ERPNext Extensions on Request for Quotation and Supplier Quotation to include Committee Bid Openings

Overview

This app extends the standard Request for Quotation (RFQ) functionality in ERPNext by introducing enhancements to streamline the procurement process. It enables committee bid openings and the creation of committee notes based on predefined templates.

Features

1. Custom Fields in Request for Quotation(RFQ)

The following fields have been introduced to the RFQ DocType.

Field Name	Type	Description
committee	Link	Quotation opening committee
minimum_expected_quotes	Int	Minimum number of expected quotes
closing_time	Time	Closing time for the RFQ
closing_date	Date	Closing date for the RFQ

2. Custom Fields in Supplier Quotation

The following fields have been introduced to the Supplier Quotation DocType.

Field Name	Type	Description
submission_status	Select	Submission status for a supplier quotation

3. New DocType: RFQ Opening Settings

This DocType contains global settings for RFQ and includes the following check fields.

Field Name	Type	Description
allow_multiple_supplier_quotations_from_portal	Check	Checked if suppliers are allowed to provide multiple quotations
skip_supplier_quotation_opening_by_committee	Check	Checked if you want to skip supplier quotation opening by committee
ignore_default_buying_price_list_validation	Check	Checked if you want to ignore default buying price list validation

4. New DocType: Committee

This DocType allows the setup of both Quotation Opening and Evaluation Committees. It includes the following fields:

Field Name	Type	Description
committee_name	Data	Name of committee
disabled	Check	Checked if the committee is disabled
opening_minutes	Check	Checked if committee is applicable for Opening Minutes
committee_register	Check	Checked if committee is applicable for Committee Register
evaluation_minutes	Time	Checked if committee is applicable for Evaluation Minutes
minimum_no_of_members_needed_to_open	Int	Minimum number of members needed to open a quote
description	Text Editor	Description of the committee
committee_members	Table	Table for the committee members

5. New Child DocType: Committee Member

This is a child DocType of the Committee DocType that stores the committee members. It includes the following fields:

Field Name	Type	Description
user_id	Link	Link to User
full_name	Read Only	Full name of the User
signature	Attach	signature of the User

6. New DocType: Committee Note

This DocType allows the creation of Committee Notes after the Quotation Opening Committee has opened the quotations. It includes the following fields.

Field Name	Type	Description
series	Select	Naming series for the document
quotation	Link	Quotation for which you want to create the committee note
date	Date	Date of the committee note
committee	Link	Committee picked on the RFQ
note_type	Select	Select field for the committee note template
evaluation_committee	Link	Evaluation Committee for the quotations
generated_content	Text Editor	Editable content generated from templates
committee_members	Table	Table for the committee members

Configuration

• Navigate to RFQ Opening Settings and configure the necessary parameters.

  

• Set up the Quotation Opening and Evaluation committees under the Committee DocType, and select the templates to which the committees apply by ticking the necessary checkbox.

  Quotation Opening Committee

  

  Evaluation Committee

  

Usage

Create an RFQ

Go to Request for Quotation and create a new RFQ. Select the Quotation Opening Committee, specify the closing date, closing time, and minimum expected quotes. Add the suppliers who will receive the RFQ, include the items, then save and submit. When RFQs are sent to suppliers, a ToDo record is created for each committee member. On the opening date and time, committee members can access their ToDo records and open the submitted quotes against the RFQ.

Supplier Quotations Opening

Once the closing date and time for the RFQ are reached, committee members can access the RFQ and open the submitted quotes. Supplier quotations become accessible only after the minimum required number of members has opened them, as set for the RFQ.

Create Committee Note

Navigate to the Committee Note and create a new entry. Select the specific RFQ for which you want to create the Committee Note, choose the note type, and set the date (which defaults to today). The quotation opening committee will be fetched automatically from the selected RFQ. Three types of committee notes can be created from predefined templates:

• Opening Minutes: Records of the quotation opening committee's proceedings.

  

• Committee Register: A register of members present during the evaluation.

  

• Evaluation Minutes: Minutes documenting the evaluation of supplier quotations.

  

Manual Installation

Using bench, install ERPNext as mentioned here.

Once ERPNext is installed, add rfq_opening_process app to your bench by running

$ bench get-app https://github.com/navariltd/rfq_opening_process.git

After that, you can install rfq_opening_process app on required site by running

$ bench --site [site.name] install-app rfq_opening_process

Frappe Cloud Installation

Installation Steps

1. Log in to Frappe Cloud

   • Visit Frappe Cloud and sign in.

2. Setup a bench.

3. Go to the Apps Section of your bench

   • Open the bench dashboard and click on the Apps tab. Click on Add App and add RFQ Opening Process from marketplace or from GitHub.
   • Deploy the app.

4. On your bench, create a new site

5. Go to the Apps Section of your site

   • Browse available apps or search for RFQ Opening Process.

6. Click Install

   • Select the app and click the Install button.

7. Wait for Installation

   • The installation process will take a few moments. Once complete, the app will be available on your site.

8. Verify Installation

   • Open your site, navigate to the Modules section, and check if the app appears in the list.

License

GNU General Public License (v3)

Contact

For inquiries or support, please contact us at [[email protected]]