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[IMP] Purchase: Update RFQ with dependency warnings and new images #12682

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96 changes: 61 additions & 35 deletions content/applications/inventory_and_mrp/purchase/manage_deals/rfq.rst
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Expand Up @@ -22,40 +22,50 @@ Product
-------

To auto-populate product information and prices on an |RFQ|, configure products by going to
:menuselection:`Purchase app --> Products --> Products`. Select an existing product, or create a
new one by selecting :guilabel:`New`. Doing so opens the product form, where various sales and
purchasing data can be configured.
:menuselection:`Purchase app --> Products --> Products`. Select an existing product, or create a new
one by selecting :guilabel:`New`. Doing so opens the product form, where sales and purchasing data
can be configured.
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If we're going to touch this section up then I think we can go further.
We can:

  • be more concise by removing unnecessary words and instructions
  • remove passive language in favor of the active voice
  • add time order language to imply an ordered sequence of steps
  • be more explicit in cause/effect actions (i.e. if/then/else statements, do this and then this happens, etc.)
  • be more specific with certain words and instructions (we don't select the New button because it's not presented as a choice as though it were in a menu with other list items, we click it).
Suggested change
To auto-populate product information and prices on an |RFQ|, configure products by going to
:menuselection:`Purchase app --> Products --> Products`. Select an existing product, or create a
new one by selecting :guilabel:`New`. Doing so opens the product form, where various sales and
purchasing data can be configured.
:menuselection:`Purchase app --> Products --> Products`. Select an existing product, or create a new
one by selecting :guilabel:`New`. Doing so opens the product form, where sales and purchasing data
can be configured.
To auto-populate product information and prices on an |RFQ|, first configure the product(s) by going
to :menuselection:`Purchase app --> Products --> Products`. In the list, find the existing product,
or create a new one by clicking the :guilabel:`New` button. Then, on the product's form, fill in the
necessary sales and purchasing data, so it loads across document line items automatically.


To configure purchasable products, tick the :guilabel:`Can be purchased` checkbox, under the product
name. Then, go to the :guilabel:`Inventory` tab, and enable the :guilabel:`Buy` route.
To configure purchasable products, tick the :guilabel:`Purchase` checkbox, under the product name.
Next, go to the :guilabel:`Inventory` tab, and enable the :guilabel:`Buy` route.

.. important::
The :guilabel:`Inventory` tab and routes are only visible if using the :doc:`Inventory app
<../../inventory>`.

.. seealso::
:doc:`Configure product types and track quantities
<../../../inventory_and_mrp/inventory/product_management/configure>`

.. image:: rfq/product-vendor-pricelist-config.png
:align: center
:alt: Required configuration for purchasable products.


.. _purchase/manage_deals/vendor-pricelist:

Vendor pricelist
----------------

In the :guilabel:`Purchase` tab of the product form, input the vendor and their price, to have this
information auto-populate on an |RFQ| each time the product is listed.
In the :guilabel:`Purchase` tab of the product form, click :guilabel:`Add a line` to input the
vendor and their price, to have this information auto-populate on an |RFQ| each time the product is
listed.
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Suggest to pluralize "vendor" to "vendors" and then explain how the order in the list matters (the vendor at the top of the list is preferred across other operations like reordering rules)


.. seealso::
:doc:`../products/pricelist`

Default columns include :guilabel:`Quantity`, :guilabel:`Price`, and :guilabel:`Delivery Lead Time`,
but other columns like, :guilabel:`Product Variant` or :guilabel:`Discounts`, can also be enabled.
Default columns include :guilabel:`Quantity`, :guilabel:`Unit Price`, and :guilabel:`Delivery Lead
Time`, but other columns like, :guilabel:`Vendor Product Code` or :guilabel:`Discount (%)`, can also
be enabled.

To enable or disable columns, click the :icon:`oi-settings-adjust` :guilabel:`(additional options)`
icon on the right side of the header row to reveal a drop-down menu of additional columns that can
be added (or removed) from the :guilabel:`Purchase` tab.
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Essentials content, can remove
It's better to more deeply explain the what default columns mean and how to fill them in correctly.

Suggested change
To enable or disable columns, click the :icon:`oi-settings-adjust` :guilabel:`(additional options)`
icon on the right side of the header row to reveal a drop-down menu of additional columns that can
be added (or removed) from the :guilabel:`Purchase` tab.


.. note::
Alternatively, prices and delivery lead times for existing products can be added in bulk by
going to :menuselection:`Purchase app --> Configuration --> Vendor Pricelists`. Click
:guilabel:`New` in the top-left corner. In the :guilabel:`Vendor` section of the pricelist form
that appears, add the product information as it pertains to the vendor.
Alternatively, prices and delivery lead times for existing products can be added by going to
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The explicit "bulk" part here is a useful tip, I don't see the need to remove it?

:menuselection:`Purchase app --> Configuration --> Vendor Pricelists`. Click :guilabel:`New` in
the top-left corner. In the :guilabel:`Vendor` section of the pricelist form that appears, add
the product information as it pertains to the vendor.

Order products
==============
Expand All @@ -72,8 +82,8 @@ The :guilabel:`Requests for Quotation` dashboard displays an overview of the com
|POs|, and their status. The top of the screen breaks down all |RFQs| in the company, as well as
individual ones (where the user is the buyer) with a summary of their status.

The top-right corner also provides a quick report of the company's recent purchases by total value,
lead times, and number of |RFQs| sent.
The top-right corner also provides a report of the company's recent purchases by total value, lead
times, and number of |RFQs| sent.

Additionally, the dashboard includes buttons for:

Expand All @@ -82,19 +92,18 @@ Additionally, the dashboard includes buttons for:
- :guilabel:`Late`: |RFQs| or |POs| where the :guilabel:`Order Deadline` has passed.

