The Pre-Revision Module allows for quotation requests to be automatically generated. When a requisition is entered into the system by the end user the system checks if the Pre-Revision module is turned on. If it it is turned on, when the requisition is created a number of copies of the requisition will be made to total the value set in Pre Revision Quotes. So if the flag is set to 3, then 2 additional copies of the requisition will be created. 

When the user enters the requisition, the option to disallow entry of a vendor can be controlled by the Pre Revision Bypass Supplier flag. If this is turned on, the end user cannot enter a vendor. If it is off, then requisition entry is performed as normal.
 

Example with Pre Revision Bypass Supplier flag = Y.

Example with Pre Revision Bypass Supplier flag = N.

The user doesn't have to enter a value if they do not have a quoted amount. This is because the buyer will obtain pricing and update as required. The user is able to enter a price, but it is not required if the business prefers they simply enter requirements.

Once the requisition has been submitted, when the buyer access the Requisition Approval screen, it is possible to see the copies of the requisition that has been made.

Each requisition will be made with a back order suffix for the additional copies. The purpose of this screen is to allow the buyer to set which vendors will be receiving the quotes, perform the quote gathering process, and then to select the winning bid. 

The process that should be followed, once the buyer is ready to perform the quote gathering process, is to INITIATE QUOTE.

Once initiated, it will assign a unique Request for Quotation and Contract number to tie the quotes together.

The next steps then require that the quotations are sent to the vendor. There are two option here. The first option is to simply print the requisition quotation and email it to the vendor, either directly out of Pronto or by the buyer emailing the form to themselves and personalizing the email to the vendor. The second option is to go through the automatic RFQ process which requires the vendor to accept the quotation and submit a document to support their quotation.

To perform the first option, simply press the PRINT mode to generate a PDF copy of the form that the buyer can use to transmit this to the vendor.

To perform the second option, then the DocReg RFX process mode will be used to engage the Document Register driven process.

The buyer should use the emails option to add as many emails for the vendor as desired.

Once emails have been entered, the buyer can SUBMIT the quotation, which will Print the PO, saving it to the Pronto server and Document Register, and send the supplier an accept/reject form for their review.

Once submitting the req it will turn Yellow to notify the buyer that the intent to bid email has been sent.

Upon submitting an application service will run automatically in the background every minute or so, and will transmit an email to the vendor. This email body can be 100% customized to the clients desire.

The vendor, when clicking on the cue link, in the above example “HERE”, will be directed to an accept/reject webform. This form can be 100% customized as needed.

If you added multiple email address to one vendor, only one of the recipients will be able to answer this form. The first one to submit the form will now own the RFQ process moving forward. If the second person tries to access this form after the first fills it out they will get the error below.

Upon accepting the quotation request, an application service will run automatically and the status of the RFQ can be reviewed directly within Pronto. The vendor will then also get a follow up email with a link where their quotation can be submitted. If the vendor accepted the intent to bid, then the req color will turn to Orange. If the vendor rejected the intent to bid then the req will turn Red.

You can check the status of each requisition by going to DocReg RFX and clicking on Status. This will give you the details of who submitted the intent to bid and what they chose. If they rejected it and gave a reason it will be in here. All the contact information they submitted will also be in here. 

Below is the email that gets sent to the vendors who accept to bid. This email is also 100% customizable.

The vendor can use the cue link to submit their documentation. This will take the vendor into a secure Document Register portal where they will have no access to the rest of DocReg. 

Once the vendor is done submitting the files needed they will be locked out of Document Register. This is to make sure another employee doesn't go in and mess with the files that were submitted. They will get an error message like below.

The vendor would upload their file in Document Register. When this has been done, it will send an email notification to the buyer that the RFQ has been submitted by the vendor. This email can be customized as needed;

On the Requisition Approval screen if the process has been complete (Accepted Intent to Bid & Uploaded Documentation) the requisition will turn Green. 

The buyer can drill directly into Document Register to see the uploaded documentation.

If the vendor doesn't finish the process in the allotted amount of time then the status will change to deadline expired and turn the requisition Red.

Now the buyer will update all of the pricing and dates on the quotation, it is then possible to select the winning bid. Once a requisition has been selected as the Winning Bid all buyers will get an email with that information. 

Once the buyers are ready to push the requisition to the approval process. They will just hit Revised on the winning bid requisition. They will get prompted with these two warnings.

The requisition will then be moved to the approver within RAPS and the two losing bids will be closed off and set to status 95.

This concludes the guide on this process.