A Guide for Non-Production and Production Purchasing ... · PDF fileA Guide for Non-Production...
Transcript of A Guide for Non-Production and Production Purchasing ... · PDF fileA Guide for Non-Production...
Copyright © Ford Motor Company 2010. All rights reserved.
WebQuote Page 1 Date Issued: November 7, 2017
Table of Contents
Table of Contents .............................................................................................................................................1
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 EFFECTIVE DATE ...........................................................................................................................................21 RESPONDING TO PRODUCTION OR PROTOTYPE RFQ'S ..............................................................................22 TIPS FOR QUOTING .......................................................................................................................................22 COMPLETING THE QUOTE .............................................................................................................................29
ENTERING CAPACITY INFORMATION .........................................................................................................38 ENTERING PLANT PRICING INFORMATION ................................................................................................45 ENTERING TOOLING DETAILS ...................................................................................................................48 ENTERING TOOLING INFORMATION REQUIRING LESS DETAIL .................................................................49 ENTERING TOOLING INFORMATION REQUIRING MORE DETAIL ...............................................................50
Adding Components Manually ...................................................................................................................55 MAKING ATTACHMENTS TO THE QUOTE...................................................................................................57
SUBMITTING THE QUOTE ...............................................................................................................................58
Finding Documents ..........................................................................................................................................64 SEARCHING FOR ORDER DOCUMENTS .........................................................................................................64
OPTION #1: USE THE WEBQUOTE HOMEPAGE TO VIEW DOCUMENTS ..................................................65 OPTION #2: USE THE ADVANCED SEARCH FOR ORDER DOCUMENTS ....................................................70
SEARCHING FOR REQUEST FOR QUOTE DOCUMENTS (RFQS) ...................................................................75 OPTION #1: USE THE WEBQUOTE HOMEPAGE TO FIND AN RFQ ..........................................................75 OPTION #2: USE THE ADVANCED SEARCH FOR RFQS ...........................................................................77
SEARCHING FOR QUOTES .............................................................................................................................81 USE THE ADVANCED SEARCH FOR QUOTES ............................................................................................81
USING THE SEARCH RESULTS .......................................................................................................................85 PRINT AN INDIVIDUAL DOCUMENT ............................................................................................................87 PRINT MULTIPLE DOCUMENTS ..................................................................................................................88
Tool Tracking ...................................................................................................................................................91 REQUIREMENTS .............................................................................................................................................91 WHAT IS IT? ...................................................................................................................................................91 GENERAL INFORMATION REGARDING TOOL TRACKING ................................................................................92 SEARCHING FOR TOOL TRACKING INFORMATION ........................................................................................93 COMPLETING TOOL TRACKING INFORMATION .............................................................................................95 MASS UPDATING TOOL TRACKING INFORMATION .......................................................................................100 HOW DO I MAKE MY PICTURES MEET THE 5MB FILE SIZE LIMIT? .................................................................103
Sourcing ............................................................................................................................................................107 REQUIREMENTS ............................................................................................................................................107
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BACKGROUND AND BENEFITS ......................................................................................................................107 NOTIFICATIONS ..............................................................................................................................................109 SEARCHING FOR A SOURCING DOCUMENT ..................................................................................................110
OPTION #1: USE THE WEBQUOTE HOMEPAGE TO FIND A SOURCING DOCUMENT ...............................110 OPTION #2: USE THE ADVANCED SEARCH FOR SOURCING DOCUMENTS ..............................................112
REVIEWING THE SOBA DOCUMENT .............................................................................................................115 ACCEPTING A SOBA ....................................................................................................................................117 REJECTING A SOBA .....................................................................................................................................118 REVIEWING THE PROGRAM COMMUNICATION PACKAGE (PCP) .................................................................119 REVIEWING AN 8-BIN RFQ OR CPA RFQ ...................................................................................................120 COMPLETING THE 8-BIN OR CPA QUOTE ....................................................................................................125
ADDING PRODUCTION TOOLING TO THE QUOTE ......................................................................................132 ADDING PROTOTYPE PRICING TO THE QUOTE .........................................................................................133
SUBMITTING THE QUOTE ...............................................................................................................................134 ACCEPTING THE CPA ORDER ......................................................................................................................137 RESPONDING TO THE CPA ORDER ..............................................................................................................139 SCREEN HELP ...............................................................................................................................................141 WEB AND TELEPHONE ASSISTANCE .............................................................................................................141
SUBMITTING A REQUEST FOR HELP VIA THE WEB ...................................................................................141 CALL THE HELP DESK...............................................................................................................................142
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WebQuote Page 3 Date Issued: November 7, 2017
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,
tool orders, or lump sum documents that have been awarded to you.
8. Open the PO to review, print, or save it as necessary before fulfilling the order.
9. View and attach signature to Supplier-On-Board Agreement (SOBA) for early Sourcing
process.
10. View Program Communication Package (PCP) documents generated for early Sourcing
process.
11. Review and respond to 8-Bin RFQs or CPA RFQs as part of the early Sourcing process.
12. View and accept CPA Orders as part of the early Sourcing process.
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WebQuote Page 4 Date Issued: November 7, 2017
Copyright © Ford Motor Company 2010. All rights reserved.
WebQuote Page 5 Date Issued: November 7, 2017
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 email notifications.
When a document has been generated or modified by one of the Ford Purchasing source
systems, the Supplier 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 source systems, they will be available through links and will be stored in
WebQuote according to record retention requirements.
Accessibility: Suppliers have access to view and/or print all documents for the Supplier
codes to which they have authority. The Find Document screen and an At-A-Glance
screen help Suppliers find the documents, 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 five-
character 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-inventory goods or services, part specification, material control,
procurement, and accounting.
Control of Requisitions and Approvals (CORA) – This system is used in Europe to
create releases against non-inventory blanket orders and raise Purchase Notifications
(PN) which are sent to buyers in CPARS.
Advanced Sourcing Automated Process (ASAP) – This system is the corporate tool to
handle program sourcing based on the most recent Purchasing & PD processes.
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WebQuote Page 6 Date Issued: November 7, 2017
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 four 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 – Tool Tracking The WebQuote – Tool Tracking service package allows users to manage the pertinent
information related to Ford Owned Tooling, including the tool location, tool order and
part number associations, and upload tool photos required for tooling payments.
WebQuote – Sourcing
The WebQuote – Sourcing service package allows users to electronically sign and
submit Supplier-On-Board Agreements (SOBA) for Production Purchasing’s early
sourcing process. Users may also access Program Communication Package (PCP)
documents confirming receipt of the SOBA.
NOTE: We recommend that this token should be granted to only those supplier
personnel who are involved with the Sourcing process and are authorized to enter
into sourcing agreements with Ford Motor Company.
In addition, users review and respond to 8-Bin and CPA (Commercial Program
Agreement) RFQs. Users can view and accept CPA Orders, also as part of the early
sourcing process.
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WebQuote Page 7 Date Issued: November 7, 2017
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.
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WebQuote Page 8 Date Issued: November 7, 2017
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].
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.
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WebQuote Page 9 Date Issued: November 7, 2017
LOGIN INSTRUCTIONS FROM FORD SUPPLIER PORTAL (FSP)
1. From your web browser, access https://fsp.covisint.com.
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].
