PQM Processing with Discrete Manufacturing

When Document BOM, Construction Order, or Construction Inquiry lines meet the required conditions, purchase quotes can be created for the assigned vendors. During placing, you can either choose a vendor directly or use the Select Best Price option. Delivery-related comparison is supported through expected receipt date and lead time information in the matrix, depending on display settings.

This topic describes how to use COSMO Purchase Quote Manager from COSMO Discrete Manufacturing pages. It expects that the PQM Setup is complete and vendors have been assigned to the items or G/L accounts to be quoted. For more information, see Setup in the COSMO Purchase Quote Manager Help.

Note

When using the Create PQM function for lines of Type = Account(G/L), the Vendor No. field must be populated.

Prerequisites for Creating PQM

Before creating a PQM from Document BOM or Construction lines, the following conditions must be met:

  • Type: Must be Item or Account(G/L)
  • No.: Must be populated
  • Information Line: Must be turned off
  • Purchase Status: Must be blank (no existing purchase document or PQM)
  • Status: Must be Open
  • Vendor No.: Must be populated for lines of type Account(G/L)

To create PQM for Document BOM, Construction Order, or Construction Inquiry lines

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter the relevant document type, and then choose the related link.

  2. Open the Document BOM from the sales line, Construction Order, or Construction Inquiry.

  3. Select the line to get quotes and then choose Actions > Create PQM for the Document BOM or Functions > Create PQM on the Lines FastTab for the Construction Order/Inquiry.

    Tip

    Multiple lines can be selected to create PQM lines for all selected components at once.

  4. The PQM page opens.

  5. The fields in the General FastTab are initialized from source header information, and the Lines FastTab is initialized from the selected source lines, including:

    • Item / G/L Account number and description
    • Quantity
    • Vendor No.
    • Unit Cost
    • Order Date
    • Due Date
    • Total Direct Cost

  6. The Purchase Status field on the source line is updated to PQM created, and the Purchase Exists field displays PQM while this status remains. Subsequent status changes depend on later placing and procurement processing steps.

  7. On the Options FastTab, the fields default from the settings in the PQM Setup page. Adjust settings as needed. This will provide additional information in the PQM Placing Matrix page.

To assign vendors to the PQM lines (if not already assigned through setup)

The Assign Vendors autom. and Assign Vendors per Line fields in PQM Setup control how vendors are allocated to the PQM. These settings determine whether vendors are assigned automatically based on item setup and whether vendor assignments apply at the header level or individual line level. If not already assigned through setup, vendors can be assigned manually.

  1. Choose the Assigned Vendors action and then enter additional vendors as needed.
  2. Close the PQM Vendors page.
  3. On the Actions menu, choose Functions > Assigned Vendors > Copy from Header to Lines. Notice that the Assigned Vendors field is updated in the Lines FastTab.
Note

The Lead Time Calculation field and the delivery date shown in the PQM Placing Matrix are separate values. The matrix delivery date is shown from the Quote Expected Receipt Date. When a related purchase quote line exists, the Quote Expected Receipt Date is taken from the Expected Receipt Date in that purchase quote line. During quote creation, that Expected Receipt Date is initialized from the PQM line Due Date. The Lead Time Calculation is shown separately in the matrix when enabled. Changing the Lead Time Calculation on the PQM Vendors page does not recalculate the delivery date shown in the matrix.

To create purchase quotes for PQM lines

  1. Choose the Create Purch. Quotes action. The PQM Placing Matrix page opens.

    The matrix shows quote unit cost and quote line amount based on vendor quote values. Depending on the setup, calculated fallback values can also be shown for not-offered quotes. The lowest price is highlighted in green.

    Note

    In the Settings section as well as in the Options FastTab on the PQM page, the toggles can be turned on or off to view different information in the PQM Placing Matrix page.

    If a vendor offers a different price, choose the value below the vendor to open the quote and change the unit cost. It will be updated automatically in the PQM Placing Matrix page.

  2. Close the PQM Placing Matrix page to return to the PQM page.

  3. In the Lines FastTab, the status fields reflect the current vendor status values (Status Created, Status Verified, Status Placed, Status Not Placed). In a fresh initial flow after quote creation, this is typically Status Created = Yes and the other status fields = No.

To change the quote status (optional)

Depending on business processes, the status of each quote can be changed to Verified once the quotes are validated by the vendors.

  1. In the Lines FastTab, choose the value in the Status Created field to open the PQM Vendors page.
  2. Choose the Edit List action.
  3. For each quote, change the Status to Verified.
  4. Close the PQM Vendors page.
  5. If necessary, refresh the PQM page and notice that the:
    • Status Verified field = Yes
    • Status Created, Status Placed, and Status Not Placed fields = No

To place the best quote

The quote for the vendor with the best price should be chosen but can be overridden manually. Expected receipt date and lead time remain available for comparison in the matrix.

