How to set up the layout of the request for quotation

If you want to work with requests for quotations, your system must be set up for this. You will successively set up the process numbering, the report definition, and the layout. In this article, you will read how to set up the layout of the purchase request for quotation in MKG.

 


 

After you have checked and, if necessary, adjusted the process numbering of the request for quotation and set up the report definition of the request for quotation, you now set up the layout of the request for quotation. You can do this quickly and easily using the step-by-step plan below.

 

 

Step 1: Go to the layouts

 

Open the module Request for Quotation Layouts. You will see a list of all available layouts. 

 

Check which layout is in use

It is useful to first check which request for quotation layout is exactly in use in your environment. Open the instructions below to see how to do this.

Check request layout
  1. Open the module Creditors and click on Advanced Search
  2. Use the Field Selector to add the field Purchase Layout Group.
  3. Click on Refresh 
    to see which purchase layout group is in use.
  4. Then open the module Purchase Layout Groups and select the found layout group (the number).
  5. In the field of the request for quotation, a number is visible again that refers to the request for quotation layout. This layout must therefore be adjusted.

 

 

Step 2: Adjust the target structure

 

Click on the relevant request for quotation layout. You can enter the desired layout data directly in the list, but we recommend using the detail screen. The detail screen is displayed by default, but if this is not the case, you can add the screen yourself. Open the instructions below to see how to do this.

 

How to add the detail screen
  1. Right-click somewhere on your screen.
  2. Select 'List Settings' and then 'Detail'.
  3. Select the option you find convenient to work with. Usually, 'Under' is used to display the detail screen at the bottom of the screen

 

Then click behind Target Structure on Export (PDF) 

to open the pop-up screen 'Report Export'. Choose the following settings:

  • Target: Export
  • Export Target: Email
  • Format: Acrobat Format (PDF)
  • File: Request for Quotation [iofa_num]

 

 

Step 3: Fill in the email details

 

Fill in the following fields for the content of the email:

  • Email Address: [rela_num.t_cprs_ink_offerte.cprs_email]
    This field refers to the contact person where the column Offer Purchase is checked in the relationship. If this checkbox is not assigned to a contact person, the email address field remains empty. You can then manually fill in the email address before sending the email.
  • Subject: Request for Quotation [iofa_num]
    Optionally add the supplier's name to the subject line with the following addition: '_[cred_num.cred_name]'.
  • Content: Type your email text here
    Type the full message you want to include in the email here. We recommend setting the email signature in Outlook. This way, you don't have to include it in the content of the message in MKG.
    Example

    Dear,

    Hereby you receive our request for quotation [iofa_num]. 
    Please confirm price and delivery date as soon as possible.
    For questions, you can contact us.

  • Email Action: Choose 'Open Message'

The other fields are optional. You can fill them in at your discretion, but this is not mandatory. For example, are you active in multiple countries/languages? Then you can use the Condition field to set up a separate email for each language. Go to the field Condition at the bottom of the pop-up, choose Language as the field, and use the condition 'Equal to'. Then type the language code in the field behind it. Then create a new export 

for the other languages.

Click OK when you have filled in all the data to your liking.

 

 

Step 4: Save the layout

 

Click Save 

to save the layout. The request for quotation is now set up, and you are ready to send purchase requests for quotation by email.

 

 


Video | Set up the target structure of the request for quotation

Duration: 2:52
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