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Bid on a request for quotation

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

Note

This topic has been updated to include information about features that were added or changed for Public sector in Microsoft Dynamics AX 2012 R3.

As a public sector vendor, you can use the Vendor portal section of Enterprise Portal for Microsoft Dynamics AX to view published requests for quotation (RFQ) that you might want to bid on.

Note

To use the following steps, you must have the Vendor (External) – Public Sector role, and the Public Sector configuration key must be enabled. For information about the basic functionality for the Vendor portal, see View and reply to a request for quotation.

As a public sector vendor, you can view:

  • Open RFQs that have been sent to you and can be bid on.

  • Open RFQs that have not been sent to you but you can request to bid on.

  • Closed RFQs, regardless of which vendor has won the bid.

View and reply to (bid on) an RFQ

Use this procedure to view bid on an RFQ.

  1. In the Vendor portal, do one of the following:

    • To view only RFQs that have been sent to you and are currently open, click Requests for quotations on the Quick Launch, under My documents.

    • To view all currently open RFQs, click Open requests for quotations.

    • To view published RFQs and their bids, either already declined or accepted, click Closed requests for quotations.

    On these pages, you can view detailed information, including line details and any amendments and attachments to the RFQs.

  2. Sort and filter the list to display RFQs, such as by requested delivery date, expiration date and time, document title, or currency. You can also enter the identification number in the filter to locate a specific RFQ. New RFQs have a status of New : Action required.

  3. In the Requests for quotations form:

    • To see more information about the RFQ line, on the Lines FastTab, select a line, and then click the Details button.

    • If there is a document attached to the RFQ, click the icon in the document field to open the attachment.

    • If one or more questionnaires are attached to the RFQ, they appear on the Questionnaire FastTab. You can complete a questionnaire only when you have decided to bid on the RFQ.

    • If a requester has changed or updated an RFQ, you can view those changes on the Amendments FastTab. The requester may also decide to send you an alert when amending an RFQ.

  4. If you do not want to bid on any of the products in the RFQ, on the Requests for quotations page, on the Action Pane, click Decline. The status of the RFQ becomes Declined : No action required.

  5. If you want to bid on any of the products in the RFQ, do the following:

    1. On the Requests for quotations page, on the Action Pane, click Reply.

    2. On the Reply to request for quotation page, on the Action Pane, click Reset bid data to transfer the information in the associated RFQ to this Reply to request for quotation page. You can modify the copied information in the new bid.

    3. Verify the dates and other information in the heading.

    4. Delete the lines that you do not want to bid on.

    5. Update the unit price, delivery date, lead time, terms of delivery, discounts, and charges for each line in your bid.

    6. If the RFQ allows for alternate lines, you can add them by selecting a line and then clicking Add alternate. Only one alternate per category line is allowed.

    7. If one or more questionnaires are attached to the RFQ, click Complete questionnaire, and answer the questions for each questionnaire. All questionnaires must be completed before you send the RFQ bid.

    8. To attach a document to the bid, on the Lines FastTab, click Attachments. Upload the attachment, and then click OK.

    9. Click Send. The status of the RFQ changes to Submitted : No action required.

The customer is notified that you have bid on the RFQ.

Note

If an RFQ is sealed, only you, the bidding vendor, can view the unit price and net amount on bid lines; others can only see this information when the RFQ is unsealed, after the RFQ expiration date and time. Note that sealed bid functionality is only available in the Vendor portal, not Sites Services for Microsoft Dynamics ERP.

You can view the status of your bid on the Requests for quotations list page as the customer processes the bid:

  • If the customer accepts all lines on your bid, the RFQ status is Approved : No action required.

  • If the customer declines all lines in your bid, the status is Rejected : No action required.

  • If at least one bid line has a status of New, the RFQ status is Multiple : Action required.

  • If the customer accepts at least one bid line, and there are no new lines, the RFQ status is Multiple : No action required.

  • If the customer requires more information from you about your bid, the status of the RFQ reverts to New : Action required.

  • If the expiration date and time have passed, the status of the RFQ is Expired.

Recall a bid

Use this procedure to recall a bid. You can do this if the RFQ has not expired and if your bid has not already been accepted or rejected.

  1. In the Vendor portal, click Requests for quotations on the Quick Launch, under My documents.

  2. On the Action Pane, click Recall.

  3. In the confirmation dialog box, click Yes.