A Guide for Non-Production and Production Purchasing Buyers and Suppliers

Transcription

1 A Guide for Non-Production and Production Purchasing Buyers and Suppliers

2

3 Table of Contents Table of Contents...1 Start to Finish What to Do in WebQuote...3 WebQuote Document Delivery Overview...5 DOCUMENT DELIVERY FUNCTIONS...5 SYSTEM INTERACTIONS...5 Getting Started...6 USER ACCESS...6 LOGIN INSTRUCTIONS FROM FORD SUPPLIER PORTAL (FSP)...9 NOTIFICATIONS SENT TO USERS REGARDING DOCUMENT DELIVERY...11 ADDITIONAL REQUIREMENTS...11 WebQuote Homepage...12 Non-Production RFQ's and Quotes (CPARS)...14 RESPONDING TO NON-PRODUCTION RFQ'S...14 DECLINE TO BID...20 Production and Prototype RFQ's and Quotes (WIPS)...21 RESPONDING TO PRODUCTION AND PROTOTYPE RFQ'S...21 TIPS FOR QUOTING...22 COMPLETING THE QUOTE...28 ENTERING LINE ITEM INFORMATION...30 ENTERING AUTO MATERIALS...36 ENTERING PLANT PRICING INFORMATION...38 ENTERING TOOLING DETAILS...42 MAKING ATTACHMENTS TO THE QUOTE...44 SUBMITTING THE QUOTE...45 Finding Documents...51 SEARCHING FOR ORDER DOCUMENTS...51 OPTION #1: USE THE WEBQUOTE HOMEPAGE TO VIEW DOCUMENTS...52 OPTION #2: USE THE SIMPLE SEARCH TO VIEW ORDER DOCUMENTS...56 OPTION #3: USE THE ADVANCED SEARCH FOR ORDER DOCUMENTS...60 SEARCHING FOR REQUEST FOR QUOTE DOCUMENTS (RFQS)...64 OPTION #1: USE THE WEBQUOTE HOMEPAGE TO FIND AN RFQ...64 OPTION #2: USE THE SIMPLE SEARCH TO FIND RFQS...66 OPTION #3: USE THE ADVANCED SEARCH FOR RFQS...69 SEARCHING FOR QUOTES...73 OPTION #1: USE THE SIMPLE SEARCH TO FIND QUOTES...73 OPTION #2: USE THE ADVANCED SEARCH FOR QUOTES...76 USING THE SEARCH RESULTS...80 PRINT AN INDIVIDUAL DOCUMENT...82 Getting Help...83 SCREEN HELP...83 WEB AND TELEPHONE ASSISTANCE...83 SUBMITTING A REQUEST FOR HELP VIA THE WEB...83 CALL THE HELP DESK...84 WebQuote Page 1 Date Issued: October 21, 2008

4 WebQuote Page 2 Date Issued: October 21, 2008

5 Start to Finish What to Do in WebQuote WebQuote is a user friendly web based application to be used for communication between Suppliers and Ford Motor Company Purchasing. This page provides a general "To Do" list for tasks that Suppliers complete in WebQuote. The rest of this document provides step by step detailed directions for performing each task. 1. Logon to WebQuote through Covisint and the Ford Supplier portal. 2. Review the WebQuote Homepage for any new RFQs or Purchase Orders. 3. Review the list of "Open Requests". If there are open RFQs, review them and decide whether or not to send quote for them. 4. If you decide not to send a quote, open the RFQ, click [Decline to Bid], and enter your reason for not submitting a quote. 5. If you decide to send a quote, open the RFQ, click [Go To Quote], enter all the quote information, and submit the quote. 6. Search for and review the quotes you have submitted in the past. 7. Review the list of "Recently Approved Purchase Orders (PO's)" for any purchase orders that have been awarded to you. 8. Open the PO to review, print, or save it as necessary before fulfilling the order. WebQuote Page 3 Date Issued: October 21, 2008

6 WebQuote Page 4 Date Issued: October 21, 2008

7 WebQuote Document Delivery Overview DOCUMENT DELIVERY FUNCTIONS WebQuote is the global solution for Production and Non-Production Purchasing for transferring key documents between the supply base and Ford Motor Company. WebQuote Document Delivery functionality includes the following: Notifications and Attachments: WebQuote contacts users through notifications. When a document has been generated or modified by one of the internal Ford Purchasing source systems, the Supplier(s) is notified and is allowed to view and/or print that document. WebQuote also allows document attachments. Although these attachments will not be copied into the proven purchasing systems, they will be available through links between the systems and will be stored in the WebQuote system according to record retention requirements. Accessibility: Suppliers are granted access to view and/or print all documents for the Supplier codes to which they have authority. The easy to use Find Document screen and an At-A-Glance screen help Suppliers find the documents they need, and provide links to the desired documents. History: All documents, including attachments, from the date WebQuote is launched will be available in WebQuote for future access. SYSTEM INTERACTIONS WebQuote interacts with many other Ford systems. The main ones include: Global Supplier Database (GSDB) Formerly known as the Uniform Company Coding System (UCCS), this system assigns each Supplier and Ford location a fivecharacter code that is used on various documents. Worldwide Integrated Purchasing System (WIPS) This system is used to generate all legal agreements (including Purchase Orders, Claims and Automaterials) between Ford Motor Company and its production Suppliers. Corporate Procurement and Receiving System (CPARS) This system is used for requisitioning non-inventorygoods or services, part specification, material control, procurement, and accounting. CORA - Control of Requisitions and Approvals - Used in Europe to create releases against non-inventory blanket orders and raise Purchase Notifications (PN) which are sent to buyers in CPARS. WebQuote Page 5 Date Issued: October 21, 2008

