part or Cancel to cancel approving.
4. On the message that appears, click Yes to create a supplier agreement.
5. The Quotation to Supplier Agreement - Parameters dialog box will open.

• To create a new purchase agreement: Decide whether it is going to be a purchase agreement or a blanket purchase order (purchase agreement is set as default). Optionally, enter the supplier agreement group and the supplier's agreement reference, and change the maximum amount. Click Create New.
• To add the quotation to an existing supplier agreement: Decide whether it is going to be a purchase agreement or a blanket purchase order. Choose from the available supplier agreements in the table, and enter the supplier agreement number in the Add to supplier agreement field. Click Add To Supplier Agreement.

5. A message displays the assigned supplier agreement number and line number. To confirm, click OK.
6. A new message appears querying whether you want to print rejection letters for all other quotations.

• Answer Yes and the Report Print dialog box opens. Print the rejection letters by clicking OK.
• Answer No and no rejection letters will be printed at this time.

Approve a quotation without converting it into a supplier agreement:

1. Query for the appropriate quotation.
2. Select the quotation line that you want to accept, right-click and then click Approve.
3. On the message that appears, click No if you only want to approve the line and create the supplier agreement at a later time.
4. A new message appears querying whether you want to print rejection letters for all the quotations.

• Click Yes, and the Report Print dialog box opens. To print the rejection letters, click OK.
• Click No, and the rejection letters will not be printed at this time.

Reject a quotation manually.

1. Query for the appropriate quotation, and select the line you want.
2. Optionally, to enter a note, right-click and then click Notes. Enter and save the note. Click OK to close the dialog box.
3. Click Reject from the operations menu for the quotations being rejected.
4. A message appears querying whether you want to print the rejection letters.

• Click Yes, and the Report Print dialog box opens. To print the rejection letters, click OK.
• Click No, and the rejection letters will not be printed at this time.
• Click Cancel, and the quotation will not be rejected.

Note: If you want to enter a note for the quotation line, be sure to do this before the quotation line is converted or rejected.

If the combination of purchase part and supplier is not entered, a Create Supplier for Purchase Part? dialog box will appear when you approve the quotation. Click Yes if the displayed information is correct. Otherwise, correct the information, and then click Yes.