Tab header data of the free text request (Step 2)
The steps described below are the same in each request type.
As soon as you have created a new request transaction via the button “Create” (see step 1), you will be shown an empty input form for the header data of the request to fill out.
The "Header Data" tab is divided into 4 sections, the fields and functions of which are described below:
Section General
Request number
The transaction automatically receives a request number according to its configured number generator or the field remains empty if your company works without an automatic generator. In the latter case, you should usually enter manually a reference number that has been assigned internally by your company. This can be, for example, the collective number from the SAP system.
If an automatic generator is set up for your organizational unit, it will be automatically inserted into the field when you proceed to the next step, “Items”. In this case, you will see a respective information in the corresponding field:
Fill in the available fields, for example, a meaningful title. The technical and commercial contact persons are displayed to the suppliers in the invitation e-mail, along with other information. If your internal contacts have entered their contact details, such as a phone number in the system, these will also be mentioned in the invitation.
The submission deadline is a mandatory field. Please enter a a date and a time.
Determine which currency is to be used exclusively for the entire transaction. All items you create will then have this currency preselected.
Define the language of the base units as well. The language determines the display of the base units used in the request, which are shown in this form to your suppliers in the item list. Defined base units from the SAP master data of the German language, such as ST (Stück), are automatically translated into the English equivalent PC (Pieces).
Terms and Conditions section
In the "Terms and Conditions" section, you can optionally define the delivery conditions and payment terms for your suppliers.
Settings section
Select the option “The quotation must be fully priced” if you require a fully priced itemized list from the suppliers. In this case, the suppliers can only send the quotation if all items are priced.
When evaluating in the price index, you can see and compare the CO2 emission values of the submitted quotation. In a quotation copy, which you create in the price comparison list, you can subsequently adjust the values.
If the option "CO2 emission value (kg)" is activated for your request, the supplier can also specify a CO2 value for each item in his quotation.
The "Easy Access" function is an alternative and faster way for suppliers to gain direct access to the account and the RFQ.
With the publication of the RFQ, a "Magic link" will be made available in the invitation email, which will redirect the contact person directly to the account with the content of the RFQ. The registration process will be skipped this way.
Attachments section
Select and drop files
In the lower area of the header data, you have the option of adding relevant attachments to the request. Use Select Files to access your pc drive and add files for uploading. You can select and open multiple files from the destination folder or drag and drop them into the upload area.
Maximum size of attachments for upload in the request
You can use files with a maximum total size of 100 MB per file for upload. You can also upload multiple files up to this maximum size.
Declaring attachments as subject to confirmation
In the lower area of the header data, you have the option of adding relevant attachments to the request. Mark documents as subject to confirmation if required. As a result, all participating companies must first confirm these documents first before they can view the full request.
With the button "Next" at the bottom right, you save your data and switch to the next step "Items".
Requests are created as a transaction in FUTURA Smart as soon as you switch from the "Header data" step with the "Next" button to the "Items" step in the creation process after maintaining all mandatory fields. This action gives it the status "In Preparation". From then on, this request can be found under the "In Preparation" list in the left navigation menu. Here you can open the request for quotation and, if necessary, continue to edit it at a later time. In the above-mentioned overview list, requests with this status can still be fully deleted by clicking on the trash can button for the desired transaction on the right.
With the Cancel button, the transaction is completely canceled and deleted during the creation process.
Click here for step 3: