Awarding Sub Contract—Extended Exercises
Basic Data Setup
Reason Code
Purpose: The purpose of this
exercise is to show you how to register a reason code.
Windows:
Sub Contract Basic Data/Reason Code
- Enter the reason code that should be associated
with your sub contract, if it has not already been created.
- The reason code ID to use is XXPR, where XX are
your initials. The description of the reason code is Best Price.
General exercise for
Sub Contract
Basic Data and Requirements
Supplier
Purpose: The purpose of this
exercise is to show you how to set up a supplier in the system.
Windows:
Supplier
- Open the Supplier window.
- Create the supplier(s) that should be associated
with your sub contract, if it has not already been created.
General exercise for
Supplier Setup
Purchase Part
Purpose: The purpose of this exercise is to show you how
to create a non-inventory purchase part.
Windows:
Purchase Part
- Open the
Purchase Part window.
- Enter the purchase part that should be associated
with your sub contract, if it has not already been created.
General exercise for
Purchase Part
Buyer
Purpose: The purpose of this
exercise is to show you how to enter a buyer in the system.
Windows:
Procurement Basic Data/Buyers
- Open the
Buyers window.
- Enter yourself as a buyer.
- Save the changes (F12).
General exercise for Buyer
Purpose: The purpose of this
exercise is to show you how to set up document classes in the system.
Windows:
Document Basic/Document Classes
- Open the
Document Basic window.
- Click the
Document Classes tab and
create a new record (F5).
- Create the document class XX-LETTER, where XX are
your initials. The document class description is Rejection Letter.
General exercise for
Document Basic
Purpose: The purpose of this
exercise is to show you how to enter a request for order quotation. This will be
the standard RFQ (Request For Quotation) that is to be connected to your sub
contract.
Windows:
Request for Order Quotation
- Open the Request for Order Quotation
window.
- Create a new record (F5).
- Make sure to enter the correct Site.
- In the Buyer ID field, enter your user ID.
- Enter the Latest Reply Date and Currency.
- Save the information (F12).
- Enter a request line with the desired part number.
- You must also enter the Quantity, Purch
UoM and Wanted Delivery Date.
- Enter the suppliers, to whom invitations to tender
were submitted, in the
Suppliers tab.
- Release the request for order quotation by
right-clicking the header and then clicking Release.
General exercise for
Entering Request for Order Quotation
Required Data
Submitting Invitation to Tender
Purpose: The purpose of this
exercise is to show you the required data that is used in the exercises below.
-
Submit invitation to tender to the
supplier(s).
General exercise for
Submitting Invitation to Tender
Main Exercise
Purpose: The main purpose of this exercise
is to show you how to award a sub contract to the most suitable supplier. Once
invitations to tender are submitted to prospective suppliers, and tender
response is received, you need to enter tender details on the sub contract. This
includes, creating the connection to a valid RFQ that exists in IFS/Purchasing.
The RFQ is used to document tender response, i.e., supplier quotation
information, perform a comparison of all supplier quotations and select the best
supplier for the work. (The comparison is performed based on the selection
criteria previously defined by the company.) The sub contract is then awarded to
the selected supplier. With IFS/Purchasing it is possible to print rejection
letters that are to be submitted to suppliers that were not chosen. In this
lesson we will also learn how to create a rejection letter using IFS/Document
Management and connect it to the suppliers on the sub contract.
Prerequisites: IFS/Purchasing and
IFS/Document Management must have been installed.
Windows:
Sub Contract
Order Quotation
Order Quotation Approval
Document Revision
- Open the
Sub Contract window.
-
Populate (F2) or query (F3) for the necessary sub
contract.
- Click the
Supplier
tab.
- In the upper table, select the supplier
to whom an invitation was previously submitted.
-
In the lower table, enter tender details for the
selected supplier.
- In the Tender Received
Date field, enter the date on which the tender was received from the
supplier.
- In the Request for Quotation No
field, enter the standard RFQ number.
- In the Note field, enter any additional
information, if required.
- Save the
information (F12).
-
Repeat steps 4 to 9 for each supplier that is
connected to the sub contract and has submitted a tender response.
Note: The
exercise below will show you how to enter quotation (tender) information, such as
price and services received from the suppliers.
Prerequisites: The RFQ must have
been created >>.
- Open the
Order Quotation window.
- Populate (F2) or query (F3) for the necessary RFQ. Note that you will get one or more records
depending on the number of suppliers that are connected to the RFQ.
- For each supplier, enter the quotation information
you received.
- Save the information (F12).
- Next, open the
Order Quotation Approval window
and query (F3) for the RFQ number.
- Compare the quotations.
- Approve the most suitable supplier, e.g., the
supplier with the best price.
Note: You can choose to print rejection letters,
for the suppliers that were not chosen, now or at a later stage.
- Open the
Sub Contract window.
-
Populate (F2) or query (F3) for the necessary sub
contract.
- Right-click anywhere in the
header, point to Status and then click Award. The
Award
Sub Contract dialog box opens.
- In
the Reason ID field, enter XXPR, where XX are your initials.
-
In the Supplier ID field, enter the supplier to
whom the sub contract is to be awarded.
- Click
OK.
- Verify that the sub contract is
in the Awarded status. The ID of the supplier to whom the sub
contract was awarded appears automatically in the Supplier ID field
found in the header of the window.
Note: The exercise below will show you how to print a rejection letter using the functionality
available in IFS/Purchasing. Once the rejection letter is printed it is ready
to be submitted to the supplier(s). In this exercise, we will also learn how to
connect a rejection letter to the supplier on a sub contract by creating and
connecting the document using IFS/Document Management.
Prerequisites:
The RFQ must have been created
>>.
The document class must have been defined
>>.
Adobe Acrobat Reader must have been installed.
Print Rejection Letter:
- Open the
Order Quotation Approval
window.
- Query (F3) for the RFQ number.
- Select the supplier to whom a rejection letter is
to be sent, right-click and click Print Rejection Letter.
- Optionally, click Preview to view the
rejection letter before printing.
Note: It is possible to connect this
rejection letter to the supplier. To do this, the letter must first be
registered in IFS/Document Management. In the Preview window
click Save a Copy, and save the file under the C:/Temp directory.
- Click OK. The rejection letter
is printed out on your default local printer.
Create Document:
- Open the Document Revision window.
- Populate (F2) or query (F3) for the document
class XX-LETTER, where XX are your initials.
- Right-click anywhere in the header, point to
File Operations and then click Check In Document. -
- Browse to the C:/Temp directory, and click ACROBAT
in the File Type list. Select the rejection letter, and then click
Open.
Connect Document to Supplier:
- Open the
Sub Contract window.
- Populate (F2) or query (F3) for the necessary sub
contract.
- Click the
Supplier tab.
- Select the supplier to whom the rejection letter
is to be sent.
- Click Attachments on the task pane.
- Create a new record (F5) and specify the document
class, number, sheet and revision of the document you want connected.
- Save the record (F12).