Field Definitions: PM Request For Quote Form

The following is a list of field descriptions for the PM Request For Quote form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Project

Use this field to select the project associated with the RFQ. Enter a project number or press F4 to select a project from a list.

Overview: RFQs

PM Request For Quote

RFQ

Use this field to identify a specific RFQ.

Create a new RFQ

There are two basic ways to create a new RFQ using this field.

  • Automatically - Enter a '+', 'n', or 'N' in this field and then press TAB and the system will automatically create a new RFQ and assign it the next available number.
  • Manually - Enter an RFQ number that has not already been used on the project and press TAB.

    Select an existing RFQ

To select an existing RFQ, enter an existing RFQ in this field and press TAB, or press F4 to select an RFQ from a list.

Overview: RFQs

PM Request For Quote

Description - RFQ

Enter a description of the RFQ. The description can be up to 60 characters long.

There is also a Description field in the lower portion of the form to enter a description on each item on the RFQ.

Overview: RFQs

PM Request For Quote

Document Type

Use this field to associate the RFQ with a document type. This allows you to categorize the RFQ that you are creating.

Enter an RFQ document type or press F4 to select one from a list. Only document types that are associated with the RFQ document category will display in the list (PM Document Types Document Category field).

Document types are created and maintained using PM Document Types .

Required when using 'Send with Transmittal'

If you select > Send with transmittal, a document type must be selected in this field.

Click here for an overview of the Create & Send feature.

Overview: RFQs

PM Request For Quote

PM Document Types

Status - RFQ

Use this field to set the status of the RFQ. Enter a status code or press F4 to select a status from a list.

You can also set the status of each RFQ item using the Status field in the lower portion of the form.

Currently the status of the RFQ and RFQ items are not related, for example changing the status of the RFQ does not change the status of the RFQ items.

Status IDs

Statuses are created and maintained using the PM Status IDs form. You can open this form by pressing F5 in the Status field.

Overview: RFQs

PM Request For Quote

Scope - RFQ

Use the Scope field to enter notes about the scope of the RFQ. There is a separate Scope field in the lower portion of the form that applies to each RFQ item.

Using Formatted Notes

Use the toolbar to format the text in the field.

 Cut, Copy, and Paste
Undo
Bold, Italics, Underline, Strikethrough
Subscript , Superscript
Font formatting
Reset - Highlight some text in the field and click this icon to restore the default formatting
Highlight , Text Color
Bulleted List (<ul>), Numbered List (<ol>)
Parapragh Tag - Click this icon if you would like a paragraph icon to display at the end of each paragraph.
Align Left, Center, Align Right, and Justify (align both left and right)
Spelling Check

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Overview: RFQs

PM Request For Quote

Date Created

Use this field to enter the date the RFQ was created. By default this field will populate with the current date when a new RFQ is created, but you can override the default when needed.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

Overview: RFQs

PM Request For Quote

Date Due - RFQ

Use this field to enter the date the RFQ is due.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

Overview: RFQs

PM Request For Quote

Date Sent - RFQ

Use this field to enter the date the RFQ was sent.

There is also a Date Sent field in the lower portion of the form to enter a date sent on each RFQ item.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

Overview: RFQs

PM Request For Quote

Date Received

Use this field to enter the date the RFQ item was received.

There is also a Date Received field in the lower portion of the form to enter the date received on RFQ items.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

Overview: RFQs

PM Request For Quote

Responsible Person - RFQ

Use this field to select the person at your organization that is responsible for the RFQ.

Press F4 to select a contact from a list.

What contacts will display in the list?

Only contacts that are associated with the Project Our Firm set up on the project will display (PM Projects> PM Info tab> Project Our Firm field).

If a Project Our Firm has not been set up, the contacts associated with the Our Firm set up on the company will display (PM Company Parameters> Info tab> Our Firm field).

Overview: RFQs

PM Request For Quote

Sent To Firm

Enter the firm that should receive the document(s) generated using the Create and Send feature or press F4 to select a firm from a list.

Click here for an overview of the Create and Send feature.

Drag and Drop

To drag and drop firms/contacts to the distribution grid, double-click the Distribution tab (label) or select View > Project Firms List. This displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.

Note:

If you manually add a firm/contact to the grid that is not set up for the project, upon saving the record, the system displays a message indicating the firm/contact does not exist in PM Firms and gives you the option to add the firm/contact. Select Yes to add the firm/contact to the distribution list and to PM Firms. Select No to add the firm/contact to the distribution grid only.

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Using the sort name

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Sent To Contact

Enter the contact that should receive the document(s) generated using the Create and Send feature, or press F4 to select one from a list. Only contacts associated with the firm selected in the Sent To Firm field can be selected.

Contacts are associated with firms using PM Firm Contacts .

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Send

Check this box if the contact should receive communications generated using the Create and Send feature.

When this box is not checked, the contact can be manually added to a Create and Send email but they will not automatically populate in the To, Cc, or Bcc fields on the Message tab of the PM Send Documents form.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If this contact was added to an email generated using the Create and Send feature, this box will be checked.

