Requests for quotes (RFQs)

 

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 blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Microsoft Dynamics Marketing's Request for Quotes function helps improve the management of requests from quotes for vendors for Jobs, Campaigns and Events. Specifically it provides tools to quickly and easily create Requests for Quotes (RFQ Requests) and route them to specified Vendors. When the RFQ Request is ‘sent’ Vendors receive an alert and can use the RFQ Response page to respond to the RFQ. The RFQ Response page only displays the information for one Vendor. Automatic alerts notify Vendors and Requestors of key events (when a new RFQ is issued, when all Responses have been received, when a Vendor is selected and the RFQ is awarded). The ‘Award’ function enables users to specify the selected Vendor, to notify them and to create a PO with minimal effort. Additional features make it easy to compare Responses and to track savings.

The RFQ 'Process'

Microsoft Dynamics Marketing helps you manage the RFQ process:

  • Create a new RFQ. In 'Design' mode; the RFQ page facilitates the creation of multiple options; each containing multiple items.  Use RFQ templates to quickly create a new RFQ. For example you could request quotes from vendors for 10,000, 20,000 and 30,000 (the Options) each of a letter, order form and envelope (the items). Or you could request quotes for 10,000 copies of a direct mail package using 20 pound, 34 pound and 30 pound stock.

  • Select the vendors that you want to 'tender' or respond to the RFQ; when you are done, send the RFQ. Microsoft Dynamics Marketing automatically sends an email alert to each vendor contact you specify,

  • Track progress.  As Vendors respond, you can track their responses. Compare mode enables you to see the responses of all the vendors in a spreadsheet-style grid that makes it easy to compare the quotes. Once a vendor responds, the vendor can no longer edit their response (unless you 're-open/re-tender' the response to them).

  • Award the winner. In 'Review' mode you can select one vendor for each item and award the RFQ to that vendor. Microsoft Dynamics Marketing displays the selected options in a single column and displays the total cost. Microsoft Dynamics Marketing makes it easy to notify the winners... and losers.

  • Review your final selection. In 'Review' mode the grid displays the awarded items and enables you to create Purchase Orders for specified items.

Vendor Quotes Versus RFQs

Vendor Quote functions are designed to help users track and manage quotes from individual vendors.

  • To view RFQ Requests, users must have Edit/View RFQ Requests privileges. This is the privilege that should be granted to users who are preparing RFQs.

  • To view individual RFQ Responses, users must have Edit/View RFQ Responses privileges. This is the privilege that should be granted to vendors to enable them to respond to RFQs using the Web Portal.

  • To create RFQ templates and edit them, users must have Edit/View RFQ Templates privileges. Users with Edit/View RFQ Requests privileges can use templates but not make them or change them.

More information: Work with user accounts and staff contacts.

To work with RFQ requests, go to Budgeting > Quotes > RFQ Requests. This brings you to the RFQs 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.

  1. Choose the New button New button.

  2. Select a template or choose Submit to create a new RFQ .

  3. Enter the information.

    Field

    Description

    Status

    The system will update the status as the RFQ moves through the process. More information: Create custom drop-down values and folders

    RFQ

    Enter the name of the RFQ.

    Description

    Enter a description of the RFQ.

    Date & Time

    Enter or select the RFQ date and time.

    Due Date & Time

    Enter or select the due date and time.

    Requested By

    Select the Requested by contact.

    Type

    Select the RFQ type. RFQ types are user-defined and used to group similar RFQs. More information: Create custom drop-down values and folders

    Company

    Specify the company the RFQ is for.

    Expense Account

    Specify an Expense General Ledger account. An expense account is used when expenses and Purchase Orders are created.

    Currency

    If your Microsoft Dynamics Marketing site is configured to support multiple currencies, specify the currency to be used for the RFQ.

    User Defined Fields

    Microsoft Dynamics Marketing enables Administrators to set up User Defined Fields. More information: Configure user defined fields

  4. Choose Submit.

    The Vendors and Responses sections are displayed.

Options are sets of items that you want vendors to quote.

  1. To create a new option, choose the Add button New button.

  2. Enter the option name.

    System_CAPS_noteNote

    Option names must be unique for each RFQ.

Items are the specific things that you want vendors to quote.

  1. Choose the Add button New button.

    Microsoft Dynamics Marketing displays a data entry panel for the item.

  2. Specify the information about the item:

    Name

    Enter the item name. Item names are required and must be unique for each option.

    Lead Time

    Enter the Lead Time requirements.

    Description

    Enter the description/requirements.

    Program

    Specify the program the item is for.

    Campaign

    Specify the campaign the item is for.

    Event

    Specify the event the item is for.

    Job

    Specify the job the item is for.

  1. Choose the Vendors + button to expand the vendors section and display the Vendors grid.

  2. Type in the name of the vendor you want to send the RFQ to. If you select a contact, Microsoft Dynamics Marketing automatically fills in the company name of the vendor.

    You can specify the same vendor multiple times. As the RFQ moves through the process, Microsoft Dynamics Marketing will update the status so that users know whether the vendor has been sent the RFQ, viewed the RFQ, responded, etc.

  3. Send email messages to one or more vendors. Email messages are logged on the vendor's email tab and on the email tab of the RFQ for convenience.

    You can add vendors at any time (up to the time when the RFQ has been awarded).

  1. Select the vendors you want to remove by choosing their check boxes Check box symbol.

  2. Choose the Delete button Delete button.

    Microsoft Dynamics Marketing prompts you to confirm the deletion.

  3. Choose OK.

    Microsoft Dynamics Marketing removes the vendors.

Choose the Requirements + button to expand the Requirements section. Use the buttons and fields here to add, remove and edit requirements to your RFQ.

