(USA) Request quotations online with Sites Services
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Microsoft Dynamics AX includes a solution for Sites Services for Microsoft Dynamics ERP that is named Request for quotation. After a Sites Services web page is set up, a purchasing agent can use this solution to post purchasing requirements online in the form of a request for quotation (RFQ). Vendors can then review the RFQ and respond with quotations.
Your system administrator must sign up for a Sites Services account before you can request quotations online. For more information, see (USA) About Sites Services. This topic includes information about features that were added or changed for Microsoft Dynamics AX 2012 R3 Cumulative Update 8.
Activate the Request for quotation solution
Typically, the system administrator or purchasing manager activates the Request for quotation solution.
Click Procurement and sourcing > Setup > Sites Services > Available solutions.
In the list of solutions on the left, select the Request for quotation solution, and then click Activate.
Click Synchronize to synchronize Microsoft Dynamics AX with Sites Services.
Create a Sites Services web page for the RFQ
Click Procurement and sourcing > Setup > Sites Services > Available solutions.
Click Available pages.
In the Available pages form, click Manage pages online to open the Sites Services website.
On the navigation pane, click Purchasing, and then under Pages, click Request for quotation.
In the Pages group, click New page, select the Request for quotation page template, and then click Next step.
Enter a name and URL for the web page, and then click Create page.
The web page displays the RFQ online.
Add text and customize the web page.
For each part of the web page, click Edit, and then enter the text that you want to appear on the page, or select the fields from Microsoft Dynamics AX that you want to appear. You can change the labels of the fields, specify whether the fields are read-only or editable, and change the order of the fields.
For more information, click the Help button in Sites Services.
When you have finished customizing the web page, click Save and close, and then click Close.
Click Sign out.
Optional: To synchronize the web page, click Synchronize in the Available solutions form. Alternatively, you can wait until the next synchronization job that is scheduled runs. After the page is synchronized, you can create a new RFQ in Microsoft Dynamics AX and send it to this page. For more information, see "Create and send an RFQ in Microsoft Dynamics AX," later in this topic.
Create an e-mail template
Next, create an e-mail template for the e-mail message that is sent to the vendors that you want to submit quotations.
Click Organization administration > Setup > E-mail templates.
On the File menu, click New to create a new e-mail template.
Enter values in the E-mail ID, Default language code, Sender name, and Sender e-mail fields.
Press ENTER.
Fill out the Language and Subject fields.
Click E-mail message, and then enter the text that you want to send to vendors.
Add the following tokens to the message. The tokens are replaced automatically with web addresses, or URLs, when you send the message.
In Microsoft Dynamics AX 2012 R3 and earlier, include the %AUTHURL% token, which is replaced in the sent email with the address of the Windows Live ID (Microsoft account) web page. Vendors must sign in using this account before they can access the web page for the RFQ. Also include the %PORTALURL% token, which is replaced by the address of the web page for the RFQ. For example, the message might include a sentence such as "Click %AUTHURL% to sign in with your email ID, and then click %PORTALURL% to view the RFQ."
In AX 2012 R3 Cumulative Update 8, %AUTHURL% is no longer used. Instead, you create a message that includes the token %URL%. This token is replaced in the sent email by the address of the Vendor self-service portal web page (Azure Access Control Service). On that page, vendors using email providers Windows Live (Microsoft account), Yahoo, Facebook, and other WS-Federation Identity providers can sign up to be authenticated.
For information about Google accounts, see Google as an ACS Identity Provider and Migrating ACS Namespaces to Google OpenID Connect on MSDN.
You also create a second message, which is automatically sent to vendors after they have been set up as a vendor user contact. In that message, you include the %PORTALURL% token, which is replaced in the sent email by the address of the public Vendor portal website. For example, the first message might include a sentence such as "Click %URL% to sign in with your email ID,” and the second message might say “Click %PORTALURL% to view the RFQ."
When you have finished creating the messages, click File, click Close, and save.
Bemærk
To specify the self-service portal website URL, click System administration > Setup > Enterprise Portal > Enterprise Portal parameters. Then, on the User provisioning tab, fill out the fields under Vendor user account authentication, including selecting the first email template that you created.
In AX 2012 R3 CU8 you can specify Azure ACS where applicable. Also, specify the public portal website address and the second email template under User request ACS authentication.
When you create and send the RFQ from Microsoft Dynamics AX, the e-mail message is sent to the vendors that you specify. For more information, see the next section in this topic. The RFQ is also sent to the web page for the RFQ. It might take several minutes for the RFQ to be sent to the web page, depending on your synchronization schedule. Therefore, we recommend that you suggest in the message that vendors wait at least 30 minutes before they visit the web page for the RFQ.
Create and send an RFQ in Microsoft Dynamics AX
After you create the web page and e-mail template, you can create the RFQ in Microsoft Dynamics AX and send it to the web page. Microsoft Dynamics AX then sends your e-mail message to the vendors that you specified.
Click Procurement and sourcing > Common > Requests for quotations > All requests for quotations.
On the Action Pane, in the New group, click Request for quotation.
Under Sites Services, in the Page field, select the web page that you created in Sites Services.
In the E-mail template field, select the template that you created for the RFQ.
Complete the other information in the RFQ.
On the Action Pane, in the Process group, click Send.
Download and review the quotations
After the due date for the quotations, you can view and evaluate the vendors' quotations in Microsoft Dynamics AX. Quotations are automatically downloaded to Microsoft Dynamics AX when Microsoft Dynamics AX is synchronized with Sites Services.
Click Procurement and sourcing > Common > Requests for quotations > Request for quotation replies.
In the Request for quotation replies list, double-click the reply that you want to view and evaluate.