Quote Summaries - Intergraph Smart Materials - Version 2020 (10.0) - Help - Hexagon PPM

Intergraph Smart Materials Classic Help (2020)

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Smart Materials/Smart Reference Data Version
2020 (10.0)

On the P.30.22 Commercial Evaluation screen, the Quote Summaries tab shows the accumulated prices for the actual quotes for each bidder. Because a quote contains much more price information than only the quote detail prices, the Quote Summaries tab offers many price columns. The prices shown on this tab are calculated from the quote details as well as from other costs on the header and detail levels.

The tab provides additional functionality to archive, approve a quote, reverse the approval of a quote, create a PO requisition from a quote, and perform the awarding, that is, the bidder selection.

The Quote Summaries tab is also the starting point for the maintenance of the quote details, attachments, other costs, and so forth. Double-click on the Bidder, Company Name, or Company fields to open Window 2 where you can access all of this data. For more information, see Quote Detail CE.

If you delete the quote of a bidder, the assignment of this bidder is also deleted from the Bidders tab of P.30.21 Prepare RFQ. A quote can only be deleted if the approval process has not been started and the quote is not approved.

If the project default ZP_VIRTBID is set to Y, that is, you are working with virtual bidders, an additional virtual bidder is displayed as the last bidder representing the best bid.

The virtual bidder’s data cannot be changed or deleted in any way. The virtual bidder’s quote does not have any quote details, so you cannot open Window 2 by double-clicking in the Bidders field.

The Ordered by field on the top of the tab shows by which fields the displayed records are sorted. By default, the records are ordered by bidder. To change the order criteria, you can either click the Order By ... button at the bottom, or select the appropriate command from the shortcut menu available on the field level. For more information, see Core Workflow Screens.

The name of the bidder is shown in the Bidder field, with the bidder’s company in the Company Name and Company fields. You can double-click in any of these fields to open Window 2 with the quote details. For more information, see Quote Detail CE.

The buyer assigned to this inquiry and bidder is displayed in the Buyer field.

The number of alternates that have been created for this quote is shown in the Alt field. Alternates can only be created on the quote detail level.

The Will Bid indicator shows whether the bidder will submit a bid.

The No Bid indicator shows whether the bidder will not provide a bid for this inquiry. If No Bid is marked, the supplier has decided not to bid on any of the inquiry line items. You cannot set this indicator if any quote detail has been selected for this bidder. If the supplier has selected No Bid (in the Portal), the reason is displayed in the Decline Reason and the optional comment in the Decline Reason Comment box. If you select No Bid here on P.30.22 (on behalf of the supplier), you must select a reason from the list in the Decline Reason box (see Decline Reasons for reason definition). Optionally, you can add a comment in the Decline Reason Comment box.

The RFIs Submitted indicator shows if the RFIs of the bidder have been submitted.

The All RFIs Answered indicator shows if all questions of the bidder's RFIs have been answered.

The Rejected indicator shows if this quote has been rejected. To reject a quote, you must select the Rejected check box or enter a date in the Reject Date field on the Overview sub-tab of the Commercial Evaluation tab. If a quote has been rejected, none of its quote details can be awarded to this bidder.

The Manual indicator shows if the cost summary fields can be updated manually or not. Prices and costs can only be updated manually as long as the approval process has not been started, the quote has not been approved, and no quote detail has been assigned to the bidder. If this check box is marked, you can change the value of the following fields:

  • Total Price

  • Quote Detail Costs

  • Total Other Costs

  • Evaluation Costs

  • Overall Disc. Amount

  • Overall Disc. %

  • Validity Date

If this check box is not marked, you cannot apply any changes to these summary fields.

When you manually change the value of any of the above mentioned fields, you will be asked whether you want these changes to be applied to the quote details and other costs when committing the changes.

If you click Yes to agree, the costs on the quote detail and other cost levels are modified accordingly so that the totals of the quote details and other costs equal the values on the quote summary level. The identification of the quote as being manual is reset; that is, the Manual indicator is cleared, and the summary fields can no longer be updated. For further updates, you must select the Manual check box again.

