RFP Module

This flag can be set to ‘Y’ for yes, to utilize the functionality or ‘N’ for no to not utilize the functionality.

RFP Threshold

You will need to set the limit for requisitions that will be subjected to the formal quotation process. Any requisition raised and approved for a value greater than the limit entered in this field will follow the process.

Please note that the RFQ process is a similar process but has its own unique process. This can be viewed here ***INSERT LINK HERE

Data Grid Fields

Critical fields within the data grid that define the record.

Modes

There are a number of modes on this screen as it is also the screen to maintain all purchase order types and statuses in the system. This section will focus on the modes that are critical for the RFP process.

DocReg RFX

This mode allows you to set up external contacts for the quotation request, submit the request to those contacts, review the status of the quotation, and view the DocReg modes associated with the order and the tender/contract.

Emails

This mode can be used to enter any contacts that you wish to liaise with during the RFP process. This contact information will be used to send system notifications for the information request. More than one user can be added.

These contact details are specific to each individual quote.

 

Delete

Submit

This mode will allow you to submit the request for quotation after you have entered at least one valid contact to the Email mode. An alert intelligence will run and kick out a system generated email to those contacts.

If you fail to enter at least one email contact you will receive the following message.

 

Specific to the RFP process, an internal proposal document is required to be attached to the Document Register Contract folder before the system will allow you to submit your RFP to the supplier(s). This is to ensure that the same proposal document will go out to your suppliers.

Delete

Status

This mode allows you to review the status of a quote. The details of the status mirror that of the request form sent to the vendor.

Blank data grid indicates that this RFP has not been actioned.

Once a supplier submits their intention through their web link (discussed in further detail on the Quotation Execution tab), they will then be able to see the status and relevant information provided.

Delete

DocReg

This mode allows you two options to view your documents.

You can view the DocReg folder that is specific not only to the RFP document, but also the quotation number and vendor.

You can also choose to view all document related to this specific RFP number regardless of any copied orders or the various vendors.

Delete

Delete

Step 1 - Vendor Participation

The first step is to determine how many vendors you would like to participate in the quotation process. 

You will then use the mode Extra → Copy to copy the quotation order as many times as is required for the number of vendors you would like to participate. 

When you copy you will select a new vendor code that you wish to include in the quotation process.

Select ‘Y’ on the field “Use Same Ref:” so that the order number stays the same and the system instead assigns a unique backorder flag. This will keep the relationship for this quotation tied to the order number

Then click ‘OK’

You will be prompted that a new quotation has been created and return to the “New Supplier” field where you can repeat the process as many time as necessary.

Once you complete this process, simply click escape. You will now have a copy of your quotation order for the various 

Step 2 - Contact Information

Once you have copied your quotation order you will need to enter the relevant contact information for each of the orders. 

You can enter this information from the DocReg RFX mode → Emails.

On the next screen you will enter the the name and email address of the contact(s) that need to receive the request for quotation. You can enter more than one contract.

This screen has your standard modes to find, entry, correct, or remove records.

This process is helpful in that if you want to send a request for quote to a vendor that is not in your system you could simply use a dedicated generic supplier code setup in Pronto and enter the contact information specific to that vendor while making a note of the vendor in the Supplier Notes field.

Step 3 - Quotation Submission

Once the appropriate contact details have been entered against the relevant orders you will need to submit the request for quotation.

This submission can be done from the DocReg RFX mode → Submit

You must attach your internal proposal document to the DocReg RFX mode -> DocReg (Contract). If you do not, then you will receive this message.

When you hit submit, you will be prompted to select print date and this will trigger an email to the contacts listed on this order.

When that submission is actioned, a application service will run in the background and push the request for quotation out to the entered contacts. This service can be setup to run on set time interval.

Step 4 - Vendor Submits Intentions

Once the submission is complete, the vendor will receive an email as shown below with a link and a copy of the quote.

From the email the vendor can then action the request for quotation by clicking the “HERE” link.

The link will take the user to a new URL where they can select to accept or decline the proposal.

From there they will hit submit.

An attachment of the quotation will also be included in the email. This email will contain the description, quantities, required date, etc. It will NOT included any pricing.

This email will also include an attachment of the proposal document that was initially attached as part of the submission process.

Step 5 - Submission Details Reviewed

Once the vendor submits their intention for the request for quotation, those details will feed back to Pronto on the DocReg RFX mode → Status

From this data grid you will be able to review the detail entered by the vendor on the submission form.

You will also see that the ‘RFP/RFQ’ field on the main Maintain Purchase Order screen has been populated with the word “Success”

Step 6 - Vendor Submits Quotation

After the vendor submission is complete and the details have sent back to Pronto, an application service will run and kick out another email to any vendor that has selected to participate in the request.

The vendor will receive an email as shown below.

From the email the vendor can then action the request for documentation by clicking the “HERE” link

The link will take the user to a new URL where they can upload their quotation details.

This DocReg link is specific to not only the system generated contract number, but also the specific quotation order assigned to this vendor.

Step 7 - Submission Details are Reviewed

After a vendor submits their quotation documentation through DocReg, an email will kick out to the relevant users.

The business users will receive the email below.

From the email the user can view the uploaded documentation by clicking the “HERE” link.

This will redirect the user to DocReg to to review.

This can also be done from Pronto with the DocReg RFX mode → DocReg.

Step 8 - Finalize Quote Details in Pronto

Once all quotations have been submitted in the manner above, the user can then select the winning quotation, update the relevant order details and update the quotation to an active purchase order. In doing this, any subsequent quotations that were not selected will be cancelled.

To update the winning quotation, simply select the Lines mode from the Maintain Purchase Orders screen.

From lines, use the Correct mode to update any pricing, quantity, or other details as needed.

After the winning details have been update, use the Status mode → On Order from the main screen to convert the quotation to a purchase order.

After selecting you will be prompted to cancel any other quotations related to this order. You can select ‘O’ to cancel just the order noted on the screen going one by one. You can select ‘Y’ to cancel all related orders.

A new purchase order number will now be assigned and noted.