Edit quotation summaries - Intergraph Smart Materials - 10.2 - Help - Hexagon

The Quote Summaries page shows the accumulated prices for the actual quotes for each bidder. Because a quote contains much more price information than only the quote detail prices, this page offers many price columns. The prices shown on this page are calculated from the quote details as well as from other costs on the header and detail levels.

If virtual bidder is enabled, that is, project default ZP_VIRTBID is set to Y, an additional VIRTUAL BIDDER is displayed, representing the best bid. The Virtual Bidder’s data cannot be changed or deleted in any way, and the Virtual Bidder’s quote does not have any quote details.

If tender reference amount is enabled, that is, project default ZP_TDREFAM is set to Y, the TENDER REFERENCE AMOUNTS bidder is displayed. The Tender Reference Amount’s data cannot be changed or deleted in any way, and the Tender Reference Amount’s quote does not have any quote details.

1. Click Quote Awarding > Quote Summaries.

   To read detailed field descriptions see Quote Summaries.

   The columns of the Quote Summaries grid and their descriptions are listed below.

   Column	Description
   Bidder	Shows the name of the bidder.
   Company Name	Shows the bidder’s company name.
   Company	Shows the bidder’s company code.
   Buyer	Shows the assigned buyer.
   Alternates	Shows the number of alternates that have been created for this quote on quote detail level.
   Will Bid	Shows whether the bidder intends to submit a bid.
   No Bid	If No Bid is set to Yes, the supplier has decided not to bid on any of the inquiry line items. The reason is displayed in Decline Reason and (optional) comments in the Decline Reason Comment cell. This indicator cannot be set to Yes, if any quote detail has been selected for this bidder.
   Decline Reason	Shows the decline reason if No Bid is set to Yes.
   Decline Reason Comment	(optional) Shows the decline reason comment if No Bid is set to Yes.
   RFIs Submitted	Shows if the bidder has submitted RFIs (Requests for Information).
   All RFIs Answered	Shows if all questions of the bidder's RFIs have been answered.
   Rejected	Shows if this quote has been rejected (see Commercial Evaluation). For a rejected quote, none of its quote details can be awarded to this bidder.
   Manual	Shows if any of the below values can be updated manually: Total Price Quote Detail Costs Total Other Costs Evaluation Costs Overall Discount Amount Overall Discount % Validity Date Prices and costs can only be updated if No Bid is not set to Yes the approval process has not been started the quote is not approved or rejected no quote detail has been assigned to the bidder.
   Selected	Shows whether any quote detail has been awarded to this bidder.
   Last Access by Bidder	Shows the date and time when the bidder has last accessed the inquiry in the Portal.
   Quantity Mismatch	Shows the number of line items with quoted quantity not matching the released quantity.
   Currency	Displays the currency for the quote prices and costs.
   Total Price	Displays the total costs of the quote, that is the sum of quote detail costs, packing prices, and total other costs. For the calculation of the total price, the cheapest alternate is considered if any. Quote details without a bid returned are not considered.
   Price Index	Displays the price index of the quote. The index of the cheapest bid is set to 100%. The index of all other bids is calculated based on this cheapest bid, means they will be greater than 100%.
   Quote Detail Costs	Displays the sum of discounted prices of all line items for the quote, minus the discount defined on the quote summary level (assigned other costs). The discount defined on the quote summary level is applied to the net prices of the quote details. For virtual bidders, only the sum of the discounted prices of all line items is shown here. If alternates have been entered, the cheapest alternate is considered.
   Total Other Costs	Displays the sum of other costs on quote detail level plus the other costs on quote summary level minus discounts to be applied to other costs. If Manual is set to Yes, you can update the total other costs, which automatically recalculates the total price of the quote.
   Discount Base	Select the base for discount calculation from the Discount Base drop-down list.
   Discount %	Displays the discount percentage granted by the bidder. When a discount percentage is entered, the discount amount is automatically calculated. The discount is applied to the net prices of all quote details and all other costs on the quote summary level that are marked as discountable. In case of alternates, only the cheapest is considered.
   Discount Amount	Displays the discount amount granted by the bidder. The discount amount can only be modified if the Discount Base is set to Discount Amount. Entering a discount amount automatically calculates the discount percentage. In case of alternates, only the cheapest is considered.
   Evaluation Costs	Displays the total other costs marked as evaluation costs, from header and detail level. Evaluation costs are not included in the Total Other Costs. If Manual is set to Yes, you can modify the evaluation costs.
   Overall Discount Amount	Displays the sum of the discount amounts.
   Overall Discount %	Displays the percentage of the discount. Percentage can be entered if the Manual is set to Yes.
   Interest Rate	You can enter the interest rate used to calculate the cost of money.
   Restocking %	Displays the restocking costs in percent if identical for all quote details.
   Escalation %	Can be used to define the percentage by which prices will increase after the validity end date of the quote.
   Escalation Notice	If escalation % is specified, type a comment or notice for the escalation.
   Pricing Type	Assign a pricing type to the quote.
   Validity	Shows the number of days the bidder guarantees the price.
   Validity Date	Shows the date on which the validity of this quote ends, that is, the date to which the bidder guarantees the prices. If Manual is set to Yes, you can insert a validity date.
   Incoterm	Displays the incoterm and the delivery place of the quote details. If different incoterms or delivery places are assigned to the quote details, 'x different' is displayed instead.
   Payment Terms	Displays the progress payment events assigned to the quote summary. If more than one event is assigned, the number of events is displayed instead in the form of ‘x diff’.
   Required Delivery Date	Displays the required delivery date of the material. If different delivery dates have been set on quote details, 'x diff' is displayed instead, with x replaced by the number of different dates.
   Total Weight	Displays the total weight of the quote as the sum of all line item weights. If alternates have been created for a quote detail, the weight for the cheapest alternate is used. Quote details with no bids returned are not considered.
   Weight Unit	Shows the weight unit.
   Total Volume	Shows the total volume of all details on this quote. If alternates have been created for a quote detail, the volume for the cheapest alternate is used. Quote details with no bid returned are not considered.
   Volume Unit	Shows the volume unit.
   Quote Reference Number	Displays the bidder's quote number as a reference.
   Quote Date	Displays the creation date of the quote. If you update the quote date, the validity date is changed accordingly (validity date = quote date + validity). Future date is not allowed.
   Quote Received On	Displays the date the bidder has edited the quote the first time (ZP_QU_RECV set to F), or the date the bidder has finalized and submitted the quote (ZP_QU_RECV set to S). Alternatively, you can enter the date the quote was received from the bidder. Future date is not allowed. Note: The Bid Return Date on the associated inquiry is filled with the latest quote received date if Quote Received On has been set for all quotes for which No Bid is not set to Yes.
   Quote Received By	Type the name of the user who received the quote.
   Manufacturer	Displays the name of the bidder's manufacturer. If different manufacturers are assigned to the quote details, 'x diff' is shown instead, with x replaced by the number of manufacturers.
   Country of Origin	Displays the name of the country of origin. If different countries are set on quote details, 'x diff' is shown instead, with x replaced by the number of countries.
   First Ship	Displays the minimum number of weeks required to ship the agreement.
   Last Ship	Displays the maximum number of weeks required to ship the agreement.
   Quote RfA	Select Yes in Quote RfA cell to send an email to the first user of the approval sequence, to notify that the approval of the quote can be started. Quote RfA is only enabled if an approval sequence is assigned.
   Approved On	Shows the date when the quote summary has been approved. If you use the multi-step approval option, the date is set when the last of the approval sequence approves the quote. Once a quote summary is approved, it cannot be modified any longer.
   Approved By	Shows the name of the user who has approved the quote summary. In case of multi-step approval, the name of the last approver displays when he performs the approval.
   Justification	The Justification value can be used by the M_PCK_QUOTE_CUSTOM.BEFORE_APPROVAL CIP to determine whether the approval of the quote can be done or not.
   CCI Accepted	Shows if the bidder has accepted the Commercial Conditions and Instructions (CCI) document.
   CCI Reminder Date	On clicking Remind CCI button an email is sent to the bidder’s primary contact, as a reminder to accept the CCI. The date the reminder is sent appears in CCI Reminder Date.

