Modify a request for quotation

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

You can add attachments to a request for quotation (RFQ), add or remove vendors, change RFQ line information, and amend and resend an RFQ that has already been sent to vendors.

Note

This topic includes information about features that were added or changed for Microsoft Dynamics AX 2012 R3. It also includes information about features that were added or changed for Microsoft Dynamics AX 2012 R3 Cumulative Update 8.

Attach a document

Use this procedure to add one or more attachments to an RFQ that you have not sent to vendors yet. If the RFQ has been sent to vendors, see “Add or modify information in a sent RFQ” later in this topic.

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

  2. Select or open the RFQ you want to modify.

  3. On the Action Pane, click Attachments.

  4. On the Action strip, click New.

  5. Select the type of attachment that you want, and then select the item.

  6. Click Close.

Add or modify information in a sent RFQ

Use this procedure to amend and resend requests for quotation (RFQ) that have already been sent to vendors.

Changes to RFQs and RFQ replies (bids) are limited by the lowest and highest statuses on an RFQ header. When you change the information on an RFQ line or an RFQ reply line, the change is automatically reflected in the status of the RFQ header or RFQ reply header.

Important

In AX 2012 R3 CU8, if the Lock RFQs when they are sent check box is selected in the Procurement and sourcing parameters form, see “Amend an RFQ in AX 2012 R3 CU8” later in this topic.

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

  2. Select or open the RFQ you want to amend.

  3. On the Action Pane, click Edit.

  4. Modify the lines in the RFQ and/or header as needed.

  5. (Optional) To add an attachment, on the Attachments FastTab, click Attachments. Click New, select the type of attachment that you want, and then select the item. Click Close. Click Add, and then type a name and description of the attachment.

    Note

    Vendors that are not using the Vendor portal are unable to view attachments to the amendment.

  6. To resend the amended RFQ, on the Action Pane, click Send.

Amend an RFQ in AX 2012 R3 CU8

In AX 2012 R3 CU8, if the Lock RFQs when they are sent check box is selected in the Procurement and sourcing parameters form, use this procedure to amend RFQs that you want to resend or republish. If Lock RFQs when they are sent is not selected, you can follow the steps in “Add or modify information in a sent RFQ” earlier in this topic.

Note

This procedure uses a wizard and treats the RFQ as a whole. All lines on document are affected, and you can’t send specific lines to specific vendors.

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

  2. Select or open the RFQ you want to modify.

  3. On the Action Pane, in the Amendment group, click Create.

  4. Modify the lines in the RFQ or the header as needed.

    Important

    You can add more line items to the RFQ. However, if there have already been bids on the RFQ, you first have to use the steps in this procedure to cancel the RFQ and return the bid, and then create a second amendment to add the line items.

  5. (Optional) To add an attachment, on the Attachments FastTab, click Attachments. Select the row representing the current amendment, select the type of attachment that you want, and then select the item. Click Close. Type a name and description of the attachment.

    Note

    This attachment relates specifically to the amendment. The Attachments button on the Action Pane is still available but typically applies to the base RFQ.

  6. To cancel your changes and revert the RFQ to its previous state, on the Action Pane, click Cancel.

  7. When you’re done with your changes, on the Action Pane, click Finalize.

  8. Follow the instructions in the Finalize amendment (%1) - Case ID: %2, Document title: %3 wizard.

    This wizard finalizes the changes, invalidates any previous bids, and sends the amended RFQ to any invited vendors.

    Note

    • Vendors that are not using the Vendor portal are unable to view attachments to the amendment.

    • If the Public Sector configuration key is selected, any RFQ that was originally published on the Vendor portal will be published in its amended state, visible to all vendors who use the portal, and a notification email will be sent to vendors who are included on the RFQ. If the Public Sector configuration key is not selected, you have the choice of sending the email notification.

    • You can create an email template. Click Organization administration > Setup > E-mail templates. For more information, see Set up alert email templates in HTML.

