Epicor ERP

Buyer Workbench Course

10.0.700.2

Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
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Buyer Workbench Course

Contents

Contents
Buyer Workbench Course.......................................................................................................4
Before You Begin....................................................................................................................5
Audience.........................................................................................................................................................5
Prerequisites....................................................................................................................................................5
Environment Setup..........................................................................................................................................6
Workshop Constraints..............................................................................................................................6

Overview.................................................................................................................................7
Application Setup...................................................................................................................8
Supplier Ratings and Attributes........................................................................................................................9
Supplier Ratings........................................................................................................................................9
Workshop - Assign Ratings to a Supplier............................................................................................9
Supplier Attributes..................................................................................................................................10
Workshop - Assign Attributes to a Supplier......................................................................................10

Daily Buyer Workbench Processing.....................................................................................11

Buyer Workbench..........................................................................................................................................11
Buyer Workbench Functionality...............................................................................................................12
Workshop - Create an RFQ and Receive a Supplier Response...................................................................13
Update Job Material........................................................................................................................13
Update a Buyer................................................................................................................................13
Generate an RFQ.............................................................................................................................14
Print the RFQ...................................................................................................................................14
Create a Price Break........................................................................................................................15
Create Another Price Break..............................................................................................................15
Create a Purchase Order from an RFQ..............................................................................................16
Trackers.........................................................................................................................................................17
Reports..........................................................................................................................................................18

Conclusion.............................................................................................................................19

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Buyer Workbench Course

Buyer Workbench Course

Buyer Workbench Course

This course is designed to introduce topics related to the Buyer Workbench process.
Hands-on workshops will guide you through the setup and processes. Upon successful completion of this course,
you will be able to:
Review ratings assigned to a supplier.
Assign attributes to a supplier.
Create requests for quote (RFQs) for job-related and quoted material.
Review reports and trackers.

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Buyer Workbench Course

Before You Begin

Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience
Specific audiences will benefit from this course.
CFO/Controller
Purchasing Staff/Buyer

Prerequisites
To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained in other
valuable courses.
Navigation Course This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques available in two user
interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and
guide you through each navigational principle introduced.
System Flow Course - This course introduces a basic quote to cash scenario that includes the process from
the initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes the
series of processes that make up the quote to cash process by using a simple scenario to highlight various
transactions. Your organization may have more complex processing routines than those described in this
course.
Purchase Management Course - This course focuses on the Purchase Management process. This process
includes the creation and approval of purchase orders (POs) and requisitions, managing suppliers and their
price lists, working with purchase order suggestions, and monitoring the purchase order process using related
reports and trackers. The advanced functionality in the Supplier Relationship Management and Purchase
Contract modules also aids in managing purchase orders.

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Before You Begin

Buyer Workbench Course

Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1.

Verify the following or ask your system administrator to verify for you:
Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.

2.

Log in to the training environment using the credentials manager/manager. If you are logged into your
training environment as a different user, from the Options menu, select Change User.

3.

From the Main menu, select the company Epicor Education (EPIC06).

4.

From the Main menu, select the Main Site.

Workshop Constraints
The workshops in this course can be performed only once in each instance of a restored (refreshed) database. If
a user has already completed these workshops in the database, the database must be restored (refreshed) before
another user can complete this course.

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Buyer Workbench Course

Overview

Overview
The Supplier Relationship Management (SRM) module is a toolset used to request quotes for raw materials
or subcontract services from one or multiple suppliers. Request for quotes (RFQs) are generated with one or more
lines; each line has the ability to request pricing from one or more suppliers.