8 Getting Started USER ACCESS Suppliers with WebQuote access are allowed to access, view and print the documents associated with their permissions. The Supplier FSP Corporate Service Administrator (CSA) grants access to site codes for WebQuote Service Packages and requested site codes. Users request the appropriate Service Package and manufacturing site codes through Covisint's Administration Tools link. The Supplier CSA approves or denies the requests. The manufacturing/supplier site codes must be requested at the 5-character level to gain access to WebQuote data. WebQuote Service Packages There are two different Service Packages available for WebQuote. Select the appropriate Service Package based on whether you are a Production or Non-Production Supplier. WebQuote Purchase Order Document The WebQuote Purchase Order Document service package allows users to view all WebQuote Document Delivery functionality. (Currently for Production Suppliers only) WebQuote RFQ's and Quotes The WebQuote RFQ's and Quotes service package allows users to view all RFQs and update and respond to Supplier quotes. WebQuote Page 6 Date Issued: October 21, 2008

9 Requesting the Service Packages for WebQuote The process for requesting the appropriate Service Package for WebQuote is the same as requesting any FSP application sub-package from within Covisint. 1. From the Covisint or FSP Homepage, click Administration Tools on the left side of the screen. 2. Click Request a service package from the "Common Actions" section. WebQuote Page 7 Date Issued: October 21, 2008

10 3. Scroll down to the Ford Supplier Portal section of the screen. Click Request Sub-package. 4. Scroll down until you find the WebQuote Service Packages. Click in the checkbox next to the Service Package to be added. Note: If there is no symbol in the Notes column to the right of the Service Package you want to add, your parent company must first subscribe to the Service Package within Covisint before you can be added as a user. 5. Enter any additional information in the Request Reason field. 6. Click [Continue]. 7. Click the checkbox next to the appropriate Site codes. 8. Click [Continue]. WebQuote Page 8 Date Issued: October 21, 2008

11 The Request Confirmation screen displays and your request has been sent to your CSA. For more information on Requesting Service Packages, click the How to Request an Application link on the FSP Home Page. There is a weekly feed between WebQuote and FSP. Depending on when you request access, you may be granted access to WebQuote right away, or it may take up to five business days. LOGIN INSTRUCTIONS FROM FORD SUPPLIER PORTAL (FSP) 1. From your web browser, access 2. Enter your Covisint user ID and password in the Login section of the screen. 3. Click [Submit]. 4. From the Ford Supplier Portal, click the Applications tab. 6. Click the Show all Applications link or select Purchasing from the Filter by drop down list and click [Go]. WebQuote Page 9 Date Issued: October 21, 2008

12 7. Click the link for WebQuote. The WebQuote home page displays. WebQuote Page 10 Date Issued: October 21, 2008

13 NOTIFICATIONS SENT TO USERS REGARDING DOCUMENT DELIVERY notifications are sent to users from WebQuote. You will be sent notifications when a new document is available for your use. A link to the appropriate location in the WebQuote system is contained in the notification. Suppliers receive notifications when new documents are created or amended due to new purchase orders, RFQs, Automaterials, claims, cancellations, or other conditions. To access WebQuote using an notification: 1. Click on the URL in the body of the notification. Note: If you have not already logged in through FSP, you will be prompted to log in for security verification. If the Secure B2B Server screen displays, click the here link to login through Covisint. 2. The document referenced in the notification displays. You may view, print, and export this document, or navigate to other documents in WebQuote. ADDITIONAL REQUIREMENTS Documents viewed and printed from within WebQuote are presented in PDF format, which requires Adobe Reader, or another compatible software application, to view and/or print the document. Adobe Reader may be downloaded free from WebQuote Page 11 Date Issued: October 21, 2008

14 WebQuote Homepage The WebQuote Homepage can be accessed through either a link in an notification or directly from the Ford Supplier Portal. This Homepage provides many helpful items. Starting at the top of the screen, there are three links that are useful. WebQuote Page 12 Date Issued: October 21, 2008

15 Logout Provides users with a secure method of exiting WebQuote. Use this option if you are working on a shared workspace or have finished using the current session of WebQuote. Contact Us Click this link for information on how to contact the WebQuote support team. Help This link provides users with an electronic copy of this manual, as well as answers to other frequently asked questions regarding WebQuote. The body of the Homepage contains a view of recent activity. The documents listed here reflect the site codes and security access of the user. The body of the Homepage is split into two sections, the Open Requests and the Recently Approved Purchase Orders. To access a request for quote (RFQ) listed under the Open Requests section, click the colored link in the RFQ Number column. To access a purchase order (PO) listed under the Recently Approved Purchase Orders section, click the colored link in the ATP/Order Number column. If the RFQ you are looking for is not listed on the Homepage, click the See all open requests link to view a list of all the open RFQs for which you have not submitted a quote. If the PO you are looking for is not listed on the Homepage, click the see all approved POs link to view a list of all the POs received in the last 30 days. If you would prefer not to scroll through a list, you can search for documents using the Basic Search features on the right side of the page. See the section entitled "Finding Documents" for more information. WebQuote Page 13 Date Issued: October 21, 2008

