Working With Estimates

How to Create an RFE (Buyer)

Once you have a project with at least one spec attached, you can begin to request estimates.

To create an RFE:

  1. Navigate to the Project Home page.
  2. Click Estimates in the Project Menu.
  3. Select Create RFE... from the Estimates drop-down menu.
  4. If there are no specs associated with the project, you are asked to create a spec.
  5. Click Create Spec, select a spec and click Continue.

The Update Spec page appears.

  1. Enter the basic information for the spec and click Update Spec.
  2. Select Create RFE... from the Estimates drop-down menu.
  3. Enter basic information for your RFE, then enter at least one Quantity.

Note: The Sub-quantities section only appears if a price breakout has been created for the selected spec. For more information on price breakouts, refer to How to Create a Price Breakout.

  1. Click Add... to select suppliers to receive the RFE.
  2. Select the suppliers, then click Done.
  3. If you want to search for specific suppliers based on search criteria you specify, click Find Supplier....

The Find Suppliers page appears.

  1. Select one of the three search options and enter your search criteria.
  2. Click Find Supplier and select the required supplier and click Done.
  3. Review the information, then click Send RFE.

 

How to Recall an RFE

If you created an RFE and sent it to suppliers and then realised that you no longer required the estimate, you can recall the RFE.

To recall an RFE:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFE and Estimates page appears.

  1. Click the RFE Title of the RFE you want to recall.

The RFE Details page appears.

  1. Click Recall RFE....

The Recall RFE page appears.

  1. Enter a reason for recalling the RFE and click Recall RFE.

A dialog box appears stating that recalling an RFE will invalidate all valid estimates.

  1. If you are sure you want to recall the RFE, click OK.

The RFE is recalled and the status of the RFE on the RFE Details page changes to "Recalled".

You can resubmit the RFE at a later date by clicking Edit RFE on the RFE Details page and sending the RFE again.

 

How to Close an RFE

If you are finished with and RFE and are satisfied with the estimates you have received, you can close an RFE at any time you wish.

To close an RFE:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFE and Estimates page appears.

  1. Click the RFE Title of the RFE you want to close.

The RFE Details page appears.

  1. Click Close RFE.

A dialog box appears stating that closing an RFE will prohibit suppliers from submitting estimates.

  1. If you are sure you want to close the RFE, click OK.

The RFE is closed and you are returned to the RFEs and Estimates page where the status of the RFE is now "Closed".

Once you have closed an RFE, you can reopen it any time if you want. See How to Reopen an RFE (Buyer).

 

How to Reopen an RFE (Buyer)

You can reopen any RFE you have previously closed.

To reopen an RFE:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFE and Estimates page appears.

  1. Click the RFE Title of the RFE you want to reopen.

The RFE Details page appears.

  1. Click Reopen RFE.

A dialog box appears stating that reopening an RFE will allow suppliers to submit estimates.

  1. If you are sure you want to reopen the RFE, click OK.

The RFE is reopened and you are returned to the RFEs and Estimates page where the status of the RFE is now "Open".

 

How to Edit a Previously Sent RFE (Buyer)

If you have sent an RFE to your suppliers and you realize that you want to change the details of the RFE (spec, quantity, dates, comments, suppliers, description changes), you can now use the edit RFE facility to edit the details of the RFE.

To Edit a Previously Sent RFE:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFE and Estimates page appears.

  1. Click the RFE Title of the RFE you want to edit.

The RFE Details page appears.

  1. Click Revise RFE....

A dialog box appears stating that the RFE is open for estimating and that any changes you make at this point will recall the RFE and invalidate all estimates you may have received.

  1. If you are sure that you want to edit the RFE, click OK.

The RFE Edit page appears.

  1. Make any changes you require to the RFE details.
  2. If you want to change the spec details, click the edit icon beside the spec name.

The Form Spec > Edit page appears.

Note: If the spec has already been sent out for an estimate, it will be locked and uneditable. A locked icon will appear instead of the edit icon.