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WebQuote Page 10 Date Issued: November 7, 2017
7. Click the link for WebQuote.
The WebQuote home page displays.
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WebQuote Page 11 Date Issued: November 7, 2017
NOTIFICATIONS SENT TO USERS REGARDING DOCUMENT DELIVERY
Email notifications are sent to users from WebQuote. You will be sent email notifications when
a new document is available for your use. A link to the appropriate location in the WebQuote
system is contained in the email notification.
Suppliers receive email notifications when new documents are created or amended due to new
purchase orders, RFQs, Automaterials, claims, cancellations, SOBA or PCP documents, or other
conditions.
To access WebQuote using an email notification:
1. Click on the URL in the body of the email 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 email 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 www.adobe.com.
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WebQuote Page 12 Date Issued: November 7, 2017
WebQuote Homepage
The WebQuote Homepage can be accessed through either a link in an email notification or
directly from the Ford Supplier Portal.
This Homepage provides many helpful items. Starting at the top of the screen, there are four
links that are useful.
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WebQuote Page 13 Date Issued: November 7, 2017
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.
What’s New – This link provides a history of all enhancements and includes training
materials.
Training – This link provides users with an electronic copy of this manual, as well as
answers to other frequently asked questions regarding WebQuote.
The Homepage includes an Announcements section which informs users of any system issues or
recent updates.
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.
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WebQuote Page 14 Date Issued: November 7, 2017
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.
2. Review the RFQ. The following information and functionality is available on the RFQ:
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WebQuote Page 15 Date Issued: November 7, 2017
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.
[Go To 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.
3. Click [Go To Quote] to start creating your quote.
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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.
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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.
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Screen continued.
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.
4. 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.
5. 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.
2
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6. Review the Quote Summary. If the quote is not correct, click the Back to Quote link to
make corrections.
7. Click [Send Quote] to submit the quote.
The Quote Confirmation message displays.
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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].
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WebQuote Page 21 Date Issued: November 7, 2017
Production and Prototype RFQ's and Quotes (WIPS)
EFFECTIVE DATE The RFQ and Quote screens show the WIPS effective date, which is also the Purchase Order
effective date when it is issued.
In the event that the effective date needs to be modified once the RFQ is issued, the buyer can
update it in WIPS during the quoting process and it will update both the RFQ and Quote in real
time.
The screenshots below illustrate where this effective date is in WebQuote on the RFQ and on the
Quote documents.
WIPS RFQ
WIPS Quote
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How does this change impact the Quoting Process?
The supplier will know the effective date of the eventual PO during the quoting process.
The current order price on the quote will be aligned with the effective date and not just
the latest price of the part as it is currently.
Automaterials will also be aligned to the effective date on the quote. If relevant, when
adding automaterials to a quote or viewing automaterials already linked to the quote, the
system will default the index price once the other variables are chosen. If there is an
index price on the same date as the effective date, then that price will be the one
selected. Otherwise the system will select the index price closest to the effective date,
working backwards chronologically.
The benefit of this change is to greatly reduce the “back and forth” that occurs today to
align pricing.
RESPONDING TO PRODUCTION OR PROTOTYPE RFQ'S
Once suppliers are enabled to use the RFQ/Quoting module of WebQuote, email notifications are
sent to the registered email addresses of the supplier locations alerting them to the receipt of a
new document to review. Clicking on the link in the email 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.)
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.
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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.
Production:
or Prototype:
Complete these
fields and click
[SAVE]
Click on these
links to
complete quote
details.
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REVIEWING THE RFQ
1. From the WebQuote Homepage, click on a blue hyperlink to access a document.
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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.
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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.
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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.
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Line Items Tab – Contains information relating to the line items on the RFQ.
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.
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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 WIPS (production)
attachments and 10MB per file size restriction for CPARS (non-production)
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, a production quotation with tooling details will be completed.
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 error
message displays if this has occurred (note screenshot below.) Once you click [Refresh], you
are able to continue quoting without returning the quote to the buyer for adjustment.
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WebQuote Page 30 Date Issued: November 7, 2017
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WebQuote Page 31 Date Issued: November 7, 2017
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
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WebQuote Page 32 Date Issued: November 7, 2017
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 these links to enter quote information, such as packaging, Importer of Record, Capacity, and Tooling. 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 this link to navigate back to the RFQ.
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.
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WebQuote Page 33 Date Issued: November 7, 2017
3. Start your quote response by scrolling down to the Line Items and Additional Details
area of the screen, shown below.
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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.
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WebQuote Page 35 Date Issued: November 7, 2017
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.)
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WebQuote Page 36 Date Issued: November 7, 2017
8. The Production Quote Details screen displays. Note that mandatory fields are
highlighted in yellow and are marked with an "*", and that there are three tabs on this
screen – one for Production details, one for Auto Materials, and one for Tooling (circled
below.)
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WebQuote Page 37 Date Issued: November 7, 2017
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.
Note: The costs entered in the Commercial Adjustments section are understood to be already
included in the total price quoted, and will not be added to them. All fields with the red
asterisk and the field colored yellow are required, but zero “0” is an acceptable entry. (At
this point, for Other, the only selection you have is Tooling Lease for China suppliers with
Ford-Owned tooling located in China.)
For carryover parts, certain fields will be filled in with default information based on the
superseded part. You may overwrite this information.
Note: If you have questions about the capacity information that is provided or how to
respond with your information, please read the next section for additional information and
instructions on how to complete this portion of the screen.
10. If required, click the Auto Materials tab to enter or update automaterials information for
this quote.
11. Click [Save and Return]. The Quote screen displays, with a confirmation message that
the Quote Details were successfully saved.
12. 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. Later
sections of this manual detail those areas.
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ENTERING CAPACITY INFORMATION
It is required that suppliers provide APPC (Average Purchase Parts Capacity) and MPPC
(Maximum Purchase Parts Capacity) information with quotations on production parts.
The Purchase Part Capacity represents your ability to consistently supply a part to Ford on a
weekly basis. It is based on your facilities, tooling capacity, and your ability to procure
components and raw materials. You should ensure that a Capacity Analysis Report is completed
to provide the analysis details which led to the calculated PPC value(s). You are expected to
maintain records of the completed Capacity Analysis Report (CAR) for the life of the part (plus
service) plus one year for each PPC submitted, and provide the completed CAR to Ford upon
request.
The link to access the CAR template is:
https://web.qpr.ford.com/sta/Capacity_Analysis_Report.xls
When completing the production quote, the PPC section is made up of two areas as shown
below. The top half will contain PPC information from a previous RFQ and the bottom portion is
for new PPC information to be added for this RFQ.
It is required that you select at least one line of PPC information for this quote either by selecting
one of the carryover lines or creating a new one for this quotation. Also, you are being requested
to show all PPC information for the life of the part so it is possible that you may have to provide
multiple lines on PPC data to show the ramp up of capacity over time.
If this quotation also has tooling being quoted it is necessary that you select the PPC line that this
tooling supports. This manual provides examples of each of these scenarios.