16 Non-Production RFQ's and Quotes (CPARS) RESPONDING TO NON-PRODUCTION RFQ'S Using the list of RFQ's on the WebQuote Homepage or the search functionality described elsewhere in this manual, you will find RFQ's which have been sent to your supplier code for quoting. You must have the appropriate service package assigned to you to be able to submit a quote. 1. Click on the RFQ number link to open the RFQ. The RFQ displays. 3. Review the RFQ. The following information and functionality is available on the RFQ: WebQuote Page 14 Date Issued: October 21, 2008

17 The RFQ Number, Round Number, Status, Bid Due Date, Time Remaining to Bid, Issued Date, and a link to Terms and Conditions are located at the top of the screen. [Create Quote] - Click this button to start entering your quote. [Decline to Bid] Click this button if you do not want to submit a quote for this RFQ. Export to Excel Click this link to export the RFQ to an Excel document. Print RFQ Click this link to print the RFQ. RFQ Overview tab This tab contains an overview of the RFQ information including the Requisition number, RFQ Currency, Payment Terms, Freight on Board, Transportation Terms, Delivery information, Buyer information, Requester information, and links to previous rounds. Bidding Suppliers tab This tab contains your supplier information. Line Items tab This tab contains the line item information. The number on the tab is the number of line items on the RFQ. Line-up Meeting tab This tab contains all the information for the Line-up Meeting. Attachments tab This tab lists all of the attachments. The number on the tab is the number of items attached to the RFQ. Click the link for the attachment to open and view the attachment. Clauses tab This tab contains all the clauses for the RFQ. The number on the tab is the number of clauses for the RFQ. 4. Click [Create Quote] to start creating your quote. WebQuote Page 15 Date Issued: October 21, 2008

18 Note: Click the Decline to bid link if you decide you do not want to submit a quote. Click the RFQ No link to view the request for quote. WebQuote Page 16 Date Issued: October 21, 2008

19 Screen continued. Note: Fields marked with * are mandatory fields. Note: For Delivery Information select one of the radio buttons to enter either a delivery date, or a lead time. Note: Click the Attach another file link to add an attachment to the quote. Click the Attach another website link to add a URL. To remove an Attachment or URL that has already been added, click the remove link next to the field. WebQuote Page 17 Date Issued: October 21, 2008

20 Screen continued. 2 In the example above, each line is a different type of line. Line 1 is a non-production line item. Line 2 is a Transportation line item. On Transportation line items click the Transportation Details link for more information. Line 3 is an amendment. Line 4 is a deleted healthcare line item. It is highly unlikely that these line items would be found on the same quote. They are pictured in the example above to illustrate as many examples as possible. 5. Enter your quote information. If you are confused about any of the fields, click the What's this? link under that name of the field to view a description of the field. 6. Once you have entered all of your quote information, click [Continue Submit]. Note: If you want to save the quote to work on it another time, click [Save Quote]. The Quote Summary screen displays. WebQuote Page 18 Date Issued: October 21, 2008

21 7. Review the Quote Summary. If the quote is not correct, click the Back to Quote link to make corrections. 8. Click [Send Quote] to submit the quote. The Quote Confirmation message displays. WebQuote Page 19 Date Issued: October 21, 2008

22 DECLINE TO BID 1. From the RFQ, click [Decline to Bid] if you do not want to submit a quote for an RFQ. 2. Enter the reason for not bidding in the Reason for declining to bid field. 3. Click [Yes, Decline to Bid]. WebQuote Page 20 Date Issued: October 21, 2008

23 Production and Prototype RFQ's and Quotes (WIPS) RESPONDING TO PRODUCTION AND PROTOTYPE RFQ'S Once suppliers become enabled to use the RFQ/Quoting module of WebQuote, notifications are sent to the registered addresses of the supplier locations alerting them to the receipt of a new document to review. Clicking on the link in the will navigate the supplier to the individual document. Suppliers may then respond to, print, or review the document. Suppliers may also use the list of RFQ's on the WebQuote Homepage or the search functionality described elsewhere in this manual to find RFQ's which have been sent. Buyers are continuing to use the Worldwide Integrated Purchasing System (WIPS) to handle their Purchasing transactions. The integration of WebQuote is basically seamless to the Buyers, with the exception of a few minor screen changes and the addition of making or viewing attachments (described elsewhere in this manual.) WebQuote Page 21 Date Issued: October 21, 2008

24 TIPS FOR QUOTING Suppliers must have the appropriate service package and site codes assigned before they are able to respond to an RFQ and submit a quote. Check with the CSA at your company to verify your access rights. Mandatory Fields are marked two ways. Either with a red asterisk (*) or with yellow highlighting. Quotes cannot be submitted unless all mandatory fields are completed. When quoting a carryover part piece price, use EITHER the variance OR the new price field. Data cannot be entered in both. Attachments are allowed, and there is a 5MB limit per attachment. If a tooling lines are being created, the tool order header information on the quote details screen (capacity, importer of record, etc.) becomes mandatory. If the "cost from" price has changed on a part that you are currently quoting, you will receive an error message at the top of the quote, with detailed instructions to click REFRESH to see the updated pricing information. You may continue to complete and submit the quote after clicking REFRESH. Minimum requirements for quoting include the mandatory fields on BOTH the Quote Header screen and the Quote Details screen. This information is required for every quotation completed in WebQuote. In the example below, there are production and prototype requirements (illustrated by two line items.) Click on these links to complete quote details. Complete these fields and click [SAVE] WebQuote Page 22 Date Issued: October 21, 2008

25 REVIEWING THE RFQ 1. From the WebQuote Homepage, click on a blue hyperlink to access a document. WebQuote Page 23 Date Issued: October 21, 2008