If you click No, that is, you do not apply the changes on the quote detail and other cost levels, the quote remains marked as Manual, and the totals do not reflect the totals of all quote details and other costs.

The example below illustrates the manual function.

On the quote summary level, the actual values are (reflecting the totals on the quote detail and other cost level):

Quote Detail Costs

Total Other Costs

Total Price

1000

200

1200

On the quote detail level, the extended price looks like the following:

Seq 1

Seq 2

500

500

If you now select the Manual check box, enter 800 as the new value in the Quote Detail Costs field, and let the software apply this change to the quote details, the result will be the following:

On the quote summary level:

Quote Detail Costs

Total Other Costs

Total Price

800

200

1000

On the quote detail level:

Seq 1

Seq 2

400

400

The unit price is adjusted accordingly. The procedure works in the same way for other costs and evaluation costs.

The advantage of this option is that any discount offered by the bidder is later on automatically copied over when an agreement based on this quote is created.

If the old total costs value was 0 (zero), the new total costs are distributed equally to all quote details. In this case, only quote details are taken into account for which the No Bid check box is not selected, the alternate number of which is 0 (zero), and for which no splits are created.

In the case of old other costs or evaluation costs of 0 (zero), the new other costs or evaluation costs are not copied over at all. These costs are reset to 0 (zero) on the quote summary level. The functionality of manually entering prices and costs on the header level was primarily implemented for applying discounts based on prices and costs already entered in the software and not for populating prices to quote details and other costs.

The Sel indicator shows whether any quote detail of this quote has been selected on the Awarding tab.

The Last Access by Bidder field shows the date and time when the bidder has last accessed the inquiry in the Portal.

The Quantity Mismatch field shows the number of line items with quoted quantity not matching the released quantity. You can double-click in the field to open window 2, where you can view and update the quantities.

The Currency field displays the currency for the quote prices and costs. If currencies have been assigned on the quote detail level or to other costs that differ from the currency of the quote and for which no exchange rate has been defined, the field is shown with a magenta background color. The exchange rate can be defined either on the Exchange Rates tab of P.30.21 Prepare RFQ or on the A.10.13 Unit to Unit screen. You can double-click in this field to open the A.10.12 Units of Measure screen where currencies are defined.

The Total Price field displays the total costs of the quote, that is the sum of quote detail costs, packing prices, and total other costs. For the calculation of the total price, the cheapest alternate is taken into account, if alternates exist at all. Quote details for which no bid has been returned are not considered. If the Manual check box is selected, you can manually enter the total price. For more information, read the description of the Manual check box above. You can double-click in this field to open the Quote Details tab to maintain the prices on the quote detail level.

The Price Index field displays the price index of the quote. The index of the cheapest bid is set to 100%. The index of all other bids is calculated based on this cheapest bid. The price index of all other quotes will be greater than 100%. For this calculation, only quotes that have not been rejected, for which a bid has been returned, and for which prices have not been entered manually (Manual indicator is not marked) are taken into account. For the other quotes, the price index is set to 0%. To be able to compare the different quotes with each other, the total prices are converted to the currency of the inquiry if necessary. If a conversion is required, the exchange rates provided for the inquiry on the P.30.21 Prepare RFQ screen are used. Exchange rates missing on P.30.21 will be looked for on the A.10.13 Unit to Unit screen. If no conversion factors can be found at all, the price index of such a quote will be set to -1.

If you change the discount percentage or discount amount for a quote summary, the price index is only adjusted after you click the Save button to commit your changes.

The Quote Detail Costs field displays the sum of discounted prices of all line items for the quote minus the discount defined on the quote summary level (assigned other costs). The discount defined on the quote summary level is applied to the net prices of the quote details. For virtual bidders, only the sum of the discounted prices of all line items is shown here. If alternates have been entered, the cheapest alternate is taken into account. Quote details for which no bid has been returned are not considered. If the Manual check box is selected, you can manually enter the quote detail costs. When the costs are modified, the discount amount and the total price are automatically recalculated correspondingly. For more information, read the description of the Manual check box above. You can double-click in this field to open the Quote Details tab to maintain the prices on the quote detail level.

