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There are two Quoting processes in Chase: 

  • Request for Quote (RFQ)

The RFQ process begins with the User creating a Cost Estimate, and from this, creating the RFQ.  This RFQ is sent to multiple suppliers.  These suppliers will send back a quote which matches the requirements on the RFQ.  The User will then check which of these quotes are the most suitable, and accept one of them.

Before accepting a quote, there is a check in place to determine whether the minimum number of quotes normally 3, however this may vary from agency to agency) have been captured. If fewer than the minimum required number of quotes are captured, a confirmation dialog appears which asks the User to acknowledge that they are accepting a quote without meeting the minimum requirements.

Once this has been confirmed, and the quote has been accepted, the RFQ will be updated, and the User can create a PO from the quote.

  • CE to PO

This process is more direct, where the User creates a CE and from this, creates the PO. The User thus bypasses the RFQ process.

Chase has a feature to ensure that there is a minimum number of supplier quotes that need to be attached before the PO can be submitted to the supplier.  This is to ensure the User finds the best quote available. 

Below are steps to show you how to set up mandatory supplier quotes, and the number of quotes required.

Step-by-step guide

  1. Navigate to Settings and click on Global Settings.

  2. On the Global Settings screen under the General tab, enter a minimum number of quotes required in the Minimum Quotes For APM field.

  3. Save changes made to the screen.

  4. Navigate to Features on the Configuration tree.

  5. On the Features screen, check the Capturing of mandatory supplier quotes checkbox.  

    For this functionality to work, the User will need to set up the number of quotes to be sent out to suppliers, and enable the Capturing of mandatory supplier quotes feature. 

    This check will only apply on the Purchase Order, and not the Quote.

  6. Save changes made to the screen.

  7. To test this functionality, open your Cost Estimate. Click the Shortcut button on the Toolbar, and select Purchase Order.

    The Create Purchase Order dialog appears with all external Work types. 

  8. Indicate how items will be ordered and click the Create button. For more details on creating a PO click here.

  9. The Purchase Order screen appears. Enter the purchase order details and select a Supplier

  10. Once all information has been added, change the Status field to Checked.

    The Acknowledgement of not meeting minimum supplier quote capture dialog appears.

    This dialog will appear when there is a PO status change from any status other than Draft or Cancelled.

  11. Select a Reason for not submitting the minimum number of quotes required.

    A list of reasons can be configured under Lookup Codes  QuoteReason.

  12. Click the Submit button.

    The Purchase Order can now be sent to the supplier, as the User has supplied a reason for not meeting the quotation requirements.