Entering RFP's

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Click on the “Enter RFP’s” button on the toolbar and the RFP Summary screen will appear. Alternatively, you could click on “Data Entry” on the menu and select “RFP Details”. Both methods achieve the same result.


RFP Summary


This is an extremely powerful screen.  It allows the user to track the progress of a CRN precisely and can view the data in many different ways to determine its exact position in the process.  Remember, the panel at the top of the screen has short cut icons for user convenience.  A hint will appear when the cursor is positioned over them.  They are:






Close Screen


The Pointing Finger Button. Returns to banner page








Click on the Edit Button once the required record has been highlighted and its details will be made available for amendment.

Hint: A "double click" on the RFP line will also invoke the edit screen.





Print Reports



Click on the Print Button. Prints those records highlighted by a "Yes" in the print column of the summary screen. This is set on by clicking on the print column of those records required to be printed.




Add New RFP


Click on the "+" button. This will create a new RFP.







Delete RFP



Click on the "-" button. This function will delete the highlighted RFP from the EdiSoft data base if it does not have an RFP Number.


For those RFP’s that do exist, EdiSoft will automatically send a withdrawal request. Once an acknowledgment has been received from AQIS that they have deleted it, the record may then be deleted. This procedure ensures that all relevant data repositories are kept in step.




Copy a RFP


Click on the "++" button. This is similar to the template function in the data entry pull down menu but doesn't create a permanent record with a status of Template. It is generally used to redo a record that was sent with incorrect information that cannot be changed once a RFP Number has been allocated.






Health Certs



Clicking on this button will display Health Certificates waiting to be printed.





Generate PRA's



If you highlight an RFP and click this button, it will generate PRA’s for each Container on the RFP.






Copy Request



Request an update of this RFP from EXDOC.




This will send all queued RFPs. Only RFPs will be sent.  However all incoming records from previous transmissions RFPs, EDNs, RFPs, PRAs etc. will be processed.  The tables that relate to the incoming messages will be updated.


Grid Title Buttons


The RFP's are displayed in a grid.  The display sequence can be changed by clicking on the Title at the top of a column.  In the example below, the display is in User Reference sequence and you will note that the Title is light green to indicate this is the column controlling the sequence.


RFP Summary



Search and Search Filter


Search allows users to find a record quickly by entering all or part of its controlling column value. The Filtered Search restricts the summary display to only show those records that satisfy the search criteria, i.e. all records with a reference starting with a particular order number.


Navigator Buttons




On the top right of the screen there are several short cut buttons to take the user to the first, next, last or previous records.


Matters Pending




The above example shows only an RFP that is waiting on a reply from AQIS. As previously mentioned, the summary display can be sorted on any column sequence. There is a difference. If the "Send Queue" column is chosen, only those records that are waiting to be sent will be displayed. The "Wait Reply" will only show those that have been sent but no reply has yet been received. The "Recd Reply" shows those for which a reply has been received and the corresponding message has not been read. To read the message text click on the "Yes" in this column. Once read, the "Yes" will be turned off but you can still display the message by clicking on the blank "Recd Reply" column for the required record or via the Messages folder within the data entry screens. Only the last message received will be kept removing the need for the user to delete error messages.


Add a new RFP

Click on theclip0047 button. There will be a short delay while the new record is being created and then the following screen will be displayed.




Select the appropriate Commodity and press Tab or Enter. The following RFP Details screen will then display.


RFP Detail Empty


This detail data entry screen will be displayed when either editing or PRA a new RFP. The nature of the data requires each record to have one Header record and the possibility of multiple Line Items. The fields have been “folderised”. Each folder contains groups of related information. Progress through the folders and enter the required data. Press the TAB key or use the mouse to move to subsequent fields. Although it is possible to enter the information in any sequence, it is logical to complete the header information first and then click on the line items folder and progress through them one at a time.





Start by entering a User Reference. This User Reference must be unique. If an attempt is made to use a User Reference that has been used before, the Customs EXIT system will reject the RFP. Therefore EdiSoft does a quick check for you to prevent obvious errors. This check does not include RFP’s that have been archived.


Now press the Tab key (on the keyboard) and the cursor will move to the next control.



In this case Exporter. Key the first few characters of the Exporter Name and a drop down menu will appear. Key sufficient characters for the required Exporter to be highlighted (or use the arrow key on the keyboard). When the Exporter is highlighted, press the Tab key. If the Exporter you require is not in the drop down list you can add an