PQM Processing on Project Budget Calculation

Once a Project Budget Calculation is set up and ready for processing, purchase quotes can be created for each assigned vendor and then the quote that is most cost-effective and/or provides the best delivery time can be chosen for order placement.

This topic describes how to use COSMO Purchase Quotes Manager from the Project Budget Calculation page. It expects that the PQM Setup is complete and vendors have been assigned to the item, general component, or service resource to be quoted. For more information, see Setup in the COSMO Purchase Quotes Manager Help.

Note

When using the Create PQM function for lines of Type = General or Service, the Vendor No. field must be populated.

To create PQM for Project Budget Calculation lines

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

  2. Locate and select the project, and then choose the Budget Calculation action on the Home menu.

  3. In the Project Budget Calculation page, select the line to get quotes and then on the Related menu, choose PQM > Create PQM.

  4. With the Current line option selected, choose the OK button.

  5. The fields in the General FastTab are populated from the project and the Lines FastTab contains the following information from the Project Budget Calculation line:

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

  6. On the Options FastTab, turn on the toggles within the Prices field group under Purchase Quote Matrix. This will provide additional information in the PQM Placing Matrix page.

  7. Choose the Assigned Vendors action and then enter any lead time calculations as needed.

  8. Close the PQM Vendors page.

  9. 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.

To create purchase quotes for PQM lines

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

    The unit cost and purchase line amount display the current values from the document. For each vendor quote, the price is populated based on the purchase price of the quantity from the PQM page. The calculated availability based on lead time is also shown.

    Based on the settings in the Options FastTab, the complete purchase amount, the difference percentage, and a summary line are shown for each quote. In addition, the vendor with the lowest cost is shown in bold green text.

    Note

    On the PQM page, the toggles in the Options FastTab 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, notice that the:

    • Status Created field = Yes
    • Status Verified, Status Placed, and Status Not Placed fields = No

To change the quote status

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 and delivery date should be chosen but can be overridden manually.

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

  2. Choose the Placing action.

  3. Choose the OK button to select all lines for placement.

  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.

  6. Choose the OK button.

  7. In the PQM Placing Matrix page, notice that the:

    • Assigned checkbox is selected
    • Values are cleared for vendors that were not selected

  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
    • 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, 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.

Note

Once a purchase quote has been placed for an item, the Transfer Purchase Conditions function can be used to transfer purchase prices and line discounts from the purchase quote to the master data (Item) or project-specific prices. For more information, see Transfer Purchase Conditions from Purchase Quote.

To review Project Budget Calculation line

  1. Close the PQM page to return to the Project Budget Calculation page.
  2. Refresh the Project Budget Calculation page, if necessary. Notice that the:
    • Vendor No. = winning vendor
    • Direct Unit Cost = direct unit cost from placed purchase quote

To access the PQM again at any time for this Project Budget Calculation line, choose PQM > Show PQM on the Related menu.

As previously noted, the quotes can be deleted or kept, depending on the company's business processes for procurement.

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