Create and release offer & approval of an offer

1.Right click on the request and choose "Create offer" .

2.A new entry under "Offers" will be created .

3.By clicking on detail section, details of the offer can be altered .
 
Supplier: You may change the suppliers employee in charge for this offer. Click on "Select", pick the person in charge in the dropown and click on "Accept". If the contact is not yet in the database, ask your company administrator to add it in Supplier management.
 
Terms:  You may change all terms except the currency and you may enter new information as the offer date or an offer number.
 
Documents: You may upload any document related to the offer. Drag and drop it from your desktop into the "Documents" section and fill the relevant fields.
 
Product details: Check the information about the relevant product. Here are no changes to be made.

4.Parts: Enter the price as offered.
Select currency and pricing type (Itemized or Total) .
 
Enter/edit the following information per offered item:
- Price/unit (if pricing type is set to "Itemized")
- Unit
- Remark
- Qty (= quantity offered)
- Rebate [%]
 
If a supplier offers different units as requested, you have to enter a conversion factor into the column "Packaging unit" to make the prices comparable .
 
Example: The purchaser requests 10 ltr., the supplier offers 2 cans, 6 ltr. each -> the conversion factor is 6 ltr. per can and you enter "6".
 
or the other way around:
 
The purchaser requests 2 cans,  6ltr. each, the supplier offers 12 ltr.  -> the conversion factor is 0.167 can per ltr. and you enter "0.167".
 
Based on the conversion factor in "Packaging unit" the system calculates the price per initially requested unit (price/ltr. in above first example) in the column "Price/Ref Unit". This allows the comparison of different offers in order splitting.
 
Hazardous material

Select a position/part with hazardous material and click on "Documents". Load the material data safety sheet with the respective document category as normal.
The hazardous item/part will automatically be marked in the column "IHM" in the parts list in the offer and order at the office and on the vessel.

5.Enter the following general information for the offer:
 
- Price (if pricing type is set to "Total")
- General rebate
- Transport
- Packing
- Insurance
- Any two cost factors of your choice
- VAT

6.Click on "Save".

7.To finish the offer, right click on it and choose "Release offer". The symbol of the offer will change to .

After releasing of an offer:

1.You may also create a new offer and the released one will be replaced. Use "Create new offer" action for this.

2.If your company has applied the offer approval step, then you have to use "Release for approval" action.

3.Those offers can be found using the filter "Prepare for approval".

4.the Filter "Approve offer" leads you to the list of offers to be approved by superintendent.

5.Superintendent can then "Approve or "Reject" the offer.

•While approving, the superintendent can also change the quantity of items to a higher or lower numbers using column QOApp (Quantity Offer Approved).

•The reference column "Qty" offered is always visible for comparison.

6.In case an offer is rejected by the superintendent, the purchaser can continue and change the offer using "Prepare Approval"...

7.... to then use the function "Create new offer" to work on the same and prepare for next approval.