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Application Setup

Buyer Workbench Course

Buyer Workbench
The Buyer Workbench is a tool that monitors RFQs, supplier responses to RFQs, and also aids in RFQ award
decision making. Supplier RFQ responses automatically build or add to existing part price-break tables. They
contain current effectivity dates that are used in other areas of the application.
Requests for quotes can be entered in one of the following ways:
Manually - in RFQ Entry
Pushed - into the Buyer Workbench from:
A material requirement on a quote
A material requirement on a job
A line on the browse window of Purchasing Suggestions
A material sequence line on a method
Pulled - into the Buyer Workbench from:
Job-related material
Quoted material

Application Setup
This section reviews the most common setup factors applicable to the Buyer Workbench. The Buyer Workbench
uses data from several maintenance programs, such as Part Maintenance and Supplier Maintenance. These
programs are described in detail in the Purchase Management course. This section only describes two additional
programs the Buyer Workbench requires - Attribute Maintenance and Rating Maintenance.
Attribute Maintenance
Menu Path: Material Management > Supplier Relationship Management > Setup > Attribute
Use Attribute Maintenance to set up attributes you can link to suppliers. You can consider attributes as qualities
that belong to a supplier. A supplier can have as many attributes as necessary. Examples of attributes include
ISO Certified and UL Approved.
Rating Maintenance
Menu Path: Material Management > Supplier Relationship Management > Setup > Rating
Use Rating Maintenance to set up rating codes. Rating codes are valuable when you want to compare records
and express precedence of one record over another. Ratings normally consist of letters and numbers, for example,
A1, A2, B1, and B2. An A rating means the parameter with this rating is the most important to the buyer. The
number shows the priority among suppliers with the same letter.
Supplier ratings are set up to assist the RFQ Decision Wizard, which filters and sorts RFQs to find the best
supplier match.

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Buyer Workbench Course

Application Setup

Supplier Ratings and Attributes

This section covers how to assign ratings and attributes to a supplier using the Supplier Maintenance > SRM
and Attributes sheets. The workshops guide you through these processes.

Supplier Ratings
Use the Supplier Relationship Management (SRM) sheet in Supplier Maintenance to establish ratings
information for a supplier. This information assists in the decision to purchase goods or services from this supplier.
For more information, review the help topics for the Supplier Relationship Management module. This sheet links
functionality from the SRM module to your supplier records.

Workshop - Assign Ratings to a Supplier

This workshop demonstrates how to assign ratings to a supplier record.
Navigate to Supplier Maintenance.
Menu Path: Material Management > Purchase Management > Setup > Supplier
Important Assigned ratings for suppliers can be changed, however, only one set of assigned ratings can
be established for each supplier.
1. In the Supplier field, search for and select A-Z Metals.
2. Navigate to the SRM sheet.
3. Assign the following ratings:
Field

Data

On Time Rating

A2

Price Rating

A2

Quality Rating

B1

Service Rating

B1

These ratings indicate that the supplier does not have the best on time rating or price rating, which are the
most important parameters to the buyer. Their quality and service carry the best ratings.
4. Click Save.
5. Remain in Supplier Maintenance.

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Buyer Workbench Course

Supplier Attributes
Use the Attributes sheet to select attributes that apply to this supplier or this supplier contact.
The examples of attributes are:
ISO9200 Certified
UL Approved
Attributes are used by the Decision Wizard in the Buyer Workbench.

Workshop - Assign Attributes to a Supplier

This workshop demonstrates how to assign attributes to a supplier record.
1. Navigate to the Attributes sheet.
2. In the Available Attributes pane, using the Ctrl key, select ISO Certified and UL Approved.
3. Click the right arrow button to move the selected attributes to the Selected Attributes pane.
4. Click Save.
5. Exit Supplier Maintenance.

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Daily Buyer Workbench Processing

Daily Buyer Workbench Processing

This section of the course focuses on Buyer Workbench functionality, and primarily on its main process - create
an RFQ and a supplier response.

