V9 - How can I use SOS to submit a Request for Quote (RFQ) to a vendor?

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SOS Inventory does not currently have a Request for Quote (RFQ) transaction form. However, the Template library (Configuration > Lists > Form templates > Template library) does have an RFQ template, called Request for Quote (PO Template), that can be used “as is” or modified. This template is intended to be used in tandem with purchase order transactions.  

 

The Form templates page provides step-by-step instructions on how to copy a system template from the Template library to your Form templates list, as well as how to download, customize, and add (import) a form template.

 

If you choose to customize the template, make sure that when you add the modified template to SOS Inventory, you select Purchase order as the Form type in the Form template pop-up window.

 

If you accept your vendor's quote, you can easily create a purchase order from your RFQ transaction.

 

Creating and emailing a Request for Quote

Once you have added your RFQ template to your Form templates list, use the steps below to create and email an RFQ.

1. On the Purchase orders list (Operations > Purchasing > Purchase orders), create a purchase order. Note the following:
   1. In the Purchase order # field, manually enter an RFQ prefix and number to distinguish it from your purchase orders on the Purchase orders list. 
   2. In the Comment field, note that the transaction is a Request for Quote.
       
2. To email the RFQ to the vendor, you have two options:
   1. Email the RFQ from within SOS. Use either Save and send (under the More button on the transaction's Edit page navigation bar)—or, on the Purchase orders list, locate the RFQ record and select Email under the Actions dropdown arrow. In the pop-up window, do the following:
      1. Change the Subject line and Message fields so that they say “Request for quote” instead of “Purchase order.”
      2. If desired, check the Send copy to me box to obtain a copy of the email sent.
      3. Choose your RFQ template from the Template dropdown list.
          
         edit_noteNOTE: Although the content of the system-generated PDF will say "Request for Quote," the file name of the attachment will still say "Purchase order."
      4. Select Send.
   2. Download a PDF of the transaction and send it to the vendor from your business email. 
      1. Select the PDF option under the RFQ record's Actions dropdown.
      2. Choose your RFQ template from the Template dropdown list and click Generate.
      3. This option allows you to change the file name before emailing the PDF. 
          
3. SOS will add the saved RFQ to the Purchase orders list, as well as the Sync queue. Since this transaction is not an actual purchase order, delete the RFQ from the queue so that it doesn't sync to QuickBooks.

 

Creating a purchase order from an RFQ

Once you and your vendor have reached an agreement, do the following:

1. Locate the RFQ record on the Purchase orders list.
   1. Click the RFQ transaction to open it for editing.
      1. Use the paper clip (attach_file) icon on the Edit page navigation bar to attach the file of the vendor's quote. For information on how to use this feature, refer to Attaching documents and files.  
      2. Save and close the transaction.
   2. Go again to the RFQ transaction record, then select Use as template under the Actions dropdown arrow to create a new purchase order from the RFQ.
       
2. On the purchase order:
   1. Make any changes needed to the purchase order. These could include changes to cost, added fees (such as shipping), as well as a note in the Comments stating that changes were made due to the acceptance of the quote.
   2. Reference the vendor's quote and your RFQ transaction number in the Vendor message field.
   3. Under the More button, select Save and keep editing to enable the paper clip icon.
       
      edit_noteNOTE: The purchase order generated via the Use as template action will initially show a grayed-out paper clip icon with a numeral encircled in red. Although a red circle normally indicates an attachment is tied to the transaction, it is not the case in this situation. As soon as the purchase order is saved, the red circle disappears. You must reattach the file of the vendor's quote to associate it with the purchase order. 
   4. Select the paper clip icon. Since the file of the vendor's quote is already in the system, simply search for its file name, then attach it to the purchase order.
   5. Save and email your purchase order when done.