26 2. The RFQ displays. The top of this screen, otherwise referred to as the header, shows important information such as Round and Status information, Bid Due Date, Time Remaining, and Issue Date. Review this information before continuing to complete the quote. WebQuote Page 24 Date Issued: October 21, 2008

27 Below the header is the line level information Notice that this section is designed with TABS. Each tab contains different information for you to review. Note the number in parentheses in the title of the tab. This number indicates information you should review before continuing on to complete and submit the quote. Navigate from tab to tab by clicking on the title of the tab. Review the RFQ completely. The following information and functionality is available for your review from this screen: The first two buttons are [GO TO QUOTE] and [DECLINE TO BID.] More on these two buttons in the next section. For now, we will review the tabs contained on this screen. WebQuote Page 25 Date Issued: October 21, 2008

28 RFQ Overview Tab Contains general header level information such as Item number and description, buyer name and contact information, and superseded part number information. Bidding Suppliers Tab Contains supplier-specific information such as supplier code, location details, a link to start to submit the quote, and a link to print the RFQ. Click on Print RFQ to generate a PDF copy of the document. Adobe Reader is required for this functionality. WebQuote Page 26 Date Issued: October 21, 2008

29 Line Items Tab Contains information relating to the line items on the RFQ. Please note both Production and Prototype parts are on this one screen. In this example, there are both on this one quote. On the title tab, there is a (2) in parentheses, alerting the user that there are two quoting requirements for this document production and non-production. Volumes Tab Contains part-specific volumes information fed to WebQuote from other Ford internal volumes systems. Volumes listed here are Production part volumes. Prototype volumes are located on the Plant Pricing screen. WebQuote Page 27 Date Issued: October 21, 2008

30 Attachments Tab Contains any documents attached to the RFQ by the buyer for supplier review. Click on the blue hyperlink to access the documents which have been attached. NOTE: There is a 5MB per file size restriction for attachments. Clauses Tab This tab contains canned remarks from WIPS that are either selected and added by the buyer, or system generated based on quote parameters. Review these closely. These are not editable. COMPLETING THE QUOTE For all scenarios in WebQuote, the basic procedures of what to "pick and click" are similar. The best advice is to READ THE SCREEN CLOSELY to make sure of what you are doing at what time. In this example, both a production quotation and prototype quotation will be completed. The production quotation will have tooling details as well. NOTE: In some carryover part instances, the buyer may have updated the cost-from price before the quote on the carryover part is submitted. WebQuote has functionality that allows the supplier to click [Refresh] on the Quote screen, which updates the cost-from price. An WebQuote Page 28 Date Issued: October 21, 2008

31 error message displays if this has occurred (note screenshot below.) Once the supplier clicks [Refresh], you are able to continue quoting without returning the quote to the buyer for adjustment. WebQuote Page 29 Date Issued: October 21, 2008

32 ENTERING LINE ITEM INFORMATION To start the process of completing the quote: 1. Click [Go To Quote] from the View Request for Quote screen, or click Continue to Draft Quote from the Bidding Suppliers tab to start creating your quote. OR WebQuote Page 30 Date Issued: October 21, 2008

33 2. The Quote screen displays. Note that it is a scrolling screen, with all general quoting requirements and additional links on one screen for your convenience. Some important fields to note are called out below. Use this button to Decline To Bid. Use this link to navigate back to the RFQ. Use these links to enter quote information, such as packaging, Importer of Record, Capacity, and Tooling. NOTE: Each line item on this quote has its own links. In this example, one is Production piece pricing and the second is Prototype piece pricing. Not all quotes will have two line items. Plant level pricing is also located here under the first link. This area of the Quote is the most important part of the quoting process because it is where most of the information is entered. Start here, and remember to save your work along the way. Use the "What's This?" links to get more information on how to use a field in WebQuote. Use the "Save" button to save your work and continue on with this same page, or use the "Continue to Submit" button if you are finished with the quote and would like to start the submit to the buyer process. Use this area to add attachments to the quote. Note the limitations on size of the attachments. WebQuote Page 31 Date Issued: October 21, 2008

34 3. Start your quote response by scrolling down to the Line Items and Additional Details area of the screen, shown below. 4. Complete the mandatory fields for each line item, noted in yellow. 5. Enter any OPTIONAL information necessary in the fields under the Additional Information header. 6. Click [Save.] The information is now saved and your quote is in DRAFT status. You may leave this screen, or even leave WebQuote, and your entered information is retained. WebQuote Page 32 Date Issued: October 21, 2008

35 7. You are now ready to complete the detailed Line Item information. Click on the first blue hyperlink in the Part/Item Number & Description field. NOTE: It is important to note that suppliers may enter information in whatever order they decide. Remember to save your work as you complete the screens. WebQuote will hold the data, if saved, until the supplier decides to submit the quote to the buyer. When you have entered information and saved it correctly, WebQuote displays a message indicating changes have been saved (see below.) WebQuote Page 33 Date Issued: October 21, 2008

36 8. The Production Quote Details screen displays. Note that mandatory fields are highlighted in yellow and are marked with an "*", and that there are two tabs on this screen one for Production details and one for Auto Materials (circled below.) 9. Continue to enter quote information on the Production Tab of this screen. Use the What's This links if you need information on a particular field. Remember to save your information as you go. For carryover parts, certain fields will be filled in with default information based on the superseded part. You may overwrite this information. WebQuote Page 34 Date Issued: October 21, 2008