The Total Other Costs field displays the sum of the other costs on the quote detail level plus the other costs on the quote summary level minus discounts that have to be applied to other costs. Other costs that have been marked as evaluation costs are not included in this total. For the virtual bidder on the header level, the other costs are copied over from the bidder (not rejected) with the lowest other costs. If alternates have been created for a quote detail, the other costs of the cheapest alternate are used in this calculation. Quote details for which no bid has been returned are not taken into account. If the Manual check box is selected, you can manually update the total other costs. When these costs are modified, the total price of the quote is automatically recalculated correspondingly. For more information, read the description of the Manual check box above. You can double-click in this field to open the Quote Details tab to maintain the other costs on the quote detail level.

Select the base for discount calculation from the drop-down list in the Discount Base field. By default, the Discount % field is the base for the discount calculation. When any values such as the quantity or the unit price are modified, the value of Discount % will be used to calculate the new discount amount. If the calculation base is set to Discount Amount, the discount amount remains fixed and is used to calculate the new discount percentage when values such as the quantity or the unit price are modified. Depending on the setting of the discount base, you can either update the Discount % or the Discount Amount field. If the discount base is set to Discount Amount, the Discountable check box will be cleared for all other costs that have been assigned on the quote summary level. Thus, no discount is applied to the other costs. If you want the discount to also be applied to the other costs, you must set the discount base to Discount % or reset all discount values and define the discount on the other cost level.

The Discount % field displays the discount in percent granted by the bidder. When a discount percentage is entered, the discount amount is automatically calculated. The discount is applied to the net prices of all quote details and all other costs on the quote summary level that have been marked as being discountable. In the case of alternates, only the cheapest one is taken into account.

  • The discount percentage can only be modified if the discount base is set to Discount %.

  • The discount is also applied to all other costs that have been marked as discountable provided the discount base is Discount %. But the corresponding discount amount is not included in the value of the Discount Amount field.

  • The value of the total other costs will only be refreshed when you click the Save button to commit your changes.

Alternatively, discounts can be defined by assigning other costs with a negative other cost percentage to the quote summary. You can either use the Discount % and Discount Amount fields or define discounts on the other cost level. You cannot use both features. If discounts have been entered on the other cost level, the Discount Base, Discount %, and Discount Amount fields cannot be changed. If discounts have been entered in the Discount % and Discount Amount fields, you cannot define discounts for the quote summary on the other cost level.

The Discount Amount field displays the discount amount granted by the bidder. The discount amount can only be modified if the discount base has been set to Discount Amount. When a discount amount is entered, the discount percentage is automatically calculated. The discount is applied to the quote details costs and the total of all other costs (discount % = (discount amount * 100) / (quote detail costs + total other costs)). In the case of alternates, only the cheapest alternate is taken into account.

The Evaluation Costs field displays the total other costs on the header and detail levels that have been marked as evaluation costs. These costs are not included in the total other costs. For the virtual bidder on the header level, the evaluation costs are copied over from the bidder (not rejected) with the lowest evaluation costs. If the Manual indicator has been selected, you can modify the evaluation costs. For more information, read the description of the Manual check box above. You can double-click in this field to open the Quote Details tab to maintain the other costs and evaluation costs on the quote detail level.

The Overall Disc. Amount field displays the sum of the discount amounts. Discount amounts can be found on the quote summary and quote detail levels in the Discount Amount field and on the other cost level for quote summaries and quote details in the form of other costs with a negative value in the Other Cost % field. Discounts defined on the quote detail level applied to other costs assigned on the quote detail level with the Discountable indicator selected are also included in this overall discount amount. If alternates have been created for a quote detail, the discount for the cheapest alternate is used. Quote details for which no bid has been returned are not taken into account. If the Manual check box is selected, you can manually update this field. When the value is changed, the Overall Disc. % and Total Price are automatically recalculated correspondingly. For more information, read the description of the Manual check box above.

The Overall Disc. % field displays the percentage of the discount. This percentage can be entered manually if the Manual check box is selected. When the value is changed, the Overall Disc. Amount and Total Price values are automatically recalculated correspondingly. For more information, read the description of the Manual check box above. Otherwise, the percentage is determined by the total price and the overall discount amount for the quote summary on the one hand and the overall discount amount that has been calculated for the quote summary on the other hand ((overall discount amount * 100) / (total price + overall discount amount)).

