Print and Email Vendor RFQs

The Print/Email RFQs section allows you to manage delivery methods, preview reports, and track sent RFQs for vendors in an RFQ group.

Overview

To navigate to this section, select Estimate > Vendor RFQ, select the Send Vendor RFQ tab, and then select Print/Email RFQs in the left-hand pane.

Use the Print/Email RFQs section to specify a method for sending RFQs for every vendor that is a part of an RFQ group. You can also preview and send the RFQs from this page.

Configure Methods for Sending RFQs

The Send RFQs area displays a list that includes each vendor that is part of an RFQ group. For each vendor on the list, you can specify one or more methods that will be used to send the RFQ to this vendor.

For example, you can print the RFQ for one vendor while emailing the RFQ to another.

Before sending RFQs, it is a good idea to enter or verify the contact names and email addresses for the vendors you will be sending to. This information is essential for emailing RFQs, and also appears at the top of the printed RFQ.

Add additional vendors to the list

  1. Select the Add button.
  2. Select one or more vendors.
  3. Select OK.

Edit the information for a vendor on the list

You can edit phone numbers, contact names, and contact email addresses on screen. To edit other information such as address, country, etc., follow these steps:

  1. Select a vendor on the list.
  2. Select the Edit button.
  3. Make your changes.
  4. Select OK. The changes you make are stored within that vendor's record in Estimate Resources.

Saving changes to Resources

In B2W Estimate's Options dialog, there is a setting called Save estimate organizations and contacts to Resources. If you have enabled this setting, the Edit Vendor dialog will include a checkbox labeled Update in Resources. Selecting this checkbox instructs B2W Estimate to attempt to save your vendor edits to the Resources version of the vendor you are editing in your estimate.

Remove vendors from the list

  1. Select a vendor on the list.
  2. Select the Remove button.
  3. Select OK.

Do not include RFQ PDF file

Select this checkbox to send the RFQ without including the PDF of the RFQ Group's data. The RFQ Group text for the Sent Report Log Entry will read: (PDF not included).

This can be useful when you need to communicate with a vendor but do not want to resend the RFQ PDF.

Creating new contacts

If you enter the name of a new contact, the Create New Contact dialog appears, prompting you for information about your new contact. If, in B2W Estimate's Options dialog, you have enabled the setting called Save estimate organizations and contacts to Resources, the Create New Contact dialog will include a checkbox labeled Add to Resources. Enabling this checkbox instructs B2W Estimate to attempt to save your new contact to the Resources version of the vendor you are editing in your estimate. Similarly, B2W Estimate will attempt to update Resources when you edit information about a contact on-the-fly in an estimate.

Previewing and Sending RFQs

Once you have finished configuring your vendor list, you are ready to preview and send the RFQs.

Important: The two send options described below send the RFQ directly to the vendor, using your chosen method, without first previewing the report. You must use the preview function to view an RFQ before sending it.

Preview an RFQ

  1. Select a vendor on the list.
  2. Select Preview.

Send RFQs to all vendors on the list

  1. Select Send RFQs to All Vendors.
  2. Select OK to verify the sending process.
  3. If you have specified an email address for any vendor, B2W Estimate will prompt you for a subject line and message to accompany the RFQ.
Note: When emailing an RFQ, there is also an option to include your name and email address, which will give the recipient a "reply to" function. This option is only available if your user account has an email address configured in the B2W Estimate Administration tool.

Send RFQs to selected vendors

  1. Select a vendor on the list. You can select multiple vendors with a control-select or a shift-select.
  2. Select Send RFQs to Selected Vendors.
  3. Select OK to verify the sending process.
  4. If you have specified an email address for any vendor, B2W Estimate will prompt you for a subject line and message to accompany the RFQ.
Note: When emailing an RFQ, there is also an option to include your name and email address, which will give the recipient a "reply to" function. This option is only available if your user account has an email address configured in the B2W Estimate Administration tool.

RFQ Log Entries

In the RFQs sent area, B2W Estimate displays an RFQ log entry for each RFQ that has been sent. Each log entry includes the vendor name, contact name, and group names, as well as the date and time at which the RFQ was sent.

Remove RFQ log entries from the list

  1. In the RFQs sent area, select a log entry on the list. You can select multiple entries with a control-select or a shift-select.
  2. Select Delete.
  3. Select OK to verify the removal.