How to use the RFQ excel sheet?

How to use the RFQ excel sheet? 

To simplify the process of entering quotes into TM Master, it is possible to send the request for quotation as an excel sheet, where the supplier can input the quotes, and return it for import. The full process of sending an RFQ is described in chapter: How to request a quotation?

“new” RFQ Excel template. 

1. As mentioned in chapter: Send type: E-mail with Excel (XLS) it is possible to create separate email body text template to be used when sending the Excel RFQ sheet, to provide the supplier with instructions on filling out the RFQ sheet.
2. When the supplier returns the filled out excel sheet, simply drag the attachment into anywhere of the “Order Head” grid (the middle grid) in the “Order Overview”.
3. The following dialog, which is a preview of what is about to be imported, should appear.

1. Click the [Import] button, to import the quotes.
2. The quotes are now imported to the order, in addition a copy of the “RFQ excel sheet”, is attached as a document in the “documents” tab for the order.

The “old” and the “new” RFQ excel template 

There are two versions of the RFQ excel template. In the Descember 2020 releases, the new RFQ excel template was introduced, and replaced the “old” version in the AllReports.v2reports file. This file will need to be imported in existing installations, patching is not enough. This is why some systems installed prior to Descember 2020 may still be using the “old” RFQ template.

Both these files are available for download : http://tmtransfer.no/download/V2/rfqecom.zip 

The “Old” RFQ excel template 

Only some of the information will be editable for the supplier filling out the RFQ excel sheet. The editable details in the template are indicated in this document in blue.

The “Old” RFQ template 

• Order head information available o PO Number o Vessel Name o Supplier Name o Currency (editable)
  1. Delivery date (editable)

• Order Line information avaialble o Component item is ordered for (gray text above each order line) o Order line number
  1. Ordered quantity  
  2. Item Name
  3. Supplier Ref (editable) o Item Price (editable) o Order Line Comment (editable)
  4. Delivery days (editable) o Maker o Maker’s part number o Item Specification o ISSA No  
  5. IMPA No

The “New” RFQ excel template 

Only some of the information will be editable for the supplier filling out the RFQ excel sheet. The editable details in the template are indicated in this document as well as the cells in the excel sheet in blue.

The “new” RFQ template  

• Order head information available o PO Number o Vessel Name o Invoice address o Invoice Tax No \ Bussiness registration no.
  1. Delivery Address o Supplier Name o Currency (editable) o Delivery date (editable) o Supplier Quote ref (editable) o Delivery Term (editable (code list)) o Port\Location (editable (code list))
  2. Payment Term (editable (code list))

o  

• Order Line details avaialble o Order Line number
  1. Ordered quantity o UOM
  2. Item Name o Maker o Makers type o Markers part no o Specification (Item) o ISSA No
  3. IMPA No
  4. Supplier ref (editable) o Quoted quantity (editable) o Quoted UOM (editable) o UOM Conversion rate o Qty (Converted to stock UOM) o UOM (Stock) o (Quoted) Price per UOM (editable) o Discount % (editable) o Total Discount o Total Price
  5. Lead time (days) (editable) o Comment (editable) o Component Code (item ordered for)
  6. Component Name o Component Maker o Component Maker’s type o Serial No.

The supplier may alter the Quoted quantity, to accommodate supplier minimum quantity. The supplier can also alter the quoted UOM, in cases where the “Stock UOM” used does not fit with how the supplier will supply the item. If the “Quoted UOM” is altered the supplier will need to enter a “UOM Conversion Rate”. I.E. If “Stock UOM” is “Litre”, and supplier quotes in “Barrels” the “UOM Conversion rate” could be 108 (1 Barrel = 158.9 Litre)

The ”new” RFQ sheet also allow the supplier to add additional or alternative items. These items will be added to the order if imported as “free text” order lines. The supplier can define\edit all the order line fields.