Module 7: Placing an Order

Great news! Vendors have responded to one of my R F Qs and it's time to review their quotes and place the order. Take a look at this with me so you'll know what to do when vendors respond to your R F Qs.

First, I need to review vendor responses so I can identify the best value quote. Click the R F Q from the list of open R F Qs. The List of Open/Responded R F Qs is a table with seven columns: R F Q number, Subject, Total Responses, New Responses, New Clin's, Deadline, and Attachment. The R F Q number is a hyperlink. The R F Q of interest shows four Total Responses. Click on the hyperlink of the specific R F Q.

Here are the vendor responses to my R F Q. On this page I can see a summary of all responses. I can even use the PRINT THIS button to print it for my records – probably a good idea.

The page includes:

• Note: Customers, this Best Value Report should be printed and kept in your official delivery order file. Please register your selection when you have completed your Best Value decision.
• Help Icon
• Mail Icon
• Print This Icon
• Table – Vendor Responses to R F Q 3591 (Best Value Report) with five columns: Company, Name, Phone, Total, Quote Details.
• Four vendors have responded:
• A&T Systems, Total - 75,000 dollars
• Apptis (formerly PlanetGov Inc.), Total – 91,500 dollars
• A V R Enterprises, Inc., Total – 97,200 dollars
• Bay State Computers, Inc., Total 114,000 dollars
• Vendors that have not responded table with a list of vendors
  

Right now, though, I'd like to view the details of the least expensive quote. A & T Systems at 75,000 dollars is the least expensive quote. Click the Quote Details hyperlink in the A & T Systems row.

Here are the details of the vendor quote. I can check all the details of the quote, print the information for my records, and most importantly, convert this quote into an order. Details are presented in table format. The table is titled – Response to R F Q Number 3 5 9 1 Response Date: August 18, 2006. There is a note under the title stating: All fields marked * are mandatory. The “Register R F Q” button will appear at the bottom of this screen only from the R F Q Deadline date.

Elements of this table and this R F Qs information include:

• Company name (A&T Systems)
• Contact Name (Test Vendor 0 1)
• Contract Number (263-03-D-0512)
• Phone Number (343-434-3434)
• Total Contract Items (75,000 dollars)
• Quote Expiration Date (August 30, 2006
• N I H Funding Fee (0 dollars)
• Shipping/Handling (0 dollars)
• Trade-In Rebate (- 0 dollars)
• Total All Items + Fee _+ Ship Rebate (75,000 dollars)
• * Agency Order Number
• Quote Comments
• * Agency/Company (Test Company 0 1)
• * Payment Method

There is a second table on this page. It's elements and this R F Qs information include:

• Lot Number (1)
• CLIN number (10021 DELL)
• Manufacturer (DELL)
• Quantity (20)
• Unit Cost (2,250 dollars)
• Total Cost (45,000 dollars)
• Description (Laptops)
• Comments
• Lot Number (1)
• Clin number (60001)
• Manufacturer (Self)
• Quantity (20)
• Unit Cost (1,500 dollars)
• Total Cost (30,000 dollars)
• Description (Testing for Network Connectivity)
• Comments (Testing of Network Connectivity)

I need to enter my Agency Order Number, name, and payment method.

Now I'm ready to convert this quote into an order. What button do I need to click?

At the bottom of the page there is a note. Customers, if this R F Q represents your Best Value decision, please register it by clicking the button to the right of this note.

In the bottom right hand corner of the page is a Convert to Order Button with a caution to Click Button only once.

At the bottom of the page is a PRINT THIS button.

Click the Convert to Order button in the bottom right-hand corner.

Great job! That was easy, wasn't it? When you're ready to convert a quote into an order, just keep these three basic steps in mind: view the vendor quote details; enter payment information; and, click the CONVERT TO ORDER button.

Before I have you do a quick knowledge check, and wrap up this tutorial, I wanted to be sure to make you aware of the help feature available on every screen in the system. If you're ever in doubt of what to do on a particular screen, just click the HELP icon. It's the one up in the right hand corner that looks like a little book. No need to memorize anything – just remember to read the screen and use the help feature. This system will guide you through the process.

End of Module.