  1. Make any desired changes to the spec details and click Save and Return.

You are returned to the RFE Edit page.

  1. If you want to remove any suppliers, highlight the supplier and click Remove Contact.
  2. If you want to add any new suppliers, click Add and select the desired supplier.
  3. Once you have made all of your changes, click Send RFE.

The RFE is sent to the selected suppliers.

 

How to Invite Suppliers to Estimate a Project (Buyer)

Suppliers are automatically invited to a project when you select them to receive an RFE. For more information, refer to How to Create an RFE.

 

How to Respond to an RFE (Supplier)

You may choose to decline to an RFE, but in many cases you'll want to respond.

To respond to an RFE:

  1. Display the Estimate page for the project you'd like to estimate.
    • Click Create Estimate for RFE in the Task by Project section of the My Desk Summary page.
    • Click Create Estimate for RFE in the Projects to Estimate section of the My Desk Summary page.
    • Click Projects, then select the appropriate project from the Projects list to display the Project Home page. Click Estimates in the Project Menu and select List from the Estimates drop-down menu. Select the required estimate.

The RFE Details page appears.

  1. Click Create Estimate.

The Estimate Edit page appears.

  1. Enter basic information for your estimate, then enter pricing information.
  2. Enter the price breakout information if required and if you'd like to create a new copy of the spec(s), click the  Copy icon next to the spec you'd like to copy.
  3. Click Send Estimate.

Note: The Price breakouts section only appears if a price breakout has been specified for the spec. For more information on price breakouts, refer to How to Create a Price Breakout. In this release of Noosh 5, the price breakout field is an optional field. You can ignore it if you want.

To submit a new estimate for an RFE:

Simply follow the steps outlined above. Unless the buyer removes you from the project team, you can continue to submit new estimates until the order is placed.

 

How to Decline an RFE (Supplier)

You may receive an RFE from a customer that, for any number of reasons, you don't want to respond to. You can inform the customer you don't want to respond to the RFE by declining the RFE. You'll have the opportunity to tell the buyer why you are rejecting the RFE.

To decline an RFE:

  1. Display the Estimate page for the RFE you'd like to decline.
    • Click Create Estimate for RFE in the Task by Project section of the My Desk Summary page.
    • Click Create Estimate for RFE in the Projects to Estimate section of the My Desk Summary page.
    • Click Projects, then select the appropriate project from the Projects list to display the Project Home page. Click Estimates in the Project Menu and select List from the Estimates drop-down menu. Select the required estimate.
  2. Click Decline RFE...
  3. You may enter a reason for declining the RFE, then click Decline RFE.

Note: If you enter a reason for declining the estimate, a link will appear on the buyers RFE Details page that allows the buyer to view the reason given.

 

How to Retract an Estimate (Supplier)

Once you create and send an estimate to a buyer, you can now retract the estimate at a later date if you wish.

To retract an estimate:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFEs and Estimates page appears.

  1. Click the RFE title of the RFE you want to retract.

The RFE Details page appears.

  1. Click Retract Estimate.

A dialog box appears asking if you are sure you want to retract the estimate.

  1. Click OK.

The estimate is retracted and the status of the estimate changes to "Retracted" on the RFE Details page.

You can still edit and resend the retracted estimate if you wish. See How to Edit and Resend a Retracted Estimate (Supplier).

 

How to Edit and Resend a Retracted Estimate (Supplier)

When you retract an estimate, you can edit and resend it at a later date.

To Edit and Resend a Retracted Estimate:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFEs and Estimates page appears.

  1. Click the RFE title of the RFE you want to edit and resend.

The RFE Details page appears.

  1. If you want to resend the estimate as it is, click Send Estimate.

The estimate is sent to the buyer.

  1. If you want to edit the estimate before resending it, click Edit Estimate.

The Edit Estimate page appears.

  1. Make the changes you want and click Send Estimate.

The estimate is sent to the buyer.