  1. Choose the Purchase Quotes Matrix action to open the PQM Placing Matrix page.

  2. Choose the Placing action.

  3. On the selection dialog, choose whether to place All lines or Selected lines only, then choose the OK button.

  4. In the PQM Placing page, turn on the Select Best Price toggle to automatically select the vendor with the best price. Alternatively, turn off the toggle and enter the winning vendor in the Vendor No. field.

  5. In the Options FastTab:

    • Turn on the Update Source Data toggle to write placing results back to the source line.
    • Turn on the Direct Updates for Purchase Lines (delete other) toggle if non-winning purchase quote lines should be deleted during placing. Leave this option off if all vendor quote lines should remain available after placing.

  6. Choose the OK button.

  7. In the PQM Placing Matrix, the Assigned checkbox is selected for placed lines. Vendor status is set to Placed for the winning vendor and to Not Placed for non-winning vendors. If Direct Updates for Purchase Lines (delete other) was enabled, non-winning purchase quote lines are deleted.

  8. Close the PQM Placing Matrix page to return to the PQM page.

  9. In the Lines FastTab, notice that the:

    • Status Created and Status Verified fields = No
    • Status Placed and Status Not Placed fields = Yes
    • Placing Vendor No. = winning vendor
    • Placing Unit Cost = direct unit cost from placed purchase quote
    • Difference Unit Cost = sum of Source Unit Cost - Placing Unit Cost
    • Assigned checkbox is selected for placed lines
    • Source Status = Updated (due to turning on the Update Source Data toggle)

  10. Choose the value in the Status Placed and/or Status Not Placed fields to see quote information for all vendors. In the PQM Vendors page (opened from the Assigned Vendors field in the line), the status indicates the winning/losing quotes. From this page, the quotes can be opened by choosing the value in the Quote No. field.

  11. Go back to the PQM page.

  12. If no further changes need to be made, choose the Finish action to complete the processing for this PQM.

To review Document BOM or Construction line

  1. Close the PQM page to return to the Document BOM, Construction Order, or Construction Inquiry.

  2. Refresh the page if necessary. If source update was executed successfully during placing, the source line is updated as follows:

    • Vendor No. = placing vendor
    • Unit Cost (CC) = placing direct unit cost
    • Purchase Status = Purchase Created (when the line is assigned and not posted)

  3. The Purchase Exists field reflects the currently linked process state and shows values such as PQM, Quote, Order, or a requisition worksheet context.

  4. Drilling down on the Purchase Exists or Purchase Status fields open the currently linked target for that state.

  5. To access the PQM page again for this line, drill down in the Purchase Exists or Purchase Status fields while the line is in Purchase Status = PQM created.

As previously noted, quotes can be deleted or kept depending on your procurement process.

Converting Purchase Quotes to Orders

When purchase quotes created through PQM are converted to purchase orders:

  • For Item lines that are still linked to an Inquiry Construction Line at conversion time, quote-to-order conversion is blocked with an error. This inquiry-specific block does not apply to non-Item lines and does not apply after relinking to a non-inquiry destination line.
  • The Purchase Exists field shows Order only when a linked purchase order line exists and Purchase Status is neither PQM Created nor Purchase Posted.
  • The Purchase Status field can update to Purchase Posted in the posting flow for linked demand records that meet the posting update conditions.

Purchase Quotes from Construction Inquiries

Construction Inquiries cover both Document BOM and Inquiry Service Line scenarios and support Purchase Quote creation, quote placing, and optional source updates in PQM.

Quote-to-order conversion is not blocked in all inquiry cases. The block applies only to Item quote lines that are still linked to an Inquiry Construction Line at conversion time. It does not apply to non-Item lines, and it does not apply after relinking to a non-inquiry destination.

To continue procurement with inquiry-origin quotes, relink the source first:

  • Use the Transfer Back to Doc. BOM action for Document BOM inquiries.
  • Use the Copy Lines to Const. Order action for Inquiry Service Line inquiries with a linked service order.

Status Flow for Construction Inquiry Lines

  1. After creating PQM, the Purchase Status field is set to PQM created and the Purchase Exists field shows PQM while the line remains in that state.
  2. After placing with the Update Source Data toggle turned on for assigned lines, the Purchase Status field is set to Purchase created.
  3. After transfer to Document BOM or Construction Order, the purchase quote lines are relinked to the destination line.
  4. After relink, the Purchase Status field in the destination line is Purchase Created.
  5. After relink, the Purchase Status field in the source inquiry line returns to PQM created.
  6. Depending on linked purchasing documents, the Purchase Exists field can display Quote.

Cost Consistency for Relinked Quotes

  1. During source update, the destination Unit Cost (CC) field is updated from the placing quote price.
  2. During source update, the Freeze Unit Cost (CC) checkbox is selected on Construction Line and Document BOM.
  3. The Freeze Unit Cost (CC) field setting is carried through transfer and copy flows and protects lines from automatic unit-cost recalculation.

This supports continuing procurement from inquiry-phase quotes without recreating quotes when transfer or copy relinking conditions are met.

See Also

Document BOM
Construction Order
Construction Inquiries


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