Overview: This screen shot shows the PPC portion of the Line Item Quote detail screen. The
top section shows carryover PPC information from a previous quotation for the part and the
bottom section allows the user to add lines by clicking the [ADD PPC INFO] button. Note that
the combination of lines that can be added between carryover and new cannot exceed 10 lines
total.
Note: If there is a red asterisk next to the heading Supplier APPC/MPPC Volumes field then it
is required that this information is provided as part of the quotation. If there is no asterisk, then
providing the data for this transaction is optional.
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Click here to add a PPC line
PPC Information that is carryover from a previous RFQ
PPC info added on this RFQ
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Scenario 1: No carryover line items to select and you have one or more PPC lines with no
tooling on this quotation.
1. Click [ADD PPC INFO] to add a line of data.
2. Fill in the Effective Date, Capacity and Operating Days Required for both APPC and
MPPC. Comments are only required if PPC does not meet APW/MPW. Since this is a
quotation without tooling, it is not necessary to select one of the lines as Quote
Supports.
3. If you wish to add another line of data, click [ADD PPC INFO] again.
4. If there is a line of data that needs to be removed, click Delete box for that line.
5. Click [Save] or [Save and Return] to continue completing the quotation.
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Scenario 2: No carryover line items to select, and you have one or more PPC lines with
tooling on this quotation.
1. Click [ADD PPC INFO] to add a line of data.
2. Fill in the Effective Date, Capacity and Operating Days Required for both APPC and
MPPC. Comments are only required if PPC does not meet APW/MPW. Since this is a
quotation with tooling, it is necessary to select one of the lines of corresponding capacity
by selecting the appropriate radio button in the quote supports column.
3. If you wish to add another line of data, click [ADD PPC INFO] again.
4. If there is a line of data that needs to be removed, click Delete box for that line.
5. Click [Save] or [Save and Return] to continue completing the quotation.
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Scenario 3: Carryover line items to select, and one or more PPC lines with no tooling on this
quotation.
1. In the Current PPC Information section, select each line of PPC information that
carried over from a previous RFQ that is still applicable for this RFQ by checking the box
under the heading Retain.
2. To add additional lines, in the ADDED OR UPDATED PPC INFORMATION section
[ADD PPC INFO] to add a line of data.
3. Fill in the Effective Date, Capacity and Operating Days Required for both APPC and
MPPC. Comments are only required if PPC does not meet APW/MPW. Since this is a
quotation without tooling, it is not necessary to select one of the lines as quote supports.
4. If you wish to add another line of data, click [ADD PPC INFO] again.
5. If there is a line of data that needs to be removed, click Delete box for that line.
6. Click [Save] or [Save and Return] to continue completing the quotation. The
combination of Retained data from a previous RFQ and the new data created will be what
is submitted for this RFQ.
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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.
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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. Please note the
Automaterials effective date is based on RFQ effective date entered by the buyer.
f. Enter the weight. This is the weight of the particular material in the part.
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.
5. Click [Save and Return]. The Quote screen displays.
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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 both production and prototype have Plant Pricing
functionality available though we are only showing production here.
The Plant Pricing Details screen displays.
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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.
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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.
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ENTERING TOOLING DETAILS
Entering Tooling Lines is an optional function for suppliers, and can be done by using the
Tooling Details tab on the quote screen (noted below.)
Some suppliers are required to complete more tool-related details than others at this point.
If you see this screen, you are required to provide detailed tool information. Please proceed to
page 50 for instructions:
If you see the following screen, please continue with the instructions to follow:
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ENTERING TOOLING INFORMATION REQUIRING LESS DETAIL
Entering Tooling Lines is an optional function for suppliers, and can be done by using the
Tooling Details tab from the quote screen.
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, and Currency. 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. Use the pull-down list to select the correct Tool Order Type. Your options are:
L Long Lead Tooling
J Job #1 Tooling
D Design Change Tooling
C Capacity Tooling
Z Other
3. Click [SAVE] once you have entered the information.
4. 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.
5. 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
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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.
6. Click [SAVE] once the line is complete. A confirmation message is displayed at the top
of the screen.
7. 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.
8. Click [Save and Return] once you have entered all necessary tooling. The Quote screen
displays.
ENTERING TOOLING INFORMATION REQUIRING MORE DETAIL
1. Click [Show Detail] to enter the Weekly APW and Weekly MPW. Select the correct
Currency if the default needs to be changed. Select the correct Tool Order Type:
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Long Lead
Job 1
Design Change
Capacity
Other
2. Click [ADD TOOL] to start the itemized tool list.
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3. For the first tool, complete these fields.
Note: Fields marked with * are mandatory fields.
a. Tool Type – select from a list of tool type descriptions. Then select from a more
specific tool type list dependent on your first selection.
Injection Mold
Stamping
Castings
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Assembly Fixture
Bonding
Coatings
EOAT
Gauge
Machining
Part Treatment
Punch / Trim
Skin Lamination
Verification
Experimental
Other (*Add manually)
b. Total Parts Produced/Cycle - total parts produced per cycle for all components.
c. Timing Weeks - lead time, in weeks, for buying and installing the tool
d. Total Cost/Tool - cost of the tool in the currency selected
e. Notes/Comments – Suppliers must enter detailed tooling description here. (Use
this section for any additional description information that needs to be
communicated and available on the tool order as this information will be included
on the actual tool order.)
f. Component NO/Desc - select from a list of components. See page 8 for
instructions on how to add a component, if the proper component is not listed.
g. CAD File Rev - indicate which CAD file revision this tooling supports
h. Parts Produced/Cycle - parts produced per cycle for this particular component
i. Toolmaker E-mail - e-mail address of toolmaker.
j. Toolmaker Phone - phone number, including country code, of toolmaker.
k. Supplier E-mail - e-mail address of Supplier contact person.
Note: Total Parts Produced/Cycle of all individual components must match this entered total
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l. Supplier Phone - phone number, including country code, of supplier.
m. Tier Using Tool - indication of which Supplier tier is using the tool.
n. Tool Location (Supp GSDB) - GSDB code for the location at which the tool is
installed and used. WebQuote will display the location below, once the GSDB
code is confirmed by clicking [VALIDATE].
o. Tool Location (Supp Non-GSDB) - use this link to type the address where the tool
is installed and used if no GSDB code has been assigned to it.
p. TBS Attachments - Supplier may attach any appropriate documents applying to
this tool.
4. To add a second component, click [Add Component] again. You will have a second box
to start selecting component information.
5. If information on a component is incorrect, click [Delete].
6. If you are completed with your components and you have additional tooling to add, click
[SAVE]. You may view or edit the information, or delete the tool line.
7. If you have no other tooling to add, click [SAVE AND RETURN].
Note: Total Parts Produced/Cycle of all individual components must match this entered total
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Adding Components Manually
To follow are instructions for manually adding a component if the component list does not
include the right choice:
1. Select the Search option as shown, and then click [Search].
2. Enter complete or partial part number and click [Search].
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3. Select the correct part number from results list and click [SAVE].
4. If the correct part number is not available, click Add Manually. Complete all entries and
click [SAVE].
5. Once this component is completed, click [Add Component] to add additional
components for the tool. If all components are added, click [SAVE].
