1. Solicitation Types
As a purchasing manager or agent, you can create and maintain solicitation types for requests for quotation (RFQs) to match the procurement requirements for your organization. This feature lets you match the procurement requirements. You can filter on these categories to find documents more easily.
Note: This feature is available only if eProcurement in Microsoft Dynamics AX 2012 R3 (AX) is installed.
1.1. Create a Solicitation Type
Use this procedure to create one or more new solicitation types that can be utilized when you are creating RFQs. For example, common types are request for quotation (RFQ), request for proposal (RFP), and invitation to bid (ITB).
• Navigate to Procurement and sourcing > Setup > Request for quotation > Solicitation type.
• In the Solicitation type form, click New.
• Enter a Name and Description for the solicitation type.
• (Optional) In the Scoring method list, select a method. Whenever you create an RFQ of this type, this scoring method will be associated with it.
• (Optional) If you want to use a sealed bid process, in the Bid type list, select Sealed.
1.2. Default Solicitation Type
• Navigate to Procurement and sourcing > Setup > Procurement and sourcing parameters, the Request for quotation tab on the Navigation pane, the Request for Quotation type fields section
• Select a default Solicitation type.
1.3. Assign a Solicitation Type To a New RFQ
Use this procedure to specify the Solicitation type:
• Click Procurement and sourcing > Common > Requests for quotations > All requests for quotations.
• On the Action Pane, on the Quotation tab, click New.
• In the New request for quotation form, in the Solicitation type list, select the type you want. There might already be a type assigned by default.
• Continue creating the RFQ
1.4. Assign a New Solicitation Type To an Existing RFQ
Use this procedure if you want to change the solicitation type of an existing RFQ assuming it has not already been sent to vendors
• Click Procurement and sourcing > Common > Requests for quotations > All requests for quotations.
• Select the RFQ whose solicitation type you want to change.
• On the Action Pane, in the Maintain group, click Edit
• In the Request for quotation details form, in the Request for quotation header, in the Solicitation type list, click the type you want.
*Important: This changes the scoring method for the RFQ to the method that is assigned to the new solicitation type.
2. Sealed Bids
You can specify that bids (replies to an RFQ) are sealed until the solicitation closing date. They are hidden until bid tabulation starts using the Scoring methods described below.
Sealed requests for quotation (RFQs) and sealed bids promote fair procurement practices. By using sealed bids on an RFQ, the details, such as costs and quantities, are masked or hidden for confidentiality until the purchasing agent unseals the RFQ after it expires. If you have given access via Enterprise portal to your vendors, they will be able to see their own bid details at any time. If the purchasing agent receives any bids on the RFQ through other methods (such as mail, email, or fax), the bidss can be entered in Microsoft Dynamics AX 2012 R3 only after the electronic bids are unsealed in AX 2012 R3.
3. Scoring Methods
Note: This feature is available only if eProcurement in Microsoft Dynamics AX 2012 R3 is installed.
When the bids are reviewed, you can evaluate bids by ranking the RFQ replies. Typically, a purchasing manager creates one or more scoring methods that are associated with requests for quotation (RFQs). Additionally, a set of scoring criteria for each method can be setup. Each benchmark can be scored in a given range. A default scoring method can be associated with each RFQ solicitation type, or a purchasing agent can assign a scoring method when the RFQ is created.
2.1 Create a Scoring Method and Criteria
Use this procedure to create a method for scoring bids:
• Click Procurement and sourcing > Setup > Request for quotation > Scoring method.
• In the Scoring method form, click New.
• Enter a name and description for the new scoring method.
• In the Scoring criteria area, click New.
• Enter a name, description, and range for the new scoring criterion. For example, a range can be a point system, such as 1 to 5, –10 to +10, or 0 to 100.
• To add more criteria, repeat the steps above. When you have added all the required criteria, click Close
2.2 Set a Default Scoring Method
Typically, a default scoring method is associated with an RFQ’s solicitation type as described above.
• Click Procurement and sourcing > Setup > Request for quotation > Solicitation type.
• In the Solicitation type form, click an entry in the Name column.
• In the Scoring method list, select a method. When you create an RFQ with this type, the selected scoring method will be associated with it.
• Click Close.
2.3 Add a Scoring Criteria To an RFQ
Use this procedure if you want to add or change scoring criteria for a specific RFQ. You can only add or charge scoring criteria if no scoring has been done for the RFQ.
• Click Procurement and sourcing > Common > Requests for quotations > All requests for quotations.
• Open the RFQ that you want to work with.
• On the Request for quotation details page, on the Action pane, click Scoring criteria.
• Click New.
• Enter a name, description, and range, and then click outside out of the grid. The new scoring criteria record is saved.
4. Compare Bids and Award a Contract
After vendors respond to your request for quotation (RFQ), you can compare bids, and rank them at the header level. You can filter and sort for the most relevant information. After the bids are evaluated, and a contract is awarded.
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