You can enter the interest rate used to calculate the cost of money in the Interest Rate field.

The Restocking % field displays the restocking costs in percent. If the restocking costs in percent are identical for all quote details, this value is shown here. Otherwise, the field remains empty.

You can enter the percentage by which prices will increase after the validity end date of the quote in the Escalation % field, with an additional comment or notice for the escalation in the Escalation Notice field.

The Pricing Type field can be used to assign pricing types defined on P.10.66 Pricing Types.

If you create an agreement based on a quote summary, the pricing type is copied from the quote summary and displayed on P.50.01 Agreements: Window 4. You can change the pricing type here.

In the Validity field, you can enter the number of days the bidder will guarantee the price. When you enter a validity, the validity date is automatically filled by the quote date plus the validity. If, for example, the quote date is 10-MAR-2011 and the validity is 14 days, the validity end date will be set to 24-MAR-2011.

The Validity Date field displays the date on which the validity of this quote ends, that is, the date up to which the bidder will guarantee the prices. The validity date is automatically calculated as the quote date plus the validity when you enter the validity. If the Manual indicator is selected, you can manually insert a validity date.

The Incoterm field displays the incoterm and the delivery place of the quote details. If different incoterms or delivery places have been assigned to the quote details, 'x different' will be displayed instead. You can double-click in the field to open the Quote Details tab to maintain the incoterms and delivery places of the quote details.

The Payment Terms field displays the progress payment events assigned to the quote summary. If more than one event has been assigned, the number of events will be displayed instead in the form of ‘x diff’. You can double-click in this field to open the Prog Pay Events tab to maintain these progress payment events.

The Req Delivery Date field displays the required delivery date of the material. If different delivery dates have been set for the quote details, 'x diff' will be displayed instead, with x replaced by the number of different dates. To see the required delivery dates on the quote detail level, you can double-click in this field to open the Quote Details tab.

The Total Weight field displays the total weight of the quote as the sum of all item weights. If alternates have been created for a quote detail, the weight for the cheapest alternate is used. Quote details for which no bid has been returned are not taken into account.

The Weight Unit field shows the unit for the total weight.

The Total Volume field displays the total volume of this quote and any resulting agreement, respectively. If alternates have been created for a quote detail, the volume for the cheapest alternate is used. Quote details for which no bid has been returned are not taken into account.

The Volume Unit field shows the unit for the total volume.

In the Quote Ref Number field, you can enter the bidder's quote number as a reference.

The Quote Date field displays the date when this quote has been created. If you update the quote date, the validity date is changed accordingly (validity date = quote date + validity). You cannot enter future dates as a quote date.

Depending on the setting of project default ZP_QU_RECV, the Quote Recv Date field displays either the date the bidder has edited the quote the first time (ZP_QU_RECV set to F), or the date the bidder has finalized and submitted the quote (ZP_QU_RECV set to S). Alternatively, you can enter the date the quote was received from the bidder. You cannot enter future dates. The Bid Return Date field is filled on the associated inquiry with the latest quote received date if the quote received date has been set for all quotes for which the No Bid indicator is not marked.

The user who has received the quote can be entered in the Quote Recv By field.

The Manufacturer field displays the name of the bidder's manufacturer. If different manufacturers have been assigned to the quote details, 'x diff' will be displayed instead, with x replaced by the number of different manufacturers.

The Country of Origin field displays the name (code) of the country of origin. If different countries have been set for the quote details, 'x diff' will be displayed instead, with x replaced by the number of different countries.

The First Ship field displays the least number of weeks required to ship the agreement.

The Last Ship field displays the most number of weeks required to ship the agreement.

The Archive function stores a snapshot of the bidder price and delivery condition values into special tables. If you want to archive the current status of the quote, you must select the Archive check box and click the Archive button. A quote can be archived at any time and as often as you like. This archive or history is meant to document the development of prices in the course of the negotiation process with the bidder. When you select the Archive check box and click the Archive button, a box opens where you can enter a comment for this snapshot.

