Vendor quotes

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the customer FAQ. You can also read the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

The Vendor Quote functions in Microsoft Dynamics Marketing are designed to help users track and manage quotes from individual vendors.

How vendor quotes work

  • Users can select a vendor to whom a vendor quote should be sent. For example, you might want to get a quote on printing 500,000 copies of a brochure.

  • The user creates a vendor quote which contains the requirements or specifications of items and services that are needed.

  • If the vendor is a web portal user, an automatic alert can be generated that will be sent to the vendor when the vendor quote is 'Open for Tender'. The vendor can login to the web portal and access the vendor quote.

  • Use the Vendor Quote copy function to copy a vendor quote so that it can be sent to different Vendors. Note that vendor quotes can be associated with jobs, campaigns, programs and events, to make them easy to find and manage.

  • Vendors can tender ("submit a quote") quotes via the web portal. Once a vendor tenders a vendor quote (by choosing the Tender button) it is locked from further changes by the vendor.

Tender/open for tender

When a vendor provides a response to a vendor quote via the web portal, the vendor must tender the response. When the vendor chooses the Tender button, Microsoft Dynamics Marketing alerts the requested by contact and the requested for contact that a response has been submitted and locks the response from further editing. Users with the vendor quote Manager User role can re-open a vendor quote for tender by choosing the Open for Tender button, which unlocks the response field so that the vendor can update it. Each time a vendor quote is tendered or re-opened for tender, Microsoft Dynamics Marketing logs the action and sends the appropriate alert.

System_CAPS_importantImportant

Vendor quotes do not post to the general ledger.

To work with vendor quotes, you must have Edit/View Vendor Quotes, Edit/View Vendor Quote Templates and/or Edit/View Vendor Quote Manager privileges. More information: Work with user accounts and staff contacts.

System_CAPS_importantImportant
  • Once a vendor quote has been tendered the vendor response field cannot be edited, even by users with the Edit My/Edit All Vendor Quotes privilege. A user with the Vendor Quote Manager privilege must re-open the vendor quote for tender to make the Vendor Response field editable by users.

  • To be able to 'untender' vendor quote, users must have Vendor Quote Manager privileges.

To work with vendor quotes, go to Budgeting > Quotes > Vendor Quotes. This brings you to the Vendor Quotes list page, which provides many of the standard controls for searching, sorting, filtering, adding, removing and viewing items in the list, plus other common features. See Learn how to work and get around in Microsoft Dynamics Marketing for details about how to use these common controls.

Whenever you create or edit a vendor quote, the settings described in the following table are provided.

Field

Description

ID

Microsoft Dynamics Marketing displays a unique ID number for each vendor quote. The ID number is displayed once the vendor quote is saved by choosing Save.

Status

Select a status for the vendor quote. More information: Create custom drop-down values and folders

Vendor

Select a contact.

Vendor Tracking #

Enter the vendor's tracking number or code. Note: This tracking # is not the Microsoft Dynamics Marketing tracking ID; it is the tracking # provided to you by your vendor.

Requested by

Select a contact.

Requested for

Select a contact.

Company

Select the company the vendor quote is for from the pull-down menu.

Division

Select the division the vendor quote is for from the pull-down menu.

Department

Select the department the vendor quote is for from the pull-down menu.

Location

Select the location the vendor quote is for from the pull-down menu.

Component

Specify the component for the vendor quote. Components are the things you create: brochures, business cards, letters, webpages, and so on.

Report Template

Select the report template from the down-down menu.  

Request

Enter information about the request by choosing the Edit button Edit button.

Response

Enter the vendor's response by choosing the Edit button Edit button.

Vendor Total

Enter the total cost of the quote if the vendor quote has a single total.

Date

Enter the vendor quote date.

Need by Date

Enter the date the vendor should acknowledge receipt of the vendor quote.

Ship to

Select a contact.  

Program

Select the program this vendor quote is for.

Campaign

Select the campaign this vendor quote is for.

Event

Select the event this vendor quote is for.

Job

Select the job this vendor quote is for.

Task

Select the task this vendor quote is for.

Currency

If you are using multiple currencies, select the currency to be used.

Advertisement

Specify which advertisement is used when the vendor quote is created.

Account

Select the expense account that the vendor quote is posted to.

To route RFQ for approval:

  1. Select the vendor quotes you want to route by choosing their check boxes. Check box symbol

  2. Choose the Approval button. Microsoft Dynamics Marketing opens the approval request page. More information: Manage review and approval routing

    System_CAPS_noteNote

    Depending on how options are set up, you might see additional buttons.

Financial and general ledger accounts are designed for marketing budget management only. Financial features are restricted to the limits stated in the Security and Financial Disclaimer. Microsoft Dynamics Marketing is not designed to comply with country/region-specific laws, regulations, or common business practices.

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