Infor ERP XA R7 Purchasing Quotes

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Infor ERP XA R7 Purchasing Quotes Contracts

Brenda Butler Senior Business Consultant
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Agenda

• Why use quotes/contracts?
• Definitions and information
• Changes from Release 6 to Release 7
• Creating and printing quotes/contracts
• Normal PO Create
• Create from Contract
• Create from MRP Recommendations

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Why Use Purchasing Contracts?

• Enter, print and fax or e-mail RFQ (Request for
  Quote) information to supplier.
• Record part pricing from all suppliers in central
  place for all to see.
• Select contract when creating purchase order to
  auto populate price based on quantity being
  ordered.

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Definitions and Info

• Quote a statement of an items price, terms and
  quantity/price breaks being offered to your
  company by a specific supplier.
• Contract an agreement between the vendor and
  your company, representing a higher level of
  commitment, namely that the vendor will have
  inventory at a specified level and stated price
  and customer will purchase in general quantities
  quoted. A contract typically follows receipt of
  a quote.
• Entries are for one item and one vendor.

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Definitions and Info

• In Procurement, you can enter a contract without
  first entering a quote (quote required first in
  green screen). One is auto created in
  Procurement when contract is entered.
• Contracts require start and ending dates and
  highest quantity to be purchased for time period.
• Can enter quantity/price breaks, if desired.
• Can have multiple contracts for same item for
  same vendor (different time periods?) or
  different vendors.
• System tracks contract progress by and s.
• Visibility of all contract POs, open or in
  history.

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Quote/Contract Statuses
Quote rejected Status99 (reject date entered)
Quote accepted Status20 (accepted date entered)
OR
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Objects change some from R6.
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Object Change from R6 to R7
to Release 7
Create screens look same in Quotes and Contracts.
Use different templates to address different
details.
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Creating Quote or Contract

• Note Quote status is not maintainable. Status is
  set by entering
• Quote accept date
• Quote reject date

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Creating Quote or Contract
Item and vendor master information cards.
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Creating Quote or Contract
Fields are grayed out until you enter something
in the Contract field, then other fields open for
maintenance.
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Printing Quotes Better in R7
In R6 no print command. Required to print quotes
in green screen.
In R7 can print in the FILE/HOST PRINT options.
Note OUTPUT tab will allow e-mailing to supplier.
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Printing Quotes Better in R7
In R7 print in the FILE/ HOST PRINT options.
Note OUTPUT tab will allow e-mailing quote to
supplier. Standard messages are available.
Click the magnifying glass to select.
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RFQ Print
Test Warehouse Address
Buyer John Smith 4567 Any Street
10/15/08 Any Town NC
28105 QUOTE
000001 United States


Sony
Electronics - Japan
7-35 Kitashinagawa
Shinagawa Ku

JPN Tokyo 141
Japan

16 Please respond
by 10/17/08 PLEASE
REVIEW THIS RFQ AND RESPOND BACK WITH YOUR
PRICING AND DELIVERY INFORMATION.

Item number 2001
Description MONITOR, 15" VGA U/M
EA FOB OUR_DOCK_______ Ship via
Per_Vendor_Trk_ Unit freight __________
Terms _________________________


000001   Base price ____________ Setup cost
______________ Lead time (days) _____4
Your item number _________________________
Expiration date 12/31/08____
---- Price Breaks ----
Quantity Price
Quantity Price Quantity
Price 1____________/_____________
2____________/_____________ 3____________/___
4____________/_____________ 5____________/______
_______ 6____________/____
7____________/_____________ 8____________/_______
______ 9____________/____ 10____________/_____
________ 11____________/_____________
12____________/____ 13____________/____________
_ 14____________/_____________ 15____________/____
16____________/_____________
17____________/_____________ 18____________/____
19____________/_____________
20____________/_____________
WE LOOK FORWARD TO HEARING FROM YOU SOON.
Printed quote similar to this.
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Printing Quotes E-Mail Confirmation
E-mail confirmations that quote has been sent.
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Create PO with Existing Contracts

• Contract information is tied to the PO item
  record.
• System will not automatically select contract
  even if just one exists.
• PO creation can be from these objects
• Purchase orders
• Contracts
• Requisitions
• MRP Recommendations
• Item Warehouses
• Item Locations
• Inventory Transaction History

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Normal PO Create with Existing Contract(s)
Create header and then add item on Items tab with
right create icon.
Select contract by clicking magnifying glass.
Then double click to select in window.
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Normal PO Create Contract Price Breaks
Note quantity of 25 prices automatically at
65.00 each.
Quantity of 51 automatically prices at 50 each
because of qty break pricing in contract.
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Create PO with Existing Contracts
Quantity price breaks in contract 25 is priced
at 65.00 each and 51 is at 50 each.
Select contract by clicking magnifying glass.
Then double click in window.
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Create PO FROM Contracts

• System creates header automatically
• and places you in the PO item record.
• System populates everything but
• quantity, due date and blanket status.
• Most direct way if just a one item PO.

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If you have pricing defaulting in and there is a
contract, you will receive this message. You can
decide whether you want contract pricing at this
time.
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Contract Expiration
If you attempt to create a PO item with an
expired contract reference, the error message at
right appears. You must use another contract or
maintain this contract with a current date.
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PO FROM MRP Recommendations
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Structure of Quotes/Contracts File

• Quote and contract records are co-mingled (like
  customer orders and quotes in CSM).
• Use of views and subsets can help you keep
  information straight.
• Consider creating Workspacesor at least have
  separate views and subsets for each category. XA
  provides a starting point, but tweaking may be
  required.

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Setting Preferences in Quotes Contracts

• Since the information is all in one file, you can
  facilitate the use of the objects by setting your
  views and subsets to reflect either quote
  information or contract information as
  applicable. Suggestions for Contracts are on the
  left.

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Setting Preferences in Quotes Contracts

• Since the information is all in one file, you may
  wish to create a workspace to have a different
  set of user preferences for your views, subsets
  and templates to reflect quote information.
  Suggestions for Quotes object are on the left.
  NOTE I had to create the Quotes subset (logic -
  Contract field equals 0).

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Helpful Contract Workbench
Progress of contract. FYI, qty to date and to
date are updated when new PO is entered
referencing the contract .
Broadcast window for CONTRACTS shows both open
and closed POs that reference this contract
number.
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• Lets see Quotes Contracts live!

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• Thank you for attending!