Click Continue. A message appears that the quote was successfully archived. The result can be viewed on the History tab of the Quote Details window. For more information, see History.

When you select the Quote RfA check box, an email is sent to the first user of the approval sequence as a notice that the approval of the quote can be started, if the approval sequence has been provided for the quote. As long as this check box is not set, you cannot approve the quote if an approval sequence has been assigned. If no approval sequence is assigned to the quote, this check box is not enabled. In this case, you can approve the quote without setting this check box, and this check box will be set automatically with the approval using the Approve check box and Approve button as described below. If all users of the approval list have rejected their approval, this check box will be cleared.

If you do not use the option of a multi-step approval of a bid via approval sequence, you must select the Approve check box and click the Approve button to approve the quote summary. Only users with the QUOTE APPROVAL privilege granted are allowed to approve a quote. Once a quote has been approved, it cannot be modified any longer. If a quote has already been approved, you cannot mark this check box again. The Approve check box is not enabled if you use the multi-step approval.

  • After approval, the quote is highlighted with a light green background color in the Bidder field.

  • Without approval, no further actions are possible in the downstream process of the quote such as creating PO requisitions or agreements from the quote.

If you do not use the option of a multi-step approval of a bid via approval sequence, you must select the Rev Approval check box and click the Reverse Approval button to reverse the approval of a quote. The approval of a quote can only be reversed as long as no agreement and/or PO requisition have been created based on this quote. If a quote does not fulfill these prerequisites or if a quote has not been approved so far, this check box cannot be selected. Only users with the QUOTE APPROVAL privilege granted are allowed to reverse the approval of a quote. The Rev Approval check box is not enabled if you use the multi-step approval.

Please see the online Help for the Approval Sequence tab for more details on the multi-step approval of quotes. See also Quote Details.

In the case of inquiries that were created based on requisitions of type ‘for inquiry only’ and that cannot be used for purchasing, you can create PO requisitions based on the results of the commercial bid evaluation and the awarding process after a quote has been approved. Furthermore, the ‘Create PO requisition’ feature is only available if the MTO job used for the creation of inquiry requisitions based on the quote has never created a purchase requisition. To create a PO requisition, select the PO Req check box for the quotes of interest and click the Create PO Req button.

The Approved Date field shows the date when the quote summary has been approved. If you use the multi-step approval option, this date is set when the last person of the approval sequence approves the quote. As long as the approval of at least one person is missing, this field remains empty. Once a quote summary has been approved, it cannot be modified any longer.

The Approved by field shows the name of the user who has approved the quote summary. In the case of a multi-step approval, this field is filled with the name of the last person of the approval sequence at the moment this person actually performs the approval. As long as the approval of at least one person is missing, this field remains empty.

The entry in the Justification field can be used by the M_PCK_QUOTE_CUSTOM.BEFORE_APPROVAL CIP to determine whether the approval of the quote can be done or not. For example, if the Justification field contains any text, the quote can be approved.

The CCI Accepted indicator shows if the bidder has accepted the Commercial Conditions and Instructions (CCI) document. You can click the Remind CCI button to send a reminder email to the bidder to accept the CCI. The email is sent to the bidder's primary contact, and the date the reminder is sent appears in the CCI Reminder Date box.

You can click the Attachments button to open the D.90.21 Attachments screen where you can maintain documents, text and terms, VDRs, attributes, and technical questions assigned to the quote summary. For more information, see Attachments.

To perform the awarding or just to take a look at it, you can click the Awarding button. The P.30.25 Awarding screen opens, where you can see information on the bids in a matrix presentation. For more information, see Awarding.

Alternatively, you can click the Awarding II button to open the P.30.26 Awarding II screen. Compared to the P.30.25 Awarding screen, P.30.26 Awarding II allows for a pre-selection of the data you want to compare among quotes. The presentation of data does not reach the level of detail achieved on P.30.25 Awarding. However, it allows for an easy comparison of the selected bids due to its compact layout.

Both P.30.25 Awarding and P.30.26 Awarding II can be used.