Note: This entry will be flagged to the buyer as a manually added component.
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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.
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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].
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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.
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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.
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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, email notification of purchase order
issuance via WebQuote will be made to the supplier.
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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.
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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.
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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, quotes, Supplier On Board Agreements, and Program Communication Packages.
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). (Tool Tracking documents are not found this way.)
Use the Advanced Search option to enter additional criteria to search for a document.
(This is the only method for finding Tool Tracking documents.)
The Search results have a limit of 1,000 returned records. Refine your search to work
around this limitation.
These two methods are described on the following pages.
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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.
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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
section to see the most recently approved PO's (up to 1,000 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.
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OPTION #2: 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, click [Search for an Order] at the top of
the screen.
The Advanced Search screen displays.
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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
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(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.
3. Click on the bottom link under the ATP/Order Number, which is View Info. The View
Order Information screen displays, as shown below.
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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.
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4. Click the ATP/Order number to open the document.
The document displays as a PDF.
If no results match, an error message will display.
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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 Advanced Search option to enter additional criteria to search for an RFQ.
These two 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.
5. Click the link in the RFQ Number column to open the desired RFQ.
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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.
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OPTION #2: 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.
The Advanced Search screen displays.
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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.
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If no results match, an error message will display.
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SEARCHING FOR QUOTES
There is one method you can use when searching for quotes.
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, click [Search for a Quote] at the top of the screen.
The Advanced Search screen displays.
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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.
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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.
If no results match, an error message will display.
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4. Click the link in the Quote Number column to open the quote. You can review the RFQ
details and the information you included in the quote.
5. If you wish to print a .pdf copy of the quote, click [Print Quote].
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USING THE SEARCH RESULTS
WebQuote displays the search results based on the search criteria you entered in the 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:
1. You can return to the WebQuote Homepage by clicking the Home link in the navigation
trail at the top of the screen. You can return to the Advanced Search screen by clicking
the Advanced Search for (an order, RFQ, Quote) link in the navigation trail at the top of
the screen.
1
2
3
4
5
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2. 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.
3. 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.
Click the Print link to print the list of search results.
4. 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).
5. 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).
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PRINT AN INDIVIDUAL DOCUMENT
The documents that are printed from WebQuote are identical to the documents received in hard
copy format. Documents such as Purchase Orders and Tool Orders are legal documents, unless
otherwise noted with a disclaimer that the document being viewed is a reprint. Individual
Documents can be printed or saved after you open them.
NOTE: It is not possible to print a completed quote in WebQuote.
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.
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PRINT MULTIPLE DOCUMENTS
WebQuote includes functionality that allows you to print multiple documents at one time, or
save multiple documents in a single electronic file. Currently this function only applies to
Purchase Order type documents, but eventually it will be expanded to work with RFQs as well.
Also, you cannot print completed quotes using this function.
1. Search for the appropriate document using the Advanced Search instructions.
2. Click the box in the first column in front of the documents, or click the box under Select All
to include all documents from the search results list.
3. To create one .pdf file with all the documents included, click Print Selected.
A pop-up window will appear, first showing the status progression of the creation of the .pdf
file, and then displaying the .pdf file itself.
The first page of the file has a list of the ATP/Order Numbers of the documents in the file.
This file is formatted with every second page being deliberately blank, so when the file is
printed on a duplex printer, each document will be on its own page. Use the standard print
or save functionality as you wish.
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4. Selecting the Save Selected option works the same way, except that instead of one .pdf file
with all the documents, you will have a zip file of the documents. Select the documents you
want using the boxes in the first column, and then click Save Selected.
A pop-up window will appear showing the status progression of the file, and then providing
a link to the documents to be downloaded.
5. Click the Download Documents link. You will be asked if you wish to open, save, or cancel.
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WebQuote Page 90 Date Issued: November 7, 2017
6. Clicking Open will show you that you have created a zip file with the documents you have
selected. You may open the documents, remove or add documents, and then choose to save
the zip file.
Clicking Save will allow you to name the zip file and save it where you want to.
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WebQuote Page 91 Date Issued: November 7, 2017
Tool Tracking
REQUIREMENTS
All suppliers using the Tool Tracking functionality are required to have an additional token
granted through Covisint. The Corporate Security Administrator (CSA) at each supplier location
must request this sub-package through Covisint for all users at all site codes.
For additional assistance regarding tokens, sub-packages, or general access information, please
send an email detailing your request to [email protected].
WHAT IS IT?
Tooling Tracking functionality has been created in WebQuote to help Ford better manage its
assets around the globe. Tool Tracking, in conjunction with assigning asset numbers to each tool
in 2009, has created a place for suppliers to keep Ford updated on the latest information on these
tools.
There are three primary reasons a supplier must utilize the Tool Tracking functionality of the
application as follows:
1. Supplier payment is requested for a new tool order or amendment. Consistent with
current policy cited below, the supplier would enter data pertaining to the tools (i.e.
location, photo evidence) that is required to obtain payment from Ford. This replaces this
existing process of sending pictures to an email address when requesting tooling
payment.
2. Component Tools are moved to a new location, and therefore the location of the Tool
must be updated in the WebQuote.
3. A Resourcing action occurs and existing tool are moved to the new supplier. The new
supplier's responsibility is to update the location (at a minimum) to update the record of
where it is located
Consistent with Section 34 of the Ford Production Purchasing Global Terms and Conditions
(PPGTC January 1, 2004) and the Tooling Procurement and Audits Web-Guide, Production
Tooling located on the premises of a Tier I Supplier or its sub-suppliers must be, and remain,
permanently tagged or marked to reflect Ford's ownership of the tool. In addition, suppliers are
required to submit photographic evidence of compliance with the tagging/marking requirements
at the same time as the invoice. Tooling payment is dependent on supplier compliance.
NOTE: The date of the invoice to Ford determines when photographs are required.
For a complete copy of the "Enhanced Supplier Tool Tagging / Marking Requirements and
Revised Payment Approval Process," please visit the following website:
https://web.fsp.ford.com/gtc/docs/supptooltagging.pdf.
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The Tool Tracking functionality in WebQuote is meant to streamline this process and provide
suppliers a central location to update information regarding tooling.
The Tool Tracking functionality in WebQuote provides:
an easy to use, WebQuote based, method to upload tool photos.
the ability for suppliers to see their inventory of Ford owned tooling, the tool locations,
tool order and part number associations.
an easy method to update tooling information over time (movements, modifications, part
number associations).
North American suppliers launched the Tool Tracking functionality on WebQuote in 2010.
For a copy of the original 2008 and 2009 communications regarding this requirement, suppliers
should contact their Ford Buyer.
GENERAL INFORMATION REGARDING TOOL TRACKING
Tool Tracking information must be updated as Tool status changes. As tooling
components are moved, resourced, etc., the supplier must update the Tool Tracking
information accordingly.
All information entered for Tool Tracking is updateable only by the supplier. The buyer
can make no modifications to information entered.
WebQuote automatically creates Tool Tracking Lines when a Tool Order is approved in
WIPS. WIPS creates Tool Orders when (1) a new tool is required and the location and
pictures are requested from the supplier, or (2) business is resourced for any reason and
information such as pictures and location need updating.