The Requirements grid has 3 display modes to make it easy for users to manage RFQs:

  • Select 'Design' on the mode selector pull-down menu to enter options and items. 'Design' mode enables users to create multiple options; each containing multiple items. For example you could request quotes from vendors for 10,000, 20,000 and 30,000 (the options) each of a letter, order form, and envelope (the items). Or you could request quotes for 10,000 copies of a brochure using 20 pound, 34 pound and 30 pound stock. Design mode is the default mode when a new RFQ is being created and before the RFQ has been sent. Requirements are editable in Design mode.

  • Select 'Award' on the mode selector pull-down menu to review vendor responses. Award mode is most useful during the award process during which the winner vendors are selected. Award mode provides an interface optimized for the comparison of the vendor responses. This is the default mode once an RFQ has been sent. Requirements are read-only in Design mode.

  • Select 'Review' on the mode selector pull-down menu to view the awarded vendors responses. Review mode provides an interface optimized for the review of the awarded RFQ. This is the default view once an RFQ has been awarded.Users can switch modes as needed. Requirements are read-only in Design mode.

Once a vendor has submitted their response, the vendor can no longer edit it.  

  1. Select vendors by choosing their check boxes Check box symbol

  2. Choose the Update button Update button.

Microsoft Dynamics Marketing automatically creates RFQ Responses when users create RFQs.

  1. Go to Budgeting > Quotes > RFQ Responses.

  2. Choose the RFQ Response you want.

  3. Choose each item and enter your response including the lead time and price.

  • Choose the Save button to save your changes and continue to work on the RFQ Response. Or,

  • Choose the Close button to save your changes and close the RFQ Response page.

  1. Choose Files, then choose the Upload button Upload button. More information: Manage your digital assets

  1. Choose the Tender button.

    Microsoft Dynamics Marketing will prompt you to confirm the deletion. Once you tender the RFQ, it can no longer be changed.

  2. Choose OK.

Only the Requester can reopen a response.

  1. Contact the requester using the provided contact information (phone, email, etc.).

  2. The requester will notify you when the RFQ response has been re-opened.

Files that are uploaded from the Files tab of an RFQ response are linked to both the RFQ Response dashboard and the RFQ Request dashboard and have the following default security settings:

  • Responding Vendor Contact: Can View/Can Edit.

  • RFQ Requester: Can View/Can Edit.

  • All Other Users: Can’t View /Can’t Edit.

Each item can be awarded to a different vendor.

  1. Select one or more items you want to order by choosing their check boxes Check box symbol.

  2. Choose the Awarding button.

    Microsoft Dynamics Marketing changes the status of the item to Awarded and prompts the user to send the vendor an email message about the award.

System_CAPS_tipTip

Create an email template so that users do not have to type in the award notification email again and again.

Choose the Send button.

Microsoft Dynamics Marketing sends the vendor contacts specified on the RFQ an email message containing a hyperlink to the RFQ Response page. Once the RFQ has been sent, the vendor's response will appear in the Reponses grid.

  1. Switch the grid to Award mode.

  2. Select the items that you want to include in the PO.

    System_CAPS_noteNote

    All the items must be associated with the same vendor.

  3. Choose the Make PO button.

    Microsoft Dynamics Marketing makes the PO. More information: Manage purchase orders

  1. Switch the grid to Award mode.

  2. Select the items that you want to include in the expense.

    System_CAPS_noteNote

    All the items must be associated with the same vendor.

  3. Choose the Make Expense button.

    Microsoft Dynamics Marketing makes the PO. More information Track costs of items, media, and services purchased from vendors

RFQ templates enable users to create standard RFQs that can be used again and again. Use RFQ templates to save time, reduce data entry, and improve quality, completeness and consistency.

Microsoft Dynamics Marketing displays all available RFQ templates.

  1. Choose the Add button New button.

  2. Enter the information.

    Field

    Description

    Organization

    If your Microsoft Dynamics Marketing site is using multiple organizations, you must specify the organization that is issuing the RFQ. More information: Create custom drop-down values and folders

    Status

    The system will update the status as the RFQ moves through the process.

    Name

    Enter the name of the RFQ template.

    Description

    Enter a description of the RFQ template.

    Date & Time

    Enter or select the RFQ date and time. When the RFQ template is used to create a new RFQ, Microsoft Dynamics Marketing will default the date of the RFQ to the current date.

    Due Date & Time

    Enter or select the due date and time. When the RFQ template is used to create a new RFQ, Microsoft Dynamics Marketing will default the due date of the RFQ such that the duration of the time between the Date and Time and the Due Date is the same as the duration of the template.

    Requested By

    Select the Requested By contact.

    Type

    Select the RFQ type. RFQ types are user-defined and used to group similar RFQs.

    Company

    Specify the company the RFQ is for.

    Expense Account

    Specify an Expense General Ledger account. An expense account is used when expenses and Purchase Orders are created.

    Currency

    If your Microsoft Dynamics Marketing site is configured to support multiple currencies, specify the currency to be used for the RFQ.

    User Defined Fields

    Microsoft Dynamics Marketing enables Administrators to set up User Defined Fields.

  3. Choose Submit.

    The Vendors and Responses sections are displayed.

Microsoft Dynamics Marketing enables Administrators to set up User Defined Fields. More information: Configure user defined fields

When an RFQ gets canceled the requester will send an email notification. The RFQ Response will no longer be editable.

Change the status to Canceled.

Vendors will no longer be able to respond to RFQs and the RFQ will be removed from their RFQ dashboard.

Microsoft Dynamics Marketing will prompt you to notify vendors that have already responded to the RFQ that it has been canceled.

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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