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Create and send requests for quotation [AX 2012]

Updated: January 2, 2014

Applies To: Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Use this procedure to create and send requests for quotations.

  1. Click Procurement and sourcing > Common > Requests for quotations > All requests for quotations.

  2. On the All requests for quotations list page, on the Action Pane, click Request for quotation to create a new request for quotations (RFQ).

  3. In the New request for quotation form, select a purchase type from the following options:

    • Purchase order - An agreement to purchase a specific quantity or value of product from a vendor.

    • Purchase agreement – An agreement to purchase a specific quantity or value of product over time. If you select this kind of purchase, you must select the date range that applies to the purchase agreement and the name of the person who manages the purchase agreement.

    • Purchase requisition – This type is automatically selected if you create an RFQ directly from a purchase requisition. If you select this type, you get an error message.

  4. In the Currency field, select the currency. The default is the currency of the legal entity.

  5. In the Delivery date field, select the date by which you want to receive the items.

  6. In the Expiration date field, select the expiration date for the RFQ.

  7. In the Project ID field, select a project if the items in the RFQ are for a project.

  8. Click Delivery address, and then specify a delivery address if the delivery address differs from the legal entity address.

  9. In the Buyer group field, select an optional buyer group for the requester of the items.

  10. In the Language field, select the language in which you want to receive replies to the RFQ. A vendor can change the language in the reply.

  11. Click OK to create the RFQ. The information is transferred to the Request for quotation header. The status of the RFQ is Created.

  12. In the Request for quotation details form, on the Request for quotation lines FastTab, select a line type:

    1. Item – An item that is tracked as inventory in Microsoft Dynamics AX and has an item number. Item is the default line type.

    2. Category – An item selected from a procurement category.

  13. Enter information, such as inventory dimensions, quantity, unit, price, and discount information, for the line. Leave the fields blank if you want the vendor to provide the information.

    NoteNote

    The RFQ expiration date and requested delivery date are copied from the Request for quotation header. You can change the dates for each line.

  14. Click Add line, and then repeat steps 12 and 13 to add more lines.

  15. Click the Vendor tab in the upper pane to add vendors to the RFQ.

  16. On the Vendor FastTab, select a vendor in the Vendor account field. The contact information is added to the RFQ. The status is Created. This means that the vendor information has been saved in the RFQ, but you have not sent the RFQ to the vendor. You can add a vendor to an RFQ regardless of the vendor status.

    NoteNote

    Vendor-specific information, such as payment terms and currency, is not included in the RFQ.

  17. Repeat step 16 to add more vendors.

  18. You can attach documents to an RFQ header and lines. To attach a document to an RFQ header, on the Action Pane, click Attachments. To attach a document to an RFQ line, on the Request for quotation lines FastTab, click the Documents icon on the line. For more information, see Document handling (form).

Use this procedure to send and print an RFQ and RFQ reply sheets. RFQ reply sheets contain fields to be filled in by the vendors that you send the RFQ to. One RFQ and RFQ reply sheet is printed for each vendor, and an RFQ journal is created. The RFQ journal contains both the RFQ and the RFQ reply sheet.

  1. Click Procurement and sourcing > Common > Requests for quotations > All requests for quotations.

  2. Select an RFQ to send. The status of the RFQ must be Created.

  3. On the Action Pane, click Send to send an RFQ to the vendors selected in the RFQ.

  4. In the Sending request for quotation form, verify that the vendors in the list are the ones that you want to send the RFQ to. To remove the vendors that you do not want to send the RFQ to, select the vendor, and then click Delete.

    NoteNote

    The vendors that you remove by using the Sending request for quotation form are not removed from the RFQ.

  5. In the lower pane, select the RFQ lines to send to a specific vendor.

  6. Click Print, and then select the Print request for quotation check box to print the selected RFQ.

  7. Select the Print request for quotation reply sheet check box to print an RFQ reply sheet. For more information about how to define fields in the RFQ reply sheet, see Define request for quotation replies.

  8. Select the Print request for quotation prices/amounts check box to print prices and amounts on the RFQ.

  9. Click OK to print the RFQ and the RFQ reply sheet.

    One RFQ for each vendor will be printed where the lines have the lowest status of Created or Sent and the highest status of Created or Sent. Canceled lines and lines with registered replies will not be printed. RFQ journals are created every time that an RFQ is updated by using the Sending request for quotation form.

About requests for quotation
About request for quotation statuses
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