Tool Tracking Lines are created for each individual asset number on a Tool Order. For
example, if one tool order contains five asset numbers, five Tool Tracking Lines will be
automatically created in WebQuote, which must be completed by the supplier.
Although other documents delivered to you are shown on the WebQuote Homepage for
convenient access, Tool Tracking Sheets are not shown on the Homepage when they are
created.
All users registered at your location that have the Tool Tracking permissions in Covisint
will get an email notification that there has been a new Tool Tracking Line(s) created.
This notification may be saved for a later date, a date that may be closer to PSW or closer
to invoicing for the requested tooling. This notification will contain the Tool Order
number and a link directly to the Tool Tracking information in WebQuote.
Tool Tracking has been updated to require the APPC and MPPC for each tool. In order
to complete a Tooling Line Item with all the appropriate information for payment, the
user will now have to provide this information. This is now required for all newly
created tool orders and also any lines that were incomplete on July 28, 2012. For those
items already completed by 7/28/12, it is not a requirement to add this data.
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SEARCHING FOR TOOL TRACKING INFORMATION
Scenario: A supplier has a Tool Order that needs to be invoiced. The supplier knows that
before payment can be made, a Tool Tracking Sheet must be completed and images must be
provided. The supplier logs in to WebQuote using the Ford Supplier Portal via Covisint and
searches for the Tool Tracking Sheets using the following method:
From the WebQuote Homepage, click the Tool Tracking button.
The Advanced Search for Tool Tracking screen displays.
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Any combination of criteria can be selected on this screen. The more elements that are selected,
the more narrow the search becomes. Use the “What’s This?” links for more information on
valid field entries.
Once search criteria are entered, click Search. All Tool Tracking Information matching the
criteria selected are displayed on the Tool Tracking Information screen.
NOTE: The Tool Order Number field only accepts numbers, not letters. Do not use any letters
in this search field.
NOTE: The Tool Order Number field does not accept letters, only numbers.
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COMPLETING TOOL TRACKING INFORMATION
When you are ready to enter your location and upload tool images, access the WebQuote
application either:
from a link in an emailed notification,
or by clicking the WebQuote link on the Applications Tab of your Ford Supplier
Portal via Covisint.
If you access WebQuote from a link within an email, all sheets that have been created against
that particular Tool Order number are displayed.
NON US and Canada:
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WebQuote Page 96 Date Issued: November 7, 2017
In this example, 5-digit supplier code was the criteria used in the search, and there are over 500
Tool Tracking Lines to be completed for this supplier code (note circle.) In this case, the user
should modify the search criteria to see all relevant results.
Each line displayed in this search is an individual asset. All mandatory fields (highlighted fields
in yellow) must be completed before payment can be issued properly.
Use the “What’s This?” link under each field name to obtain help on completing the field.
Each line has a header – circled below.
It contains the following important information that is not updateable:
TO Number: This is the system generated Tool Order number from WIPS. This number is also
a link that will allow users with Purchase Order permissions to view the original Tool Order in
WebQuote.
Ford Tooling Asset Number: A unique asset identifier assigned by WIPS to all tool line items
HEADER
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on a tool order that have a cost associated with them. Each asset number consists of the Tool
order number, the amendment number and the tooling line number.
End Item Part Number: The part number the tool order has been issued against.
Supplier: The five-digit GSDB supplier code to which the Tool Order was issued.
Complete the line as follows:
1. Select Asset Type by using the dropdown. In this column, an Original Tooling Asset
Number and Supplier Asset Number may also be completed but are not required.
2. Select Tool Status by using the dropdown.
NOTE: The status “In Transit” is used in most all Resourcing actions, even zero-cost tool
orders. “In Transit” will already be selected on Resourced Tool Orders, and because this
is a living document, as it becomes active at the final location, this document should be
must be updated by the receiving location.
3. The Description field is automatically populated with the line item description from the
Tool Order. Note that it cannot be updated.
4. The Notes field is used for any additional important information about the tools
identification. Suppliers can enter information here.
5. In Tool Location, enter the five digit- GSDB code of the tool's physical location. Click
the “Get Address” button. If a valid code was entered, the address is populated and can
be modified once populated.
6. Component Part Number indicates the part numbers that are produced using this
particular line item. Remember, each line completed in Tool Tracking relates to a line
item on a tool order. This field allows suppliers to enter the complete list of parts
produced using this tool.
NOTE: On multiple sheets for the
same Tool Order, use the “Copy From
Above” functionality to save time if
the GSDB code of the current line is
the same as the previous line.
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To add more than one part number, enter the part number using the convention provided
and click Add. Repeat for each part number desired.
7. Click Save.
NOTE: This form is not submitted to Ford. It is saved in the database. This feature
allows you to work on any number of lines during any given session using WebQuote. A
user could complete one or two lines of the same tool order and come back tomorrow to
complete more of the same document.
8. The final column on the line is Attachments. It is designed for suppliers to upload
images of the tools, as required by Ford policy.
NOTE: Attachments uploaded here are limited to 5MB per file. See section
below entitled "How do I make my pictures meet the 5MB file size limit for
submission to WebQuote" for more information on meeting this requirement.
9. Click the Upload link and browse to find attachments.
Highlight and attachment and use the Open link to view the attachment or highlight an
attachment and use the Delete link to remove something once it is attached.
Click Save. Move on to the next line item, if applicable, and repeat the above steps.
US & Canada:
If you see the Invoice, PSW and Tool Image Icons (see the blue arrow below) then this tool order can use
the new process via WebQuote and sending paper documents is no longer necessary. The invoice will be
electronically sent by WebQuote to Accounts Payables and they will have access to the same WebQuote
screens to review any files that are attached.
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By clicking the upload link just like in the old process it will take you to a screen where you can upload files. The only change is that now you also have to select the attachment type from the dropdown (Invoice, PSW, Tooling Picture or Other) to indicate the type of file attached to ensure all the mandatory information is provided. Invoice files must have an extension of .jpg, .jpeg. .tiff or .pdf to load successfully. If you do not have one of these file extensions on the invoice file you will receive the following error message from the system and the line item will not be complete.
Other attachments for PSW and Tooling Pictures do not have this restriction.
Invoice and PSW files are only required on the first line of the tool tracking lines created for a tool order. All subsequent lines will only require a tooling picture consistent with the current process. There is not a need to attach the invoice or PSW files to every line, it only needs to be attached once. Note: For TO’s using the electronic invoicing method, if a tool invoice includes VAT and the VAT has been deemed recoverable by Ford OGC, a hardcopy of the original invoice including the total tooling amount and VAT will need to be mailed to: Ford World Headquarters Attn: VAT Tax Analyst 7th floor Accounts Payable One American Road, Dearborn, MI 48126
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WebQuote Page 100 Date Issued: November 7, 2017
MASS UPDATING TOOL TRACKING INFORMATION
Scenario: A supplier has a Tool Order with multiple items that need to be updated to show new
Tool Locations, Component Part Numbers, or notes. The changes to the Tool Tracking
functionality to allow you to utilize it more efficiently as follows:
1. Additional search criteria were added to allow searching on additional part attributes.
These will be in addition to the search fields already provided and will be listed at the
bottom of the search page.