2. To display additional columns with property or CIP values, click Display Columns and do the following:

   • On the Display Properties tab, select the properties to be viewed in the Property cell.

   • On the Display CIPs tab, select the CIPs which results should be viewed in the CIP Name cell.

   • Click Save and close the dialog.

   The specified columns are displayed most-right in the Quote Summaries grid.

3. To view or attach documents, click Attachments.

   For more information see Attach documents.

   1. Click Attach > New Document.

   2. In the Attach Document window, do the following:

      1. Type the Document Code, Revision and Seq.

      2. Optionally, type the document Short Description and Description.

      3. Proceed as follows:

         1. To attach a physical copy, select Physical and type the Source Path. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

         2. To attach a link, select Link, then click Select Destination in the Source Path box and select the destination code from the list. Click Browse in the File Name box, paste the source path address into the folder address bar, and select the file. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

         3. To attach a document to be stored in the database, select DB Storage, click Browse in the File Name box, and select a file. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

         4. To attach a hyperlink, select Hyperlink, paste the hyperlink in the File Name box, and click Attach. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

   3. To open an attached document, do the following:

      • For a Hyperlink path type, click the File Name to open the document.

      • For a DB Storage path type, click the File Name to download the file.

      • For a Link path type, click the File Name to open the Copy Link Path dialog. Click Copy to Clipboard and paste the link into a new browser tab to open.

      • For a Physical document type, click the File Name to open it in a new browser window.

   

   • Combination of Document Code and Revision must be unique.

   • If DBA setting VALIDATE_ATTACHMENT_URLS is set to Y, filenames of attached documents with type Physical, Link or Hyperlink are validated against the whitelist specified with DBA Settings ATTACHMENT_ALLOWED_URLS. This means, only URLs or UNC paths are allowed which are white listed.

