Submitting Sub Contract—Key Exercises

Basic Data Setup

Document Classes

Purpose: The purpose of this exercise is to show you how to set up document classes in the system. In this exercise, you will create a document class for use in categorizing documents.

Windows:
Document Basic/Document Classes

1. Open the Document Basic window.
2. Click the Document Classes tab and create a new record (F5).
3. Create the document class that is to be associated with your sub contract request for quotation document, if it has not already been created.
4. The document class to use is QUOTATION.

General exercise for Document Basic

Standard Request For Quotation

Purpose: The purpose of this exercise is to show you how to create a request for order quotation in IFS/Purchasing.

Windows:
Request for Order Quotation

1. Open the Request for Order Quotation window.
2. Create the standard RFQ that is to be associated with your sub contract.

General exercise for Entering Requests for Order Quotations

Required Data

Releasing Sub Contract

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

1. Release the sub contract.

General exercise for Releasing Sub Contract

Main Exercise

Purpose: The main purpose of this exercise is to show you how to create, connect and print invitation documents, how to connect standard Request For Quotation (RFQ) documents to the sub contract, set a sub contract revision to the tender baseline, freeze a sub contract revision and how to submit an invitation to tender, i.e., initiate the tendering or bidding process. The following exercises are included in this lesson:

• Creating Invitation Documents

• Connecting Document to Sub Contract

• Printing Sub Contract RFQ

• Freezing Sub Contract Revision

• Setting Invitation to Tender Baseline

• Submitting Invitation to Tender

• Connecting Standard RFQs to Sub Contract

Prerequisites: IFS/Document Management must have been installed.

Creating Invitation Documents

Purpose: The purpose of this exercise is to show you how to create a Request For Quotation (RFQ). RFQs are created manually using application software such as Word or Excel.
In this exercise we will create an RFQ for the required work by using Microsoft Word. Once the RFQ is created and saved on your local machine, we will learn how to create a document title and revision for the RFQ and then check it into IFS/Document Management.

Windows:
Document Titles
Document Revision

1. Open Microsoft Word from the Start menu in Microsoft Windows.
2. In the empty Word document, write or paste the information you want included in the RFQ. Observe the following example:

Request For Quotation (RFQ)
Reference: PE/SUC/MM/DD	Date: DD/MM/YY
Dear Sir/Madam, You are kindly requested to submit your Quotation for installing a Central Air Conditioning System for a new 7 storey high-rise building, as per below TOR by DD/MM/YY, HH:MM:SS. Quotations can be sent via email/fax or hand delivery marked PE/SUC/12/03 to the following address prior to the given deadline: Procurement Unit, Company ABC Address Line 1 Address Line 2 Tel:  +999 99 999999 Fax: +999 99 999999 Email: XX@XXX.XXX
Terms of Reference TOR
Information such as the background and objectives of the construction project can be entered in this section.
Terms and Conditions
Enter the terms and conditions that are to be taken into account/fulfilled. Some illustrations are given below.
Qualifications of the Contractor/Sub-Contractor	Enter the required qualification you require the sub contractor to have.
Delivery Date	Indicate earliest date of availability for the requested service.
Currency of Quotations	USD (US Dollar)
Payment Terms	Enter the payment terms for the sub contract.
Validity of proposals	For instance, 2 months from deadline for quotation response.
Etc.

3. On the File menu, point to Save As, and save the file under C:/Temp, naming the file RFQ - Sub Contract.doc.
4. Close Microsoft Word.
5. Open the Document Titles window in IFS/Document Management.
6. Create a new record (F5) and enter the following information:

Document Class	Title
QUOTATION	XX - Request For Quotation (where XX are your initials)

7. Verify that the Object Connection and View Copy fields are both set to Optional.
8. Save the record (F12).
9. Select the row that you just created, right-click and then click Document Revision. The Document Revision window opens.
10. Right-click anywhere in the header, point to File Operations and then click Check In Document.
11. Browse to the C:/Temp directory, and click WORD in the File Type list. Right click the RFQ - Sub Contract.doc file, and then click Open.

Connecting Document to Sub Contract

Purpose: The purpose of this exercise is to show you how to connect a document, in this instance an RFQ, to the sub contract.

Windows:
Sub Contract
Sub Contracts

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. To connect the RFQ to your sub contract, click Attachments on the task pane. The Connected Objects for Sub Contract window opens.
4. Create a new record (F5) and specify the document class, number, sheet and revision of the document you want connected.
5. Save the record (F12).

Note: You can connect RFQ documents to each supplier on the sub contract by selecting the relevant supplier in the Supplier tab, and then clicking Attachments. Follow through with the steps detailed in this exercise.

Printing Sub Contract RFQ

Purpose: The purpose of this exercise is to show you how to print the RFQ (or any valid document) that is connected to your sub contract.

Windows:
Document Revisions
Document Revision

1. Open the Document Revisions window.
2. Query (F3) for the RFQ you created by using the information in the following table:

Document Class	Title	Revision
QUOTATION	XX - Request For Quotation (where XX are your initials)	A1

3. Select the document revision, right-click, point to File Operations, and then click Print Document.
4. In the Select Document Type to Print window, click OK.
5. If the Choose Macro window opens, click Skip Macro.

Result: The original document application is opened, and the document is printed out on your default local printer.

Freezing Sub Contract Revision

Purpose: The purpose of this exercise is to show you how to freeze a sub contract revision. Once a revision is frozen, changes will not be allowed on this sub contract revision.

Windows:
Sub Contract

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Revision tab.
4. Select the row containing the relevant revision, right-click, and then click Freeze.
5. A message requiring approval of the step appears, click Yes.
6. Note that the Invitation Baseline check box is selected.
7. Optionally, the freezing of a sub contract revision can be reversed by right-clicking on the revision, and then clicking Unfreeze.

Setting Invitation to Tender Baseline

Purpose: The purpose of this exercise is to show you how to set the invitation to baseline on the sub contract.

Windows:
Sub Contract
Sub Contracts

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Right-click anywhere in the header, and then click Set Invitation Baseline.
4. A message requiring approval of the step appears, click Yes.
5. Note that the Invitation Baseline check box is selected.

Submitting Invitation to Tender

Purpose: The purpose of this exercise is to show you how to submit invitations to tender to the different suppliers on a sub contract.

Windows:
Sub Contract
Sub Contracts

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Supplier tab.
4. Select the row, right-click and click Submit Invitation. The Submit Invitation to Tender dialog box opens.
5. In the Invitation Response Date field, enter the final date for tender response.
6. Click OK.
7. Repeat steps 4 to 6 for each supplier you want to include in the bidding process.

Connecting Standard RFQs to Sub Contract

Purpose: The purpose of this exercise is to show you how to connect a standard RFQ to the sub contract.

Windows:
Sub Contract

Note: The RFQ that you will connect to the sub contract must exist in IFS/Purchasing.

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Supplier tab.
4. In the upper table, select the row containing the relevant supplier.
5. Next, in the Request for Quotation No field found in the lower table, enter the referencing quotation number.
6. Save the changes (F12).