 

How to Copy an Estimate (Supplier)

You can copy any retracted estimate, alter the details and send it to a buyer.

To copy an estimate:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFEs and Estimates page appears.

  1. Click the RFE title of the RFE you want to copy.

The RFE Details page appears.

  1. Click Copy Estimate.

The estimate is copied and the Edit Estimate page appears.

  1. Make the changes you want and click Send Estimate.

The estimate is sent to the buyer.

If you want to save the estimate as a draft, click Update Estimate.

The estimate is stored as a draft and the estimate appears on the RFE and Estimates page with a status of "Draft".

 

How to Revise an Estimate (Supplier)

You can revise an estimate that you have sent to a buyer. If you choose to revise an estimate that has been sent to a buyer, the original estimate is retracted.

To revise an estimate:

  1. Click Estimates in the Project Menu.
  2. Select List from the Estimates drop-down menu.

The RFEs and Estimates page appears.

  1. Click the RFE title of the RFE you want to revise.

The RFE Details page appears.

  1. Click Revise Estimate.

A dialog box appears asking if you are sure you want to revise the estimate and warning you that if you revise the estimate, the estimate will be retracted 

  1. Click OK.

The Edit Estimate page appears.

  1. Make the changes you want and click Send Estimate.

The estimate is sent to the buyer.

 

How to Reject Estimates (Buyer)

If you don't like any estimates you've received, or if you want to remove existing estimates from an RFE, you can reject estimates. A rejected estimate is removed from the RFE, and the supplier remains able to submit new estimates.

To reject an estimate:

  1. Navigate to the Estimate Detail page.
  1. Click Reject Estimates....

The Reject Estimates page appears.

  1. Check the estimates you want to reject.
  2. Enter any comments you would like included with the notification sent to suppliers.
  3. Click Reject Estimates.
  4. The estimate is removed from your RFE.

 

How to Dismiss an Estimator (Buyer)

When you invite suppliers to estimate your project they become part of the project team and have access to specs, files, and the RFE they've been invited to estimate.

What happens when you dismiss a supplier from an RFE:

  • The supplier receives an email notification.
  • If the supplier has been invited to other RFEs in the project, the supplier will continue to have access to those RFEs.
  • The supplier will continue to see the current view of specs and files associated with the RFE. The supplier will not see any subsequent changes to the spec or files and will no longer receive messages and other communication about the RFE.
  • The supplier will no longer be able to submit estimates for the RFE.

To dismiss estimators from an RFE:

  1. Display the Project Home page.
  2. Click Estimates in the Project Menu and select List from the Estimates drop-down menu.
  3. Click the RFE Title of the RFE you would like to remove estimators from.

The RFE Details page appears.

  1. Click Dismiss Supplier.
  2. Check the estimators you would like to dismiss, then click Dismiss.

To set a preference to have unselected suppliers dismissed automatically when you create orders:

Note: Only workgroup managers can set or remove this preference.

  1. Click the Admin tab, then click the My Group sub-tab.
  2. In Third-party Options, click Suppliers.
  3. In Supplier Preferences, click Edit Preferences.
  4. Select Yes for Dismiss unselected suppliers upon order creation.
  5. Click Update Preferences.

Unselected suppliers will now be dismissed from projects automatically when anyone in your workgroup creates an order.

Note: On individual orders, you can choose not to have unselected suppliers dismissed automatically.

 

How to Invalidate an Estimate (Supplier)

You can invalidate any estimate you receive. Invalidating an estimate is slightly different from rejecting an estimate in that an "Invalid" estimate is not included in reports.

To Invalidate an estimate:

  1. Navigate to the Estimate Detail page.
  2. Click Invalidate Estimates....

The Invalidate Estimates page appears.

  1. Check the box beside the estimate you would like to invalidate.
  2. Enter any relevant comments if you want and click Invalidate.

The estimate is invalidated and you are returned to the RFE Details page.

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