   To display the highest revision for a document, select the document and click Set Highest Revision.

   Create a document revision

   1. To create a revision for an existing document, select the document and click Revision.

   2. In the New Document Revision dialog, type the New Revision and click Create Revision.

   Attach a document list

   1. Click Attach > Document List.

      To view only the highest revision of the documents in the Documents dialog, select Display Only Highest Revision.

   2. Select the check boxes for the documents you want to attach and click Add.

   Attach a document set

   1. Click Attach > Document Set.

   2. In the Document Sets dialog, select the Document Set.

      The documents belonging to the set are displayed under Document Set Details.

   3. If you don't want attach all documents displayed under Document Set Details, select the documents you want to add.

   4. Click Add.

4. To view or edit properties of the inquiry, click Manage Properties.

   For more information see Manage properties.

   1. To add a new property, do the following:

      • Select Add Row.

      • Select a property Group.

      • Select a Property.

      • Enter a property value in the Value cell.

      • If a select list was defined for the property, you can select a valid value from the list.

      • Select Save.

   2. To add a pre-defined set of properties, do the following:

      • Select Add Property Set.

      • Select the Property Set.

      • Select Copy.

   3. To remove properties, do the following:

      • Select the property you want to remove.

      • Select Delete Row from the Row Actions burger menu.

      • Select Save.

5. If the bidder has not yet accepted your Commercial Conditions and Instructions, you can send a reminder as follows:

   • Select the bidder

   • Click Remind CCI.

   • Click OK to acknowledge the message.

   A reminder email is sent to the bidder, and the current date is entered in CCI Reminder Date.

6. To archive the current state of a quote summary, select the bidder and click Archive.

   The history of a quote and its details can be viewed on the Quote Details > History page.

7. Instead of awarding the items position by position, you can click the Best Bid button to automatically select the items of the bidder with the lowest costs.

   A message appears asking if you want to apply the best splits. Click OK to continue.

   

   • Best Bid button is only available for users with ALLOW AWARDING privilege, and as long as no quote has been approved and the approval process has not been started for any quote.

   • Applying the best bids will reset all other current selections.

   • Only positions are considered fulfilling the following prerequisites:

     - No Bid is not set to Yes.

     - Technical evaluation is not required or was done.

     - Commercial evaluation was done.

     - The quote was not rejected.

8. To award the entire inquiry to a bidder, select the bidder and click Award Bidder.

9. To approve an awarded quote, select the bidder and click Approve.

   

   • Approve button is only enabled if No Bid is set to No and the bid is not rejected, this is, Rejected is set to No.

   • The approval of a quote can be reversed using Reverse Approval button.

10. Alternatively, click Approval Sequence to approve or reject the quote.

    For more information see Approval Sequence.

    Configure Approval Sequence

    To define the approval sequence, do the following:

    1. Select Configure Approval Sequence.

    2. To use an existing template for the approval sequence, select Use Template, select a template from the Approval Template list, and select Copy.

    3. In the Configure Approval Sequence dialog, select Add Row.

    4. Enter the sequence number in the Seq cell.

    5. Select a User from the list.

    6. Select a user Title from the list.

    7. Optionally, select a Distribution Category from the list.

    8. Select Save.

    9. To define approval prerequisites for a user, select the user name in the User cell and do the following:

       1. Select Add Row.

       2. Enter the sequence number in the Seq cell.

       3. Select a User from the list.

       4. Select Save and close the dialog

       Yes is shown in Prerequisites. This means, the approvers defined as prerequisites must have approved before the user can approve.

    10. Close the Configure Approval Sequence dialog.

    Approve or Reject

    To approve or reject, do the following:

    1. In the Approval Sequence dialog, select your user name.

    2. Optionally, enter a Comment and select Save Comment.

    3. To attach a document, select Upload > Browse in the Upload dialog, select a file and close the dialog.

    4. Select Approve to approve or click Reject to reject.

    If you have the ENFORCE APPROVAL privilege, you can select Enforce Approval to enforce an approval though not all persons on the approval sequence have approved.

    Reverse Approval

    To reverse an approval, do the following:

    1. Select Reverse Approval.

    2. Enter the reason for reversal in the Reason box.

    3. Select Reverse Approval.

    

    • Approval Sequence button is only enabled if No Bid is set to No and the bid is not rejected, this is, Rejected is set to No.

    • After setting up the approval sequence, the Approve button is no longer enabled.

    • If the quote was approved using approval sequence, approval can only be reversed using Approval Sequence button.

11. You can click the Create PO Req button to create a PO (purchase order) requisition from an inquiry-only inquiry.

    In case of inquiries that were created based on requisitions of type ‘inquiry-only’ and that cannot be used for purchasing, you can create PO requisitions based on the results of the commercial bid evaluation and the awarding process after the quote has been approved.

12. If project default ZP_TND_CRT is set to Y, you can click the Create Tender button to create a PO (purchase order) inquiry, based on the inquiry-only inquiry. At the same time, a PO requisition is created for the PO inquiry and all data including bidders are copied.