Buyer Workbench
Use Buyer Workbench to generate and manage requests for quotes (RFQs) and purchase orders from a central
location within the Epicor application.
Buyers use the Buyer Workbench to review a summarization of the requests for quotes (RFQs) and purchase
orders assigned to them. The information includes the number of RFQ and purchase order records that are open,
overdue, scheduled for today, scheduled for this week, and scheduled for beyond this week (future). Additionally,
the sheet displays the number of RFQs which have received responses from suppliers and are ready for processing,
as well as the number of purchase orders that require the buyer's approval. The workbench's tree view and
Actions menu provide access to additional programs such as:
New PO Suggestions
Change PO Suggestions
Supplier Maintenance
The workbench provides the following:
Ability to review of all open and overdue RFQs - This allows you to view RFQs and provides access to RFQ
Entry and Supplier Responses.
Ability to review of all open and overdue purchase orders - This allows you to view purchase orders and
provides access to Purchase Order Entry.
A listing of all new RFQ suggestions that can be generated from jobs, new quotes, or methods of manufacturing
(MOM).
Ability to review new and changed purchase suggestions - The Approval sheet enables you to approve purchase
orders that exceed a buyer's authority (POs > Approvals sheet). This allows you to view purchase suggestions
and provides access to Change PO Suggestions and New PO Suggestions.
The Decision Wizard filters and sorts RFQs to find the best supplier match. The sorting criteria include lead
time, quality rating, price, and user-defined attributes such as ISO certification.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Supplier Relationship Management > General Operations > Buyer Workbench

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Buyer Workbench Functionality

The Buyer Workbench contains the following sheets and functions:
General Sheet
Use the General sheet to review a summary of RFQs and purchase orders assigned to a specific buyer. The
information that displays on this sheet includes the number of RFQ and PO records that are open, overdue,
scheduled for today, scheduled for this week, and scheduled for beyond this week (future).
In addition, this sheet displays the number of RFQs that received responses from suppliers and are ready for
processing, as well as the number of purchase orders that require the buyer's approval.
RFQ's Sheet
Use the RFQ's sheet to review open RFQs and suggestions you want to turn into RFQs. This sheet gives you access
to RFQ Entry, Supplier Response, the Supplier Wizard, and the Decision Wizard.
Access RFQ Entry from the RFQ's > Open RFQ's sheet to enter RFQs manually or click the Generate button on
the RFQ's > Suggestions > List sheet.
PO's Sheet
Use the PO's sheet to review purchase orders assigned to a specific buyer.
You can use the Approval sheet as needed to access the Approve Purchase Order program to approve or reject
pending purchase orders.
Pending purchase orders are those that could not be approved in Purchase Order Entry because their extended
total exceeded the designated PO limit for the associated buyer (as defined in Buyer Maintenance).
Pending purchase orders appear in this sheet, and under the Approval node in the Buyer Workbench Tree,
for the designated person who approves purchases for this buyer when the purchasing limit has been exceeded.
Web Sheet
Use the Web sheet to review PO and RFQ details posted to and received from the web.

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Daily Buyer Workbench Processing

Workshop - Create an RFQ and Receive a Supplier Response

Your company manufactures conveyor systems and you have been asked to purchase missing material which is
necessary to satisfy job 2117 (conveyor system CV-8400). As a Purchase Manager you create a request for quote
for material CVB-TEF, print it and send it to Global Supply. Once you receive the supplier response you enter new
price breaks for part CVB-TEF and create a purchase order for this item.

Update Job Material

Navigate to Job Entry.
Menu Path: Production Management > Job Management > General Operations > Job Entry
1. In the Job field, search for and select job number 2117.
2. In the tree view, navigate to and select 2117 > ASM: 0 CV-8400 > Materials > Mtl: 190 CVB-TEF.
The Job Details > Materials > Detail sheet displays.
3. Right click in the Part/Rev field, and select Open With > Part Entry.
Part Maintenance displays.
4. In the Default Site Parameters pane, notice this part is a Non-Stock Item which requires a purchase direct
or request for RFQ action to stock.
5. Exit Part Maintenance and return to Job Entry.
6. In the Purchasing pane, select the RFQ Needed check box.
7. In the Quote Required field, enter 1.
8. In the Supplier ID field, search for GLOBE.
9. Click Save and exit Job Entry.

Update a Buyer
Navigate to Buyer Maintenance.
Menu Path: Material Management > Purchase Management > Setup > Buyer
Important If the Buyer is selected as the default buyer, use this workshop as a verification of the
authorization process for a buyer.
1. In the Buyer field, search for and select House Account.
2. Navigate to the Authorized Users sheet.
3. For the System Manager row, select the Default Buyer check box.
4. Click Save and exit Buyer Maintenance.

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Generate an RFQ
Navigate to the Buyer Workbench.
Menu Path: Material Management > Supplier Relationship Management > General Operations > Buyer Workbench
1. In the Buyer field, select or verify House Account defaults.
2. In the tree view, navigate to and select RFQ's > House Account > Suggestions > CVB-TEF.
The RFQ's > Suggestions > List sheet displays.
3. Navigate to the RFQ's > Suggestions > Suppliers sheet.
4. Click the Supplier Wizard button to select suppliers.
The Supplier Wizard window displays.
Use the Supplier Wizard to pull in suppliers who previously received an RFQ on the selected part, sold the
company this part in the past, or provided price break information.
5. Click OK.
6. If the Suppliers are not approved for at least one of the selected RFQs message displays, click OK.
The application looks for approved suppliers requesting quotes on this part, but it is not a requirement.
7. Navigate to the RFQ's > Suggestions > Detail sheet.
8. Select the RFQ check box.
9. In the Due Date field, enter today's date.
10. In the Decision and Response fields, enter tomorrow's date.
11. Click Generate.
12. In the tree view, expand the RFQ's > House Account > Today node and verify the new RFQ displays.

Print the RFQ

1. Navigate to the RFQ's > Open RFQ's > Today sheet.
2. In the tree view, select the RFQ created in the previous steps.
3. Click the RFQ Entry button.
RFQ Entry opens and automatically displays the RFQ you generated.
4. From the Actions menu, select RFQ > Print Form.
The RFQ Print Form window displays.
5. Click Print Preview.
The Print RFQ report displays.

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Daily Buyer Workbench Processing

6. Review and close the Print RFQ report.

7. Close the RFQ Print Form window.
8. Exit RFQ Entry and return to the Buyer Workbench.

Create a Price Break

1. In the tree view, select or verify the new RFQ is selected.
2. Navigate to the RFQs > Open RFQs sheet.
3. Click Supplier Response.
The Supplier Responses window displays.
In the RFQ Listing grid, in the Response field, the response status for your RFQ displays as Waiting.
4. Click the Add Supplier Responses button.
Supplier Price List opens.
5. Verify the Supplier field displays GLOBE.
6. From the New menu, select New Price Break.
7. Navigate to the Parts > Price Breaks > Detail sheet.
8. In the Minimum Qty field, enter 1.
9. Navigate to the Parts > Detail sheet.
10. In the Days field, enter 90.
11. In the Base Unit Price field, verify 105 defaults.
12. Click Save.

Create Another Price Break

1. From the New menu, select New Price Break.
2. Navigate to the Parts > Price Breaks > Detail sheet.
3. In the Minimum Qty field, enter 10.
4. In the Price Modifier field, enter -10.00.
5. Click Save.
6. Navigate to the Parts > Price Breaks > List sheet and compare the two price breaks.
7. Navigate to the Parts > Price Breaks > Detail sheet.
8. From the New menu, select New Price Break.

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Buyer Workbench Course

9. In the Minimum Qty field, enter 20.

10. In the Price Modifier field, enter -15.00.
11. Click Save.
12. Navigate to the Parts > Price Breaks > List sheet and compare the price breaks.
Minimum Qty

Price

$105

10

$95

20

$90

13. Exit Supplier Price List.

In the RFQ Listing grid, in the Response field, the response status for your RFQ displays Received.
14. Exit Supplier Responses and return to the Buyer Workbench.