37 If you have no Tooling Lines or Auto Materials information to add, enter your quote details and stop at the Tooling Details section. The fields in this section are to remain blank if you are not adding tooling lines. 10. Click Save and Return. The Quote screen displays, with a confirmation message that the Quote Details were successfully saved. 11. Continue to enter quote information from this screen. The blue hyperlinks in the middle section of this screen should be used to access areas where information is required. The following sections detail those areas. WebQuote Page 35 Date Issued: October 21, 2008

38 ENTERING AUTO MATERIALS To enter Auto Materials information for part(s): 1. Click on the blue hyperlink Click here to fill the production quote details from the Quote screen. 2. The Production Quote Details screen displays. Click the Auto Materials tab from the Production Quote Details screen. The Auto Materials tab displays. WebQuote Page 36 Date Issued: October 21, 2008

39 3. Use the dropdowns provided to outline the details of the automaterials that should be attached to this part. Complete the dropdowns left to right, as each one is dependent on the selection preceding it. a. First select the Index/Name of the automaterial. b. Select the country. c. Select the unit of measure. d. Enter a Scrap Rate. e. Select the Effective Date/Index from the selections provided. f. Enter the weight. This is the weight of the particular automaterial in the part you are quoting. 4. Click [ADD AUTOMATERIALS.] Note the automaterial you just added is now listed in the section above the dropdowns. You may add as many automaterials as are applicable. WebQuote Page 37 Date Issued: October 21, 2008

40 5. Click [Save and Return.] The Quote screen displays. ENTERING PLANT PRICING INFORMATION 1. To enter plant-specific pricing information, click on one of the links circled in the below screen shot to get started. Note that we have both production and prototype requirements on this quote, and they both have Plant Pricing functionality available. WebQuote Page 38 Date Issued: October 21, 2008

41 The Plant Pricing Details screen displays. WebQuote Page 39 Date Issued: October 21, 2008

42 Using the drop down in the Plant Code field, select the plant for which you have plant-specific information to enter. Enter the plant-specific information in the remaining fields on this tab. 2. After entering information on the screen, click [Save.] You may now select another plant from the dropdown and repeat these steps until all plant specific information is entered. WebQuote Page 40 Date Issued: October 21, 2008

43 3. Once all plant pricing information is entered, click [Save and Return.] The quote screen displays. Note that a confirmation message displays, and a new message regarding Plant Pricing is displayed (shown below.) 4. In this example, we entered Plant Pricing for the Production part. Repeat this process if you have Plant Pricing for Prototypes, remembering to SAVE your information as you complete each plant. WebQuote Page 41 Date Issued: October 21, 2008

44 ENTERING TOOLING DETAILS Entering Tooling Lines is an optional function for suppliers, and can be done by using the Tooling Details section on the quote screen (noted below.) 1. Start to create the Tool Order by completing the fields relating to tooling on the quote screen. These fields are Weekly Capacity Norm/Max, Lead Time, Currency and Importer of Record. These fields are mandatory if you create any tooling lines, and these fields apply to the entire tool order consider it "header information" for your tool order. 2. Click [SAVE] once you have entered the information. WebQuote Page 42 Date Issued: October 21, 2008

45 3. Click on [ADD TOOLING LINE.] The Quote screen refreshes, and if you scroll to the bottom, notice that the Tooling area now has a place for you to create a tooling line. 4. Complete these fields. a. Description the clear, concise description of your tooling component. b. Cost the cost of this line. Decimals are not allowed. c. Supp GSDB the 5-digit supplier code where this tool physically resides. Enter the code, and use the [Validate] button to validate that it is an active code and populate the location address. The address information from GSDB will populate if it is a valid code. d. Supp Address the physical address where the tool will reside. If the address shown in the Supp GSDB field is not the address where the tool will reside, use click on Tooling Location Address to enter the address information. Using this field is not required if the "validate" function in the Supp GSDB field has the correct information. e. Del a checkbox that allows the user to delete a line if necessary. WebQuote Page 43 Date Issued: October 21, 2008

46 5. Click [SAVE] once the line is complete. A confirmation message is displayed at the top of the screen. 6. If more than one Tooling Line is needed, click on [ADD TOOLING LINE] and repeat the above steps. The Total Cost displayed at the bottom of this screen is a cumulative total of all Tooling Lines. 7. Click [Save and Return] once you have entered all necessary tooling. The Quote screen displays. MAKING ATTACHMENTS TO THE QUOTE Suppliers have the option to attach documents to the quote for Ford review. Attachments in WebQuote have a per item 5MB limit. To attach documents to the quote: 1. Click [Browse] at the bottom of the Quote screen (shown below.) 2. The "Choose File" dialog box pops up. Navigate to the desired file on your computer, select it, and click [Open] from the dialog box. (You may also double click on the file you wish to upload.) The file name now appears in the "Attachment" field. 3. Enter an optional description in the Description field for the file you are uploading. This description may be a title for the document or an explanation of why you are attaching the document. 4. Click [Upload File.] The Quote screen refreshes and if you scroll to the bottom, the attachment is shown as a hyperlink. You may click on the link to view the attachment, or click on [Remove] to delete the file as an attachment on this quote. WebQuote Page 44 Date Issued: October 21, 2008

47 SUBMITTING THE QUOTE 1. Once you have entered all of your quote information, click [CONTINUE TO SUBMIT] from the Quote screen (shown below.) Note: If you want to save the quote to work on it another time, or you aren t quite ready to submit it back to the buyer, click [Save]. WebQuote Page 45 Date Issued: October 21, 2008

48 2. If mandatory fields have been left blank or have been incorrectly completed, specific error messages are displayed at the top of the screen. Correct the errors, using the messages as a guide to help you identify where they are on the quote. WebQuote Page 46 Date Issued: October 21, 2008