Add a vendor to an RFQ

Use this procedure to add a vendor to an RFQ. You cannot add vendors to an RFQ if you have accepted or rejected bids for all lines in the RFQ. If you have rejected all the lines from the existing vendors, you must create a new RFQ to send to a new vendor.

If you add a vendor to an RFQ where the lowest status is Received and the highest status is Accepted, the lowest status on the header changes to Created.

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

  2. Use the filter options to find the RFQ that you want to modify, and then open it.

  3. In the Request for quotation details form, on the Action Pane, on the Quotation tab, click Edit.

  4. On the Vendor FastTab, click Add.

  5. In the Vendor account field, select a vendor.

    The vendor contact information is copied to the RFQ line. The lowest status for the RFQ changes to Created.

  6. On the Action Pane, click Send. The RFQ is sent to the vendors that are specified.

    Note

    In AX 2012 R3 CU8, if the Public Sector key is selected, click Publish to Vendor portal. The RFQ will be sent to the specified vendors and appear in the Open requests for quotations list on the Vendor portal.

Remove a vendor from an RFQ

Use this procedure to remove a vendor from an RFQ. You can remove a vendor from an RFQ only when the status for the vendor is Created. You cannot remove a vendor after you have sent the RFQ to the vendor.

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

  2. Select or open the RFQ that you want to modify.

  3. In the Request for quotation details form, on the Action Pane, on the Quotation tab, click Edit.

  4. On the Vendor FastTab, select a vendor line where the highest status is Created, and then click Remove.

Delete an RFQ line

Use this procedure to delete specific lines from an RFQ. You can delete lines only when the lowest status and highest status of the RFQ line are Created (that is, you have not sent or published the RFQ).

Warning

If you delete the whole RFQ, all lines are deleted regardless of their status. For more information, see Delete requests for quotation.

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

  2. Select or open the RFQ that you want to modify.

  3. In the Request for quotation details form, on the Action Pane, on the Quotation tab, click Edit.

  4. On the Request for quotation lines FastTab, select the check box for the line that you want to delete, and then click Remove.

Change the requested delivery date

Use this procedure to change the requested delivery date on an RFQ header, which applies to the RFQ or on an individual RFQ line. You can change the delivery date on an RFQ header at any time. You can change the delivery date on an individual RFQ line only if you have not registered replies to the RFQ.

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

  2. Select or open the RFQ that you want to modify.

  3. In the Request for quotation details form, on the Action Pane, on the Quotation tab, click Edit.

  4. Follow one of these steps:

    • On the Request for quotation header FastTab, in the Delivery date field, change the date. Depending on how you configure the RFQ form and lines, the delivery date is copied to the RFQ lines. For more information, see Update request for quotation lines (form).

    • On the Request for quotation lines FastTab, select the line, and then, in the Delivery date field, change the date.

  5. On the Action Pane, click Send. The RFQ is sent to the vendors that are specified.

    Note

    In AX 2012 R3 CU8, if the Public Sector key is selected, click Publish to Vendor portal. The RFQ will be sent to the specified vendors and appear in the Open requests for quotations list on the Vendor portal.

Return a bid to a vendor

Use this procedure to request additional items or information from the vendor or modify items that have already been bid on.

  1. Click Procurement and sourcing > Common > Requests for quotations > Request for quotation replies.

  2. Open the bid that you want to work with.

  3. In the Request for quotation reply form, on the Action Pane, click Enter reply.

  4. Modify the lines in the RFQ or header as needed.

  5. (Optional) To add an attachment, on the Action Pane, click Attachments. On the Action strip, click New, select the type of attachment that you want, and then select the item. Click Close.

  6. To resend the RFQ to the vendor, on the Action Pane, click Return.

  7. In the Resending request for quotation form, in the lower pane, select the lines in the bid that you want to resend.

  8. Click Parameters, and then in the Reason ID field, enter a reason code.

  9. To print the RFQ return sheet, click Print, and then select the Print return request for quotation reply check box.

  10. Click OK to update the bid and to print the return bid sheet to send the vendor.

See also

About requests for quotation

About request for quotation statuses

Request for quotation details (form)