We are using the PO module quite actively, and it is working nicely.

We would like to start using the Requisitions feature, but not exactly what it may have been designed for.
Instead, we would like to create an RFQ (Request for Quote) using the PO Requisitions and send the document to perhaps 2 or 3 of our suppliers.
Once we decide to accept one of the bids, we will Approve the Requisition and create a PO, without having to re-enter the details, except to update the costs.

When we create the Requisition, we have no need to enter a Vendor #, as we do not know who might be awarded the PO. However, it seems that the PO module will not allow us to keep the Vendor # blank.
We can probably get around this by creating and using a Regular or Sundry Vendor # “REQ” (or something like this).

Here is our problem & my question:
Once we are ready to accept the Requisition, we want to change the Vendor # to the actual Vendor that we will be issuing the PO to. But the PO module does not seem to allow us to do this automatically.
Even when we change the Vendor # on the Header, it does not update any of the detail lines.
Our problem is that all the details lines will still have the Requisition issued to #REQ.
The whole idea here is to save time and not have to update each detail line in order to change the Vendor #.

Any solutions or ideas?

Hi Samuel

I just went through this with a client. It may not be exactly what you are looking for, but it should give you some ideas.

A customer returns a part for repair, which the client then ships out to the vendor with an RFQ. Once the vendor provides a quote, the customer decides whether it's worth doing the repair.

The goal is to use Adagio to track the status of the repair, while minimizing double-entry.

I came up with the following (simplifying a bit). The RFQ is entered as an archived quote in SalesCQ, to a "prospect". The prospect list is actually a list of vendors (this is the only duplication needed). A "quote" is printed that is used as the packing list for the RFQ.

When the vendor replies with a price, the archived quote is moved to a live quote, changing the "prospect" to the actual customer, and filling in the dollars. It is sent to the customer as a quote.

When the customer accepts the quote, it is copied to a sales order in OrderEntry, and from there PurchaseOrders picks up the sales order number and brings it in as a PO. No additional data entry required.

Steve

Steve:

In this case, the OE Order has already been entered for the Customer, often time with a number of comment lines.
We do not want to re-enter the Order, nor to enter any additional data in SalesCQ or OE.

This is simply a PO that we know we need to create, except that we want a number of vendors to quote for the business.
Once we hear from our suppliers, we will decide which vendor to send the PO to.
I do not think what you are describing will work in this instance.

What we really need is the ability to copy a PO with the option of changing the Vendor #, and have the Vendor # replicate through all the detail lines.

I agree, it would be nice if PO would allow you to change the vendor..

in the meantime, would an export/import work? You could extract the data with GV, then create an import file, and adjust the vendor # in the file before you import it in.

Audrey:
This would be a work-around with extra work.
Look at this message that the client sent me this morning:

"It may simplify things on our end, if we only make one request for quote, and then send it to multiple vendors. If we keep the vendor data blank this should be possible. Once we have selected the final vendor, and have converted the RFQ into a PO, we can add in the appropriate vendor.

This step is already adding a layer of work. I’d like to make it as lightweight as possible."

Samuel:

You can copy the Requisition to another requisition and only change the Vendor. Only accepted requisitions are approved and the other ones can be deleted.

Or you can hard code the vendor section on the spec so that it ignores the vendor field on the PO itself.

Or if you are not already committed to Adagio Purchase Orders, you could look at POTracker which allows you to create a purchase order for an RFQ Vendor or Blank Vendor, File the document and send it or email it to some vendors then when you select the vendor, you can retrieve the filed PO, change the vendor and create the actual purchase order.

Steve's or Patricia's suggestion should work too as I assume you could copy the PO and issue it to the successful vendor then delete the original.

Steve: The problem is not the spec. I agree that we can print the spec without referencing a Vendor. (That is what we actually intend to do.)
The issue is transferring the Req easily into a PO with the actual Vendor code in the Header and all the Detail lines. (The key word here is “easily” – Yes we can do this, but there are too many steps involved.)
See my comment below to Patricia.


Patricia: Imagine a Requisition with 3 detail lines.
When I copy the Requisition, I cannot just change the Vendor # on the Header. I also have to edit every single detail line and update/change the Vendor # for each line.
Or am I maybe missing something here, and these steps are not necessary?

Yes, you need to change it in every line. That is unfortunate.