49 3. Once all errors are corrected, and you are ready to submit the quote to the buyer, click [Continue to Submit.] The Quote Summary screen displays. Review the Quote Summary. If the quote is not correct, click the Back to Previous Page link at the bottom of the page, or the "breadcrumb" links at the top of the page to make corrections. WebQuote Page 47 Date Issued: October 21, 2008

50 4. Click [Submit Quote] to submit the quote to the buyer. The Quote Confirmation message displays. The quote is now in the hands of the buyer. All relevant data has been transferred into WIPS for the buyer review. Buyers can access WebQuote to review any attachments made by the supplier. Once a sourcing decision has been made by the buyer, notification of purchase order issuance via WebQuote will be made to the supplier. WebQuote Page 48 Date Issued: October 21, 2008

51 DECLINE TO BID 1. From the either the Review Request for Quote Screen or the Quote screen, click [Decline to Bid] if you do not want to submit a quote for an RFQ. WebQuote Page 49 Date Issued: October 21, 2008

52 2. The Decline a Request for Quote Screen displays. 3. Enter the reason for not bidding in the Reason for declining to bid field. Click [Yes, Decline to Bid]. A pop-up displays confirming your decision to decline the business. Once you select "OK" on this pop-up, WebQuote displays a confirmation screen, indicating the transaction was completed. WebQuote Page 50 Date Issued: October 21, 2008

53 Finding Documents The WebQuote system allows users to find documents, including purchase orders, tool orders, lump sum orders, amendments, price change summary documents, requests for quotes, blankets, release orders and quotes. Suppliers can view all approved (or equivalent status) purchase orders for their site code(s) and Buyers can access all Purchase Orders, regardless of whether they are the Buyer on a particular order. Exception for Buyers: Healthcare and Joint Venture documents are the exception to this rule; only Buyers for those documents will be allowed to view those documents. Suppliers are allowed to access, view and print the document associated with their user codes. The CSA can grant additional access by assigning additional site codes to the user. SEARCHING FOR ORDER DOCUMENTS There are several methods you can use when searching for a particular order document(s). These methods include the following: Use the lists of documents on the WebQuote Homepage to navigate to the desired document(s). Use the Search options on the right side of the WebQuote Homepage to conduct a "simple" search. Use the Advanced Search option to enter additional criteria to search for a document. The Search results have a limit of 500 returned records. Refine your search to work around this limitation. These three methods are described on the following pages. WebQuote Page 51 Date Issued: October 21, 2008

54 OPTION #1: USE THE WEBQUOTE HOMEPAGE TO VIEW DOCUMENTS The body of the Homepage shows users a "snapshot" of their current activity in WebQuote. 1. Click the link in either the RFQ Number or the ATP/Order Number column to open the desired order document. Note: If the order document you want to open is not listed under the "Recently Approved Purchase Orders (PO's)" section, click the See All Approved PO's link at the bottom of the WebQuote Page 52 Date Issued: October 21, 2008

55 section to see the most recently approved PO's (up to 500 documents.) Click the Atp/Order Number to open the document. The Order document displays. Below are examples of a Production PO, a Non-Production PO and a Non-Production Blanket Order. WebQuote Page 53 Date Issued: October 21, 2008

56 WebQuote Page 54 Date Issued: October 21, 2008

57 WebQuote Page 55 Date Issued: October 21, 2008

58 OPTION #2: USE THE SIMPLE SEARCH TO VIEW ORDER DOCUMENTS If you do not know which order document you need on the Recently Approved Purchase Orders (PO's) list, you can perform a simple search for the order document. On the right side of the WebQuote Homepage there are groups of fields that may be used to conduct a Simple Search for documents. 1. Enter search criteria in the fields in the Search for an Order section. The available fields include the following: ATP/Order Number Part/Item Number Manufacturing/Supplier Code WebQuote Page 56 Date Issued: October 21, 2008

59 Note: If you are confused about what type of information should be entered into a particular field, click the What's this? link next to the field. Clicking the What's this? link opens a window displaying the definition of the field. 2. Once you have entered the appropriate search criteria, click [Search]. Based on the entered criteria, the search results display. 3. Click on the top link in the ATP/Order Number column to open a PDF of the order document. A window will open outside of WebQuote which contains your document. You may save or print from this window. NOTE: If you do not know the document number or affected site codes, the Advanced Search option will help you find the desired documents. Refer to the next section, "Option #3: Use the Advanced Search for Order Documents" for help with that process. WebQuote Page 57 Date Issued: October 21, 2008

60 4. Click on the bottom link under the ATP/Order Number, which is View Info. The View Order Information screen displays, as shown below. WebQuote Page 58 Date Issued: October 21, 2008

61 The View Order Information Link provides a document management screen which allows suppliers to do the following: view selected order information details, link to the RFQ Information in WebQuote, if applicable, export the document data to Excel, open and print the purchase order, add a flag that the order has been reviewed, and add supplier notes to be used internally for the order. NOTE: Both the supplier flag and notes can only be viewed by the supplier and are not visible to the buyer or other Ford users. WebQuote Page 59 Date Issued: October 21, 2008

62 OPTION #3: USE THE ADVANCED SEARCH FOR ORDER DOCUMENTS The advanced search offers you the chance to search on a wider variety of values. 1. To run an advanced search for order documents, either click [Search for an Order] at the top of the screen or the Advanced Search link under the "Search for an Order" simple search. The Advanced Search screen displays. WebQuote Page 60 Date Issued: October 21, 2008