.. image:: rfq/rfq-dashboard.png
:align: center
:alt: RFQ dashboard with orders and order statuses.

In addition to various view options, the :guilabel:`Requests for Quotation` dashboard provides
In addition to view options, the :guilabel:`Requests for Quotation` dashboard provides
:guilabel:`Filters` and :guilabel:`Group By` options, accessible via the search bar drop-down menu.
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essentials content can remove


.. seealso::
:doc:`../../../essentials/search`

.. _purchase/manage_deals/create-new-rfq:

Create new |RFQ|
----------------
Create a new |RFQ|
------------------

To create a new |RFQ|, click the :guilabel:`New` button on the top-left corner of the
:guilabel:`Requests for Quotation` dashboard to reveal a new |PO| form.
Expand All @@ -105,11 +114,15 @@ The :guilabel:`Vendor Reference` field points to the sales and delivery order nu
vendor. This comes in handy once products are received, and the |PO| needs to be matched to the
delivery order.

The :guilabel:`Blanket Order` field refers to long-term purchase agreements on recurring orders with
set pricing. To view and configure blanket orders, head to :menuselection:`Purchase app --> Orders
--> Purchase agreements`.
With the :doc:`Purchase Agreements feature <blanket_orders>` activated, the :guilabel:`Blanket
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I like that we're talking about blanket orders and dropshipping, but at this location in the content, it seems a bit premature since we're simply just trying to create an RFQ? We don't need any of these features enabled in order to create an RFQ...

Order` field appears, referring to long-term purchase agreements on recurring orders with set
pricing. To view and configure blanket orders, head to :menuselection:`Purchase app --> Orders -->
Purchase agreements`.

The :guilabel:`Currency` can be changed, if purchasing products from a vendor in another country.
.. important::
The :guilabel:`Purchase agreements` view only appears if the :guilabel:`Blanket Order` setting is
enabled. To do so, navigate to :menuselection:`Purchase app --> Configuration --> Settings`, then
tick the :guilabel:`Blanket Orders` checkbox.

Next, configure an :guilabel:`Order Deadline`, which is the date by which the vendor must confirm
their agreement to supply the products.
Expand All @@ -118,29 +131,40 @@ their agreement to supply the products.
After the :guilabel:`Order Deadline` is exceeded, the |RFQ| is marked as late, but the products
can still be ordered.

:guilabel:`Expected Arrival` is automatically calculated based on the :guilabel:`Order Deadline`
and vendor lead time. Tick the checkbox for :guilabel:`Ask confirmation` to ask for signage at
delivery.
:guilabel:`Expected Arrival` is automatically calculated based on the :guilabel:`Order Deadline` and
vendor lead time. Tick the checkbox for :guilabel:`Ask confirmation` to ask the vendor to confirm
the shipping date by email.

With the :doc:`Storage Locations feature
<../../inventory/warehouses_storage/inventory_management/use_locations>` activated,
the :guilabel:`Deliver to` field appears, with options for the order shipment.
<../../inventory/warehouses_storage/inventory_management/use_locations>` activated, the
:guilabel:`Deliver to` field appears, which specifies which warehouse operation (set in the
**Inventory** app) is used to receive the shipment.

Select the receiving warehouse address here, or select :guilabel:`Dropship` to indicate that this
order is to be shipped directly to the end customer. When :guilabel:`Dropship` is selected, the
:guilabel:`Dropship address` field is enabled. Contact names auto-populate here from the
**Contacts** app.

.. important::
The :guilabel:`Dropship` options only appear if the :guilabel:`Dropshipping` setting is enabled
in the **Inventory** app. To do so, navigate to :menuselection:`Inventory app --> Configuration
--> Settings`, then tick the :guilabel:`Dropshipping` checkbox.

.. tip::
To create |RFQs| using different currencies, each currency needs to be enabled in the
**Invoicing** app settings. See :doc:`../../../sales/sales/products_prices/prices/currencies` to
learn more.

Products tab
~~~~~~~~~~~~

In the :guilabel:`Products` tab, add the products to be ordered. Click :guilabel:`Add a product`,
and type in the product name, or select the item from the drop-down menu.

To create a new product and add it, type the new product name in the :guilabel:`Product` column,
select :guilabel:`Create [product name]` from the resulting drop-down menu, and manually add the
unit price. Or, select :guilabel:`Create and edit...` to be taken to the product form for that new
item.
select :guilabel:`Create [product name]` from the resulting drop-down menu and manually add the unit
price. Alternatively, select :guilabel:`Create and edit...` to be taken to the product form for that
new item.

:guilabel:`Catalog` can also be selected to navigate to a product menu from the chosen vendor. From
here, products can be added to the cart.
Expand All @@ -150,8 +174,8 @@ here, products can be added to the cart.
:icon:`oi-arrow-right` :guilabel:`(right arrow)` icon that becomes available upon hovering over
the :guilabel:`Product` name.

Send |RFQ|
----------
Send the |RFQ|
--------------

Clicking :guilabel:`Send by Email` reveals a :guilabel:`Compose Email` pop-up window, with a
:guilabel:`Purchase: Request for Quotation` template loaded, ready to send to the vendor's email
Expand All @@ -162,6 +186,9 @@ After crafting the desired message, click :guilabel:`Send`. Once sent, the |RFQ|

Clicking :guilabel:`Print RFQ` downloads a PDF of the |RFQ|.

.. seealso::
:doc:`../../../essentials/contacts`

Confirm order
-------------

Expand Down Expand Up @@ -191,4 +218,3 @@ documentation on :doc:`managing vendor bills <manage>`.

.. seealso::
:doc:`manage`

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