2. The search box for Tool Order Number and Ford Tooling Asset Number now allows
searching for multiple records at a time by entering multiple values (comma separated).
3. There is now a second type of search called Mass Update. This allows the supplier to
update in mass the following fields
a. Tool Location
b. Notes
c. Component Part Numbers
The primary reason for the Mass update is to allow suppliers to more easily update these fields
on an ongoing basis and will better support updating the data when tools are moved at the sub-
supplier level (Tier 2, 3 etc.). These changes can now be done for 1,000 records at a time for
these fields instead of one by one.
Two searches now available. The default and
primary search is still the advanced search. Mass
Update is primarily used for ease of updating tool
locations that change
Both of these
fields now
allow
searching for
multiple
records at a
time
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WebQuote Page 101 Date Issued: November 7, 2017
Mass Search Function
As stated above, the primary reason for suppliers to use the Mass Update Function would be to
update Tooling Locations which will now allow for 1,000 records to be updated at once instead
of one at a time. This could be very valuable to suppliers especially when sub supplier tools are
moved. This allows this process to not be as time consuming and provides efficiency in updating
the data.
First select Mass Update and enter the criteria needed to pull up the data needed for update.
Could be a supplier location or a series of tool order numbers for instance, then click search.
This provides the following result set:
Now you can update any of the fields listed below under Update Fields, select the line below by
checking the corresponding line(s) you want updated and click update to change the data.
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If the update has been successful you will see the following success messages and will be able to
see on each record the data has been updated.
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HOW DO I MAKE MY PICTURES MEET THE 5MB FILE SIZE LIMIT?
While there are hundreds of options for resizing pictures for web use, here are two methods
that are fairly standard for Windows Operating Systems users. Similar capabilities exist for
Apple products.
OPTION #1:
1. Assuming you have saved the pictures to be uploaded in "My Pictures," click the "Start"
button and select "My Pictures."
2. Find the pictures you wish to upload and select them (Single - by left-clicking on a
picture once or multiple – by holding down the SHIFT or CTRL key and left-clicking
once on the photos.)
3. With the pictures selected, right mouse click once over the selected pictures and select
"Send To > Mail Recipient."
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4. In the pop-up that appears, select "Make all my pictures smaller" and click OK.
5. Your email program creates an email message with the resized pictures attached.
6. Select all the pictures in the e-mail note and copy. (Using right mouse click, and selecting
Copy.)
7. Open a new folder using Windows Explorer and paste the pictures in the folder.
8. You will now have a resized set of the pictures for uploading into WebQuote.
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WebQuote Page 105 Date Issued: November 7, 2017
OPTION #2: (requires Microsoft Office Picture Manager or equivalent)
NOTE: We recommend saving a copy of the pictures in a separate folder and
performing the following steps on the copies, since this action will modify the pictures,
without backup.
1. Open the folder on your computer where the pictures to be uploaded are stored.
2. Right mouse click over the selected pictures and select Open with > Microsoft Office
Picture Manager.
3. Once Picture Manager opens, select "Picture" from the Menu Bar and pick "Compress
Pictures" from the dropdown menu.
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4. A new menu appears on the right side of your screen. Select "Compress for: Web pages".
5. Click OK. You may use the arrows at the bottom of the screen to page through and select
other files in this selected folder to compress.
6. Once complete, exit out of Microsoft Office Picture Manager and save all the modified
files. (This is when creating a new folder for the resized pictures comes in handy; you
won’t have to remember which ones are resized and which ones are renamed, etc.)
7. Upload the resized photos to WebQuote.
Validate that the estimated total file size is under 5MB.
Notice the size of the original picture and the newly resized photo displays for your reference.
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Sourcing
REQUIREMENTS
All suppliers using the Sourcing functionality are required to have an additional token granted
through Covisint. The Corporate Security Administrator (CSA) at each supplier location must
request this sub-package through Covisint for all appropriate users at all site codes.
Suppliers need to take action by working with their internal CSA’s to ensure that proper access
for ALL SITE codes is given for the Sourcing token in WebQuote. Ford does not grant user or
site location access for suppliers.
NOTE: We recommend that this token should be granted to only those supplier personnel
who are involved with the Sourcing process and are authorized to enter into sourcing
agreements with Ford Motor Company.
For additional assistance regarding tokens, sub-packages, or general access information, please
send an email detailing your request to [email protected].
BACKGROUND AND BENEFITS
When a new model program is being implemented, personnel from various Ford departments
(Engineering, Purchasing, Finance, STA, etc.) contribute to a product development plan using an
internal system called the Advanced Sourcing Automated Process (ASAP). This new application
interfaces with the existing WebQuote application to provide electronic sourcing document
deliveries to its suppliers. There are five stages in the ASAP timeline where the supplier may
become involved.
Step 1: Supplier On Board Agreement (SOBA)
At a certain point in ASAP, the source for the part is selected. Through WebQuote, the Supplier
is provided a Supplier-On-Board Agreement (SOBA) in which the Buyer commits the sourcing,
provides program timing and other information about the part. The supplier is alerted via email
notifications from WebQuote when to log in to review, download and print the Sourcing
documents.
Electronically, the supplier approves the SOBA and by doing so, agrees to abide by the timing
and conditions as outlined in the letter, thereby joining Ford’s cross-functional team.
NOTE: This is why Ford recommends that only those Supplier personnel who are
authorized to enter into sourcing agreements are allowed access to this portion of the
WebQuote tool.
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WebQuote Page 108 Date Issued: November 7, 2017
Step 2: Program Communication Package (PCP)
At a later point in the product development process, another document, the Program
Communication Package (PCP) is generated, which acknowledges receipt by Ford of the SOBA,
and provides to the Supplier other important documents such as an Early Statement of Work
(ESOW), Design Assumptions, and Commercial Principals. The PCP is also delivered
electronically via WebQuote and can be reviewed and downloaded.
Step 3: 8-Bin Request for Quote
Further along in the development process is the 8-Bin Quote Process which is the first time a
supplier is asked to provide a formal quote for new model parts. (8-Bins of detailed cost
information are gathered from the supplier.) Receiving the data from this quote allows program
management to verify that the supplier-provided information is aligned with key assumptions
and is feasible for the part being sourced. The quote should be calculated using the established
raw material rates (PEL, or Program Economic Level assumptions provided in the RFQ, such as
Automaterials, eRMA, Co-Managed Buys, etc.).
At this point, initial quotes for production tooling and prototype pricing can be submitted to
Ford.
Step 4: Commercial Program Agreement (CPA) Request for Quote
As the program development timeline nears Job1, the supplier will be requested to respond to
another RFQ, this time entitled a CPA (Commercial Program Agreement) quote. The format and
required fields are virtually identical to the 8-Bin quote that the supplier may have responded to
months earlier. The supplier may choose to adjust their pricing, or add additional information
such as tooling or prototype pricing that they did not have available earlier. The process for
viewing the CPA RFQ is identical to the 8-Bin RFQ, so this manual will only describe the
process once.
Step 5: CPA Order
Following the program team’s acceptance of the supplier’s CPA Quote is the issuance of the
CPA Order.