63 You may search on any combination of the fields provided on the screen. The number of search results is restricted by selecting more options from the available fields. This is a global system, accessed by both production and non-production users. Because of this, the fields may have different meanings to different users. If you are confused about what type of information should be entered in the field, click the What's this? link under the field name. 1. Enter any or all of your search criteria in the appropriate fields. Note: ATP/Order Number and Part/Item Number both have a drop down list containing four options, "is (exactly matches)", "contains", "begins with", or "ends with". Select "is WebQuote Page 61 Date Issued: October 21, 2008

64 (exactly matches)" if you know the whole number. Select "contains", "begins with", or "ends with" if you only know part of the number. Note: If at any time, you want to return to the homepage from the Advanced Search screen, click the Basic Search link or the Home link. 2. Click [Search] at the bottom of the screen. The search results display. 1. Click the ATP/Order number to open the document. The document displays as a PDF. WebQuote Page 62 Date Issued: October 21, 2008

65 If no results match, an error message will display. WebQuote Page 63 Date Issued: October 21, 2008

66 SEARCHING FOR REQUEST FOR QUOTE DOCUMENTS (RFQS) There are several methods you can use when searching for requests for quotes. These methods include the following: Use the lists of documents on the WebQuote Homepage to navigate to the desired RFQs. Use the Search options on the right side of the WebQuote Homepage to conduct a "simple" search. Use the Advanced Search option to enter additional criteria to search for an RFQ. These three methods are described on the following pages. OPTION #1: USE THE WEBQUOTE HOMEPAGE TO FIND AN RFQ The body of the Homepage shows users a "snapshot" of their current activity in WebQuote. The newest RFQs are listed in the "Open Requests" section. WebQuote Page 64 Date Issued: October 21, 2008

67 2. Click the link in the RFQ Number column to open the desired RFQ. Note: If the order document you want to open is not listed in the "Open Requests" section, click the See All Open Requests link at the bottom of the section then click the link in the RFQ Number column. The Request for Quote displays. WebQuote Page 65 Date Issued: October 21, 2008

68 OPTION #2: USE THE SIMPLE SEARCH TO FIND RFQS If you do not know which RFQ you need on the "Open Requests" list, you can perform a simple search for the RFQ. On the right side of the WebQuote Homepage there are groups of fields that may be used to conduct a Simple Search for documents. 1. Enter search criteria in the fields in the Search for an RFQ section. The available fields include the following: RFQ Number Part/Item Number Manufacturing/Supplier Code Note: If you are confused about what type of information should be entered into a particular field, click the What's this? link next to the field. Clicking the What's this? link opens a window displaying the definition of the field. WebQuote Page 66 Date Issued: October 21, 2008

69 2. Once you have entered the appropriate search criteria, click [Search]. Based on the entered criteria, the search results display. WebQuote Page 67 Date Issued: October 21, 2008

70 3. Click on the link in the RFQ Number column to open the RFQ. If you do not know the RFQ number or affected site codes, the Advanced Search option will help you find the desired documents. Refer to the next section, "Option #3: Use the Advanced Search for RFQs" for help with that process. WebQuote Page 68 Date Issued: October 21, 2008

71 OPTION #3: USE THE ADVANCED SEARCH FOR RFQS The advanced search offers you the chance to search on a wider variety of values. 1. To run an advanced search for RFQs, either click [Search for an RFQ] at the top of the screen or the Advanced Search link under the "Search for an RFQ" simple search. The Advanced Search screen displays. WebQuote Page 69 Date Issued: October 21, 2008

72 You may search on any combination of the fields provided on the screen. The number of search results is restricted by selecting more options from the available fields. This is a global system, accessed by both production and non-production users. Because of this, the fields may have different meanings to different users. If you are confused about what type of information should be entered in the field, click the What's this? link under the field name. 2. Enter any or all of your search criteria in the appropriate fields. Note: RFQ Number, Part/Item Number, and Requisition Number all have a drop down list containing four options, "is (exactly matches)", "contains", "begins with", or "ends with". Select "is (exactly matches)" if you know the whole number. Select "contains", "begins with", or "ends with" if you only know part of the number. Note: If at any time, you want to return to the homepage from the Advanced Search screen, click the Basic Search link or the Home link. 3. Click [Search] at the bottom of the screen. The search results display. WebQuote Page 70 Date Issued: October 21, 2008

73 If no results match, an error message will display. WebQuote Page 71 Date Issued: October 21, 2008

74 WebQuote Page 72 Date Issued: October 21, 2008

75 SEARCHING FOR QUOTES There are two methods you can use when searching for quotes. These methods include the following: Use the Search options on the right side of the WebQuote Homepage to conduct a "simple" search. Use the Advanced Search option to enter additional criteria to search for a quote. These methods are described on the following pages. OPTION #1: USE THE SIMPLE SEARCH TO FIND QUOTES On the right side of the WebQuote Homepage there are groups of fields that may be used to conduct a Simple Search for quotes. 1. Enter search criteria in the fields in the Search for an RFQ section. The available fields include the following: Supplier Reference Number Quote Number Part/Item Number Manufacturing/Supplier Code Note: If you are confused about what type of information should be entered into a particular field, click the What's this? link next to the field. Clicking the What's this? link opens a window displaying the definition of the field. WebQuote Page 73 Date Issued: October 21, 2008

76 2. Once you have entered the appropriate search criteria, click [Search]. Based on the entered criteria, the search results display. WebQuote Page 74 Date Issued: October 21, 2008

