AX2012: Creating Request for Quotation from PR and related questions

Today, in this post, I would like to share the info on Creating RFQs from PR and address a few interesting questions which most of the consultant come across. I am sure that all of you know that a Request for quotation can be created from a PR.

I do not want to lecture on what is RFQ; how can you create a simple RFQ and compare the RFQ and all these initial stuff as those can be found in training manuals and also over the net. Below is the reference which helps the beginners.
AX2012: Create a Request for quotation from Purchase requisition
AX2012: About Request for Quotations

I guess a few of you might have ended up with the below issues. So, this post may help that “Few” to go on with creating the RFQ from PR without any further issues.

->Q: Request for quotation button is disabled in the PR form

It will be enabled only when the PR status is “In review”
->Q: Though the RFQ button is enabled, when the RFQ button is clicked there are no lines showing on the form

RFQ can be created only by the user who has to either review it or approve it.

Ex: user1 is creating the Requisition, user2 has to review it and user3 needs to approve it.
So, if the PR is “In review” state and it is waiting to be reviewed by user2, then only the user2 can create the RFQ. No other users can create the RFQ from the PR.

Further to the above, below are few questions which may be left unanswered in the minds of newbies and sometimes the experienced consultants who couldn’t invest their much valuable time in probing into these things in depth.
->Q: Can we create multiple RFQs (Request for Quotations) from a single Purchase requisition.

Of course, you can do it, but, only if the PR has multiple lines in it. Suppose the PR1 has two lines item1, item2, procurement team wanted to create two separate RFQs for item1- RFQ1, Item2-RFQ2. There is no setup or logics required.
When the “Create Request for Quotation” button is clicked, you will see the lines in the PR not the header. So, you can just select the item1 and process it and then process the second item next.
Select lines to copy to the RFQ

->Q: Can we consolidate items in multiple PRs and process them as single RFQ.

Yes, it can be done. Select two PRs for which you wanted to create a single RFQ(ensure that both of them are “In review” state and waiting for your action in the workflow”)>click the “Create request for quotation”, you will see the lines in both the PRs that are selected. Select all of them and click OK to process them to RFQ stage.

RFQ reference in the PR:

Assume that you have successfully created the RFQ and then there must be a reference in PR which should show the RFQ number which has been created through this PR.
In the form parts, which is highlighted in the below screen shot, you can find the RFQ reference for a PR Line.
RFQ reference

Note: This RFQ reference number will be shown with respect to the selected PR Line but not for the PR Header.

Request for Quotation – related Questions:
To know about Request for Quotations, replies and compare replies – AX2012: About Request for Quotations

Once the RFQ is triggered from the PR, the PR Lines will be copied to the RFQ and then the RFQ document can be sent to suppliers.
Now, Let us consider the below scenario before discussing one of the most commonly asked questions in the forums and also to address an important business scenario.

Scenario: A Request for quotation has two lines item1 and item2. A document has been sent to 4 suppliers requesting their quotation for the two items. After receiving the supplier quotations and while comparing the quotations, it is found that two of the suppliers are competitive.
After Quote comparison (comparing the replies), it is decided that it would be a best deal to buy item1 from supplier1 and item2 from supplier2.

In such case, how can we raise “Multiple Purchase orders from a single Request for Quotation?”

Creating Multiple Purchase orders from a single “Request for Quotation”:
From the RFQ form> Click Compare replies, you will see the form “Compare Request for quotation replies”

In that form, right pane, you mark the line with Item1 & vendor1 combination and next, item2 with vendor2 combination. You can see the below screen shot for reference.

compare replies

If you observe the above screen shot,you can notice that two lines with two difference “Vendor accounts” are marked(as needed for our scenario). Notice that, in the left pane, no supplier is marked.

Now, in the left pane you just focus on the supplier1(do not mark it) and accpet it, then focus on supplier2 and accept it.
In this way, you can have multiple Purchase orders created from a single RFQ.
To stop the other readers get annoyed of the discussions about PR, RFQ and PO, I’m wrapping up this topic with my next post. So, have an eye for the next post in this series .
That’s all for this post, hope these posts will help the consultants to get their questions answered related to the PR and RFQ. Check back soon for interesting posts. Catch you soon.

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