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NOTIFICATIONS
The supplier is alerted via email notifications from WebQuote when to log in to review,
download and print the Sourcing documents.
This is an example of the notification the supplier will receive when a Supplier-On-Board
Agreement is available for them to review and approve.
Subject: Supplier On Board Agreement for Switch - Window Regulator on Front Side Door is Available for Review SOBA 6120213-1 is available for review. The SOBA for Switch - Window Regulator on Front Side Door from Rick Schenkel and for supplier site code ARCLA is available for review in the WebQuote system. Please Click the URL https://fim.covisint.com/ap/ford?TARGET=https.... to process the SOBA.
This is an example of the notification the supplier will receive when a Program Communication
Package document is available for them to review.
Subject: Program Communication Package for Glowring is Available for Review PCP 6119857-3 is available for review. The PCP for Glowring from Rick Schenkel and for supplier site code ARCLA is available for review in the WebQuote system. Please Click the URL https://fim.covisint.com/ap/ford?TARGET=https://wwwqa.webquote.ford.com/WQ/viewEsa.... to review the PCP
This is an example of the notification the supplier will receive when an 8-Bin RFQ is available
for them to review.
Subject: 8-Bin RFQ for Reinforcement - Center Pillar is Available for Review 8-Bin RFQ 14404-0is available for review. The8-Bin RFQ for Reinforcement - Center Pillar from Rick Schenkel and for supplier site code ARCLA is available for review in the WebQuote system. Please Click the URL https://fim.covisint.com/ap/ford?TARGET=https://wwwqa.webquote.ford.com/WQ/viewEsa.... to process the 8-Bin RFQ
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WebQuote Page 110 Date Issued: November 7, 2017
SEARCHING FOR A SOURCING DOCUMENT (SOBA, PCP, 8-Bin RFQ, CPA RFQ, or CPA Order)
There are several methods you can use when searching for the documents for the early sourcing
program. These methods include the following:
Use the lists of documents on the WebQuote Homepage to navigate to the desired
Sourcing document
Use the Advanced Search option to enter additional criteria to search for a Sourcing
document.
These three methods are described on the following pages.
OPTION #1: USE THE WEBQUOTE HOMEPAGE TO FIND A SOURCING DOCUMENT
The body of the Homepage shows users a "snapshot" of their current activity in WebQuote. The
newest Supplier-On-Board Agreement (SOBA) documents are listed in the "Open Requests"
section. You must have the appropriate service package assigned to you to be able to view and
respond to a SOBA.
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1. Click the link in the RFQ Number column to open the desired SOBA, 8-Bin RFQ, or
CPA RFQ. In this case, the RFQ number is the PSA (Project Sourcing Action) number.
Note: If the 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 SOBA or RFQ displays (SOBA shown in example below).
The Program Communication Package and CPA Order documents are listed in the “Recently
Approved Orders” section.
1. Click the link in the ATP/Order Number column to open the desired PCP or CPA Order.
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Note: If the document you want to open is not listed in the "Recently Approved Orders"
section, click the See All Approved PO’s link at the bottom of the section then click the link
in the ATP/Order Number column.
The document displays (PCP document shown in example below).
OPTION #2: USE THE ADVANCED SEARCH FOR SOURCING DOCUMENTS
The advanced search offers you the chance to search on a wider variety of values.
1. To run an advanced search for sourcing documents, click [Sourcing] at the top of the screen.
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The Advanced Search screen displays.
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. 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.
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2. Enter any or all of your search criteria in the appropriate fields.
Note: Document Number and Part 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: Status has a drop down list containing five options, “open”, “accepted”, “received”,
“rejected”, or “obsolete”.
Note: If at any time, you want to return to the homepage from the Advanced Search screen,
click the Home link.
3. Click [Search] at the bottom of the screen.
The search results display.
If no results match, an error message will display.
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REVIEWING THE SOBA DOCUMENT
1. Review the SOBA information displayed on the screen.
Status:
Open New document, or one that has not been
‘signed’ and sent back to Ford
Accepted Supplier has ‘accepted’ document and
sent it back to Ford
Received (not valid for SOBA search)
Rejected Supplier has ‘rejected’ document and sent
it back to Ford
Obsolete Document is past the due date with no
response sent back to Ford
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Attachments tab: This tab lists all of the attachments. The number on the tab is the
number of items attached to the SOBA. Click the link for the attachment to open and
view the attachment.
2. Click View Print Agreement to view the SOBA in .pdf format. It can be printed, if you
wish.
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ACCEPTING A SOBA
Accepting the SOBA indicates to Ford that you are committing to sourcing for the future model
programs indicated.
1. Open the SOBA document.
2. Review the SOBA information displayed on the screen.
3. The current user’s name will be affixed to the document when it is sent to Ford. Type the appropriate Job Title in the highlighted field (required).
4. Click View Print Agreement to view the SOBA in .pdf format. It can be printed, if you wish.
5. Click [Accept] to send the SOBA to Ford, thereby acknowledging your commitment to the sourcing.
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WebQuote Page 118 Date Issued: November 7, 2017
REJECTING A SOBA
Rejecting the SOBA indicates to Ford that you are not committing to sourcing for the future
model programs indicated. You should follow up with communications to the program team
outlining your reasons for rejecting the document.
1. Review the SOBA information displayed on the screen.
2. Click [Reject] to indicate to Ford that you are not committing to this sourcing.
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REVIEWING THE PROGRAM COMMUNICATION PACKAGE (PCP) Receiving the Program Communication Package (PCP) acknowledges receipt by Ford of the SOBA, and provides to the Supplier other important documents such as an Early Statement of Work (ESOW), Design Assumptions, and Commercial Principals.
1. Review the PCP information displayed on the screen.
Status:
Received Ford validated SOBA and PCP is available
Attachments tab: This tab lists all of the attachments to the PCP. Click the link for the
attachment to open and view the attachment.
2. Click View Print Agreement to view the PCP in .pdf format. It can be printed, if you wish.
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REVIEWING AN 8-BIN RFQ OR CPA RFQ The supplier will receive an email notification that there is an 8-Bin RFQ or CPA RFQ document for their review. The process of searching for and opening an 8-Bin RFQ or CPA RFQ is the same as for a regular Production or Prototype RFQ, though the information being requested is different.
1. From the WebQuote Homepage, click on a blue hyperlink to access a document.
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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.
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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. 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:
There is a button [GO TO QUOTE]. More on this button in the next section.
For now, we will review the tabs contained on this screen.
RFQ Overview Tab – Contains general header level information such as
Commodity Name, Model Year and Program/Platform name, MP1 Date,
Requestor/Engineer, and Buyer.
My Information Tab – Contains supplier-specific information such as supplier
code, supplier name, a link to start to submit the quote, and a links to print the
RFQ or (later) the completed quote. Click on Print RFQ to generate a PDF copy
of the document. Adobe Reader is required for this functionality.
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Line Items Tab – Contains information relating to the line items on the RFQ.
There may be only one line indicating a single part, or multiple lines if the PSA
includes multiple parts.
Program Economic Level (PEL) Tab – Contains the Programs Economic Level
(PEL) information that it is assumed the supplier will use to calculate their quote.