77 3. Click on the link in the Quote Number column to open the Quote. If you do not know the quote number or affected site codes, the Advanced Search option will help you find the desired documents. Refer to the next section, "Option #2: Use the Advanced Search for Quotes" for help with that process. WebQuote Page 75 Date Issued: October 21, 2008

78 OPTION #2: USE THE ADVANCED SEARCH FOR QUOTES The advanced search offers you the chance to search on a wider variety of values. 1. To run an advanced search for quotes, either click [Search for a Quote] at the top of the screen or the Advanced Search link under the "Search for a Quote" simple search. The Advanced Search screen displays. WebQuote Page 76 Date Issued: October 21, 2008

79 You may search on any combination of the fields provided on the screen. The number of search results is restricted by selecting more options from the available fields. This is a global system, accessed by both production and non-production users. Because of this, the fields may have different meanings to different users. If you are confused about what type of information should be entered in the field, click the What's this? link under the field name. 2. Enter any or all of your search criteria in the appropriate fields. WebQuote Page 77 Date Issued: October 21, 2008

80 Note: Quote Number, Part/Item Number, and Requisition Number all have a drop down list containing four options, "is (exactly matches)", "contains", "begins with", or "ends with". Select "is (exactly matches)" if you know the whole number. Select "contains", "begins with", or "ends with" if you only know part of the number. Note: If at any time, you want to return to the homepage from the Advanced Search screen, click the Basic Search or the Home link. 3. Click [Search] at the bottom of the screen. The search results display. 4. Click the link in the Quote Number column to open the quote. WebQuote Page 78 Date Issued: October 21, 2008

81 If no results match, an error message will display. WebQuote Page 79 Date Issued: October 21, 2008

82 USING THE SEARCH RESULTS WebQuote displays the search results based on the search criteria you entered in the Simple Search or Advanced Search fields. Once the search results have been returned, you may view a particular document, export the list to Microsoft Excel or print the order(s). By default the search results are arranged by the first column. You may change this order by clicking on the header of any column. The search results will be reordered based on which column was clicked The following functionality is available on the Search Results screen: You can return to the WebQuote Homepage by clicking the Home link in the navigation trail at the top of the screen (circle #1). WebQuote Page 80 Date Issued: October 21, 2008

83 You can return to the Simple Search or Advanced Search screen by clicking the Advanced (or simple) Search for (an order, RFQ, Quote) link in the navigation trail at the top of the screen (circle #1). The Search Criteria used for this particular search is displayed in the Search Criteria section. Click Edit this search to edit the search criteria or click New search to enter all new search criteria (circle #2). The number of results displays at the bottom of the result list. You can page through the results if there are too many to show on one page (circle #5). Export to Excel will allow you to export the list of results to Microsoft Excel. The entire list of results will be exported to Excel, not just the ones seen on the first page of results (circle #3). Click the Print link to print the list of search results (circle #3). To print the legal document, you must click on the link in the first column to access the document, and then select Print from the PDF Viewer software (i.e., Adobe Reader or Acrobat) (circle #4). WebQuote Page 81 Date Issued: October 21, 2008

84 PRINT AN INDIVIDUAL DOCUMENT The documents that are printed from WebQuote are legal documents which are identical to and replace the documents received in hard copy format. Individual Documents can be printed or saved after you open them. 1. Search for the appropriate document. 2. Click the associated ATP/Order number, RFQ number, or Quote number link to open the document. 3. Click the File menu and select Print. Follow the prompts on the print menu as you would to print any other document. Note: To save the document, click the File menu and select Save as. Follow the prompts on the save menu as you would to save any other document. WebQuote Page 82 Date Issued: October 21, 2008

85 Getting Help SCREEN HELP The screens of WebQuote are used for both production and non production purchasing. Because of this, the fields may have different meanings to different users. If you are confused about what type of information you should enter into a field, click the What's this? link near the field. A pop up window will display with a description of each field. WEB AND TELEPHONE ASSISTANCE SUBMITTING A REQUEST FOR HELP VIA THE WEB If the documentation and on screen field descriptions have not answered your question, submit a request for assistance through the web. Complete the following steps to submit a request for assistance through the web. 1. From the WebQuote Homepage, click Contact Us in the upper right corner. 2. Follow the prompts to report your problem. WebQuote Page 83 Date Issued: October 21, 2008

86 CALL THE HELP DESK If all other methods of obtaining help fail, call the help desk. However, do this as a last resort. Often the information you need is available through the methods described previously, and the Customer Care Representatives will ask if you've tried the other methods first. 1. Before calling the help desk, compile the following information and answers to the following questions. The Customer Care Representative will request this information. The more information you can provide the faster and more accurately your problem can be fixed. Your organization's name and/or code. Your department name and/or code (if applicable). Your manager's name and CDS ID (if applicable). Can you access WebQuote at all? Can other users in your area or department access WebQuote? Is the problem preventing you from completing tasks in WebQuote? If so, be sure to tell the help desk representative that this is a high priority. Are other users in your area or department encountering the same problem or able to duplicate your problem? Are you receiving an error message? If so, write down the exact error message. Write down any relevant document or item numbers, such as the following: Covisint ID or equivalent FSN ID GSDB site code address Company name Part numbers 2. From the Web Quote Homepage, click Contact Us and look for the link that offers the appropriate phone numbers for your area. 3. Locate the help desk telephone number for your area, dial the number, and provide the Customer Care Representative the information you gathered in step 1. Important: Be sure to indicate that you're a WebQuote user. WebQuote Page 84 Date Issued: October 21, 2008