4.3 Initiate a Quote

https://www.youtube.com/watch?v=bZRLS2q4vtw

Objective

To provide a clear and concise step-by-step guide for team members to effectively initiate an offer on a Request for Quotation (RFQ) and enter the necessary commercial details, ensuring accuracy and minimizing errors

Key Steps

1. Access the Offer Screen

   • Click the blue "Add an Offer" button to open the offer screen

2. Select the Factory

   • Choose the factory from which the offer is being made. For this RFQ, select "Factory 1" from the available options

3. Enter Payment Terms

   • Input the payment terms applicable to the offer

4. Input Shipping Cost (if applicable)

   • Enter any shipping costs associated with the offer

5. Add VAT

   • Include the Value Added Tax (VAT) in the designated field

6. Provide Offer Title (optional)

   • Enter a title for the offer, though this step is not mandatory

7. Set Expiration Date

   • Select the expiration date for the offer. If the consumer has requested a specific date (e.g., August 31, 2025), ensure this is entered. If a different date is chosen, a warning will appear, and you can reset to the original date if necessary

8. Input Contract ID (if applicable)

   • If a framework agreement exists, enter the contract ID in the designated field and click "Remember Contract ID" for future reference

9. Add Offer Description (optional)

   • Provide a verbal description of the offer if required, though this is not mandatory

10. Select IncoTerms

    • Choose the appropriate IncoTerms for the offer. If additional information is needed, enter it in the provided text box

11. Construct Pricing Matrix

    • Enter the quantity, price per unit, and lead time for each range of units. You can add multiple rows:

      • Example:

        • For 1-10 units: Price = €1000 each, Lead Time = 10 days

        • For 11-50 units: Price = €900 each, Lead Time = 15 days

    • The highest value in the "units to" column will determine the maximum quantity the consumer can order

12. Specify Items per Unit

    • In the bottom right of the pricing matrix, enter the number of items per unit (e.g., if you enter 10, the consumer will receive 10 items when ordering one unit)

13. Save Your Work

    • Click the save button to ensure all entered details are recorded

14. Next Steps

    • Prepare to respond to the scope of work items and the inspection and test plan items in the subsequent tasks

Cautionary Notes

• Ensure all fields are filled out accurately to avoid misunderstandings

• Double-check the expiration date and pricing matrix to prevent errors in the offer

• Be aware of any framework agreements that may affect pricing and terms

Tips for Efficiency

• Keep a checklist of required fields to ensure nothing is overlooked

• Regularly review previous offers for reference on pricing and terms

• Communicate with team members if unsure about any details, especially regarding terms and conditions