Supplier Name
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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 remarks from ASAP added by the buyer.
Review these closely. These are not editable.
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COMPLETING THE 8-BIN OR CPA 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.
NOTE: There is an automatic system time-out for non-activity set for 30 minutes, so please
save your work periodically, and especially before you leave your desk, take a phone call,
or leave your screen to do a non-WebQuote task. You will be given a warning at 25
minutes that the time-out will occur. The message reads:
RESPONDING TO AN 8-BIN OR CPA RFQ/QUOTE
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
Supplier Name
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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 link to navigate back to the RFQ.
Use these links to enter Production tooling information, or Prototype Pricing information
Mandatory: Information for all fields must be completed.
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Use the "What's This?" links to get more information on how to use a field in WebQuote.
Mandatory: Complete the Confirmation of Quoting Assumptions questions, with explanation if the answer is ‘No’.
Use this area to add attachments to the quote. Note the limitations on size of the attachments.
Mandatory: Select Feasible or Not Feasible. If selecting Not Feasible, a reason must also be selected.
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.
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3. Start your quote response by scrolling down to the Line Items area of the screen, shown
below.
4. Complete the appropriate fields for each line item.
5. The Shipping Location field has two ways of being completed.
a. Use the pull-down list to select a GSDB code fed from the ASAP system.
b. Use the pull-down list to select the Add Ship Code option.
then,
c. When manually adding a ship code, type the 5-digit GSDB code of the site.
WebQuote will validate with GSDB that the code is legitimate and related to the
same parent code as the quoting supplier code.
6. The Sub Total and Total Price fields will be calculated by WebQuote as data is entered
in the other fields.
7. If only a total price is to be printed, enter it in the Sub Total field and it will populate the
Total Price field.
8. 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.
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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.)
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9. Continue down to the Supplier Contact Information. This section is mandatory for each
quotation.
Note: Remember that mandatory fields are shaded in yellow or flagged with a red
asterisk.
10. Proceed to the Additional Information section. The Feasible/Not Feasible section is
mandatory.
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11. If desired, enter any notes to the buyer, including additional information if the feasibility
sign-off selection was Not Feasible. Supplier Reference Number is a supplier’s internal
number assigned to a proposal or quote. This is for supplier cross-reference purposes
only.
12. Answer the Confirmation of Quoting Assumptions questions, adding short explanation
for all No responses. The Confirmation of Quoting Assumptions section is mandatory.
Add any attachments that are required to accompany this quote see page 48 of this
manual for instructions).
13. Click [SAVE]. A confirmation message is displayed at the top of the screen.
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ADDING PRODUCTION TOOLING TO THE QUOTE
Suppliers have the option to add production tooling to their 8-Bin or CPA quotes.
1. After completing the primary quote information described above, save the quote as a
draft and go back to the top of the quote page. Click Click here to Add Tooling.
2. Enter details for each tool on a separate line. For each tool, select the part or parts
impacted by the tool (hold the CNTL key as each part is selected to highlight multiple
parts). Continue adding normal and maximum tooling capacity, lead time, cost, country,
and currency for each tool.
3. Click [SAVE] to save the tooling information as a draft. When completed, click [SAVE
AND RETURN].
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ADDING PROTOTYPE PRICING TO THE QUOTE
Suppliers have the option to add prototype pricing to their 8-Bin or CPA quotes.
1. After completing the primary quote information described above, save the quote as a
draft and go back to the top of the quote page. Click Click here to Add Prototype
Pricing.
2. Enter the part number, piece price or multiplier, tooling (if any), select the currency, and
enter prototype tooling lead time (if tooling was entered).
Note: Multiplier is a number that represents a multiple of the production cost of the part
to derive the price to pay for prototypes. Either a piece price or multiplier must be
provided for each part quoted, however you can only submit one or the other.
3. Click [SAVE] to save the prototype information as a draft. When completed, click
[SAVE AND RETURN].
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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].
2. 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.
3. Click [Submit Quote] to submit the quote to the buyer. The Quote Confirmation
message displays.
Successful quote message:
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REVIEWING THE CPA ORDER
The CPA in WebQuote contains two parts which make up the CPA: the CPA RFQ/Quote and
the CPA Order. Only after completing both parts will the CPA submission be considered
complete.
The appropriate order is to open the Order to “Accept CPA” or to “Respond with Quote Only.”
Clicking the appropriate button from the order page has the following result:
Accept – Accepts the CPA which completes the Action. The supplier will not be able to
send a quote back after they click [Accept CPA].
Respond with Quote Only – Allows the supplier to send the quote information back the
buyer. Once the user clicks [Respond with Quote Only] they will be prompted to go to
the quote screen which allows them to fill out the quote and submit it to the buyer.
Begin by reviewing the CPA Order document.
1. Open the CPA Order document.
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2. Review the CPA Order information displayed on the screen.
Status:
Open New document, or one that has not been
‘signed’ and sent back to Ford
Accepted Supplier has ‘accepted’ document and its
content (including targets) and sent it
back to Ford
Responded Supplier had found a problem with the
document. This allowed the Supplier to
send a new quote back to the Buyer for
review.
Attachments tab: This tab lists all of the attachments. The number on the tab is the
number of items attached to the CPA Order. Click the link for the attachment to open
and view the document.
3. Click View Print Agreement to view the CPA Order in .pdf format. It can be printed, if
you wish.
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ACCEPTING THE CPA ORDER
Accepting the CPA document means you believe that you can meet the targets.
1. Open the CPA Order document.
2. Review the CPA Order information displayed on the screen.
3. The current user’s name will be affixed to the document when it is sent to Ford. Type the appropriate Job Title in the highlighted field (required).
4. Click View Print Agreement to view the CPA Order in .pdf format. It can be printed, if you wish.
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5. Click [Accept] to notify Ford that the CPA Order document is acceptable to you. Clicking the Accept button means that you agree to the CPA and all its content including targets. Clicking Accept is final and will not allow any modification to the CPA.
6. You will receive the following message:
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RESPONDING TO THE CPA ORDER
Responding to the CPA Order document using the “Respond with Quote Only” option will alert
Ford that you have an issue with the document and wish to requote.
1. Open the CPA Order document.
2. Review the CPA Order information displayed on the screen.
3. The current user’s name will be affixed to the document when it is sent to Ford. Type the appropriate Job Title in the highlighted field (required).
4. Click View Print Agreement to view the CPA Order in .pdf format. It can be printed, if you wish.
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5. Click [Respond with Quote Only] if you cannot approve the CPA and require further modification of the CPA document. This will allow the buyer to update the CPA if required and send it back to the supplier.
6. The following message will appear and prompt you to click the link to the Quote screen.
7. Please refer to instructions starting on page 111 for how to complete the CPA quote (using the same instructions as for the 8-bin quote). Acceptance of this CPA could then occur in the future via WebQuote when the buyer creates a new iteration of this CPA that would go back to the buyer for a response.
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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.
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CALL THE HELP DESK
If all other methods of obtaining help fail, you should call the help desk directly. 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 have 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
e-mail 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 helpdesk 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 are a WebQuote user.