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Preferred Method

Use this field to select which type of communication should be sent to the contact when using the Create and Send feature. This field defaults based on the preferred method set up using PM Firm Contacts.

  • M - Print — Print a hard copy of the generated PDF document(s). When this option is selected, the contact will not receive a copy of the email body text.
  • E - Email — Send the generated PDF document(s) using email. The email address of the contact is pulled from the Email field on the Info tab of the PM Firm Contacts form. F -Fax — Send the generated PDF document(s) suing fax. The system will use the fax number set up on the PM Firm Contacts form.
    Note: This option requires that you have a fax server set up in the Fax Server Name field on the Info tab of PM Company Parameters .

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Send Type

Select how the contact should be added to the communication generated from the Create and Send feature: To, Cc, Bcc.

When a communication is created using the Create and Send feature (), the contact will automatically be added using the selection in this field.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If an email generated using the Create and Send feature has already been sent to the contact, this field will display how the contact was included on the last communication.

For example if the contact was added to an email in the To field on the PM Send Documents form, To will display in this field. When a new email is created using the Create and Send form, the contact will automatically populate in the To field.

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Date Signed

Enter the date the contact signed the document.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Notes

Enter any notes that relate to this contact. You can double click in the field if you need more space to enter information.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Create and Send - Overview

PM Request For Quote

RFQ - Overview

Notes - RFQ

Use this field to enter any notes that relate to the RFQ. There is also a Notes tab in the lower portion of the form that can be used to enter notes on each of the items associated with the RFQ.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Overview: RFQs

PM Request For Quote

Item

Use this field to identify each item on an RFQ.

Create a new item

There are two basic ways to create a new RFQ item:

  • Automatically - Enter a '+', 'n', or 'N' in this field and then press TAB to create a new item on the RFQ. The system will automatically assign it the next available number.

  • Manually - Enter an item number that does not already exist on the RFQ and then press TAB. This will create the new RFQ item.

     

Overview: RFQs

PM Request For Quote

Description - RFQ Item

Use this field to enter a description of the RFQ item. The RFQ item description can be up to 60 characters long.

 

Overview: RFQs

PM Request For Quote

Scope - RFQ Item

Use this field to enter notes about the scope of the RFQ item.

There is a separate Scope field in the upper portion of the form that applies to the entire RFQ.

Using formatted notes

Use the toolbar to format the text in the field.

 Cut, Copy, and Paste
Undo
Bold, Italics, Underline, Strikethrough
Subscript , Superscript
Font formatting
Reset - Highlight some text in the field and click this icon to restore the default formatting
Highlight , Text Color
Bulleted List (<ul>), Numbered List (<ol>),
Parapragh Tag - Click this icon if you would like a paragraph icon to display at the end of each paragraph.
Align Left, Center, Align Right, and Justify (align both left and right)
Spelling Check

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Overview: RFQs

PM Request For Quote

Status - RFQ Item

Use this field to set the status of the RFQ item. Enter a status code or press F4 to select a status from a list.

You can also set the status of the entire RFQ using the Status field in the upper portion of the form.

Currently the status of the RFQ and RFQ items are not related, for example changing the status of the RFQ does not change the status of the RFQ items.

Status IDs

Statuses are created and maintained using the PM Status IDs form. You can open this form by pressing F5 in the Status field.

Overview: RFQs

PM Request For Quote

ROM - Rough Order of Magnitude Estimate

Use this field to enter the rough order of magnitude estimate for the RFQ item.

If you use the Create and Send feature, this value will display in the Amount column in the lower portion of an RFQ document created using the standard RFQ document template.

Overview: RFQs

PM Request For Quote

Date Sent - RFQ Item

Use this field to enter the date the RFQ item was sent.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

Overview: RFQs

PM Request For Quote

Date Received

Use this field to enter the date the RFQ item was received. When creating new RFQ items, this field will default based on the Date Received entered on the RFQ in the upper portion of the form.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

Overview: RFQs

PM Request For Quote

Firm

Use this field to select the firm that is associated with the RFQ item. Enter a PM firm number or press F4 to select a firm from a list.

PM firms are created and maintained using the PM Firms form, and firm contacts are created and maintained using the Contacts tab on that form.

Click here for an overview on PM firms and contacts.

Using the sort name

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Overview: RFQs

PM Request For Quote

Contact

Use this field to select the PM firm contact associated with this RFQ item. Press F4 to select a contact from a list. Only contacts associated with the PM firm selected in the Firm field will display in the list.

PM firms are created and maintained using the PM Firms form, and firm contacts are created and maintained using the Contacts tab on that form.

Click here for an overview on PM firms and contacts.

Overview: RFQs

PM Request For Quote

Vendor

Use this field to select the AP vendor associated with the RFQ item. Enter an AP vendor number or press F4 to select a vendor from a list.

Click here for an overview on PM firms and contacts, and how they relate to AP vendors.

Using sort name

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendorfield instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Overview: RFQs

PM Request For Quote

Notes - RFQ Item

Use this field to enter any notes that relate to the RFQ item.

There is also a Notes tab in the upper portion of the form that can be used to enter notes on the entire RFQ.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Overview: RFQs

PM Request For Quote