Create a Purchase Order from an RFQ

1. Navigate to the RFQs > Ready sheet.
2. Click the Decision Wizard button.
The RFQ Decision Wizard window displays.
3. In the Quantity field, verify one displays.
Part CVB-TEF is a non-stock part; therefore, only the quantity required to satisfy job 2117 is purchased.
4. Click the Accept button.
5. Click the Create PO button.
The Purchase Order XXXX has been successfully created. (where XXXX is your PO number) message
displays.
6. Record the purchase number ______________.
7. To the message, click OK.
8. Close the RFQ Decision Wizard window, return to the Buyer Workbench, and click Refresh.
In the tree view, the RFQ no longer displays.
9. In the tree view, navigate to and select Buyer Workbench > PO's > House Account > Today > XXXX/1/1
(where XXXX is your purchase order number).
The PO's > Open PO's > Today sheet displays.
10. Click the PO Entry button.
Purchase Order Entry displays.

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Daily Buyer Workbench Processing

11. Navigate to the Lines > Detail sheet.

12. Click the Price Breaks button.
Supplier Price List displays.
13. Navigate to the Parts > Price Breaks > List sheet and review the price breaks.
14. Exit Supplier Price List.
15. Navigate to the Summary sheet and clear the Approved check box.
16. Navigate to the Lines > Detail sheet.
17. In the Our Qty field, enter 20 and press Tab.
18. In the Supplier Qty field, enter 20 and press Tab.
The Unit Price field value changes from 105.00 to 90.00. This is due to the price breaks defined previously.
19. Navigate to the Summary sheet.
20. Select the Unapproved check box to approve the purchase order.
21. Click Save.
22. Exit Purchase Order Entry and the Buyer Workbench.

Trackers
This section of the course is an overview of the trackers that relate to the Buyer Workbench and its processes. A
tracker is a read-only version of a primary entry program. You cannot add or edit records in a tracker. You can
access other related programs through the Actions menu or the context menus of these trackers.
Job Tracker
Menu Path: Material Management > Purchase Management > General Operations > Job Tracker
Use the Job Tracker to review information about a job, such as demand links, operations, and materials.
Part Tracker
Menu Path: Material Management > Purchase Management > General Operations > Part Tracker
Use the Part Tracker to obtain current information on parts in the database. This includes information such as
revisions, on-hand quantities, costs, locations, inspection, and planning data.
You can pull multiple part records into the Part Tracker via the Part Search window, but the tracker can only
display one part at a time. You cannot view inactive parts using this tracker.
Several sheets are available in the Part Tracker. Some of these sheets are read-only versions of the sheets that
display in Part Maintenance. However, the Part Tracker also pulls in Quality Assurance information for the part.
Purchase Order Tracker
Menu Path: Material Management > Purchase Management > General Operations > Purchase Order Tracker
Use the Purchase Order Tracker to view all open or closed POs.

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Supplier Tracker
Menu Path: Material Management > Purchase Management > General Operations > Supplier Tracker
Use the Supplier Tracker to view supplier activity within your database. It displays information about each
supplier record and all the requests for quote, purchase orders, payments, parts, and other records linked to each
supplier.

Reports
This section is an overview of reports that relate to the Buyer Workbench and its processes.
Part Price Report
Menu Path: Material Management > Supplier Relationship Management > Reports > Part Price Report
Use the Part Price Report to review pricing information for your parts. This report prints in order by part.
Supplier Price Report
Menu Path: Material Management > Supplier Relationship Management > Reports > Supplier Price Report
Use the Supplier Price Report to review the prices of various items from your suppliers. This report prints in
order by supplier.

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Buyer Workbench Course

Conclusion

Conclusion
Congratulations! You have completed the Buyer Workbench course.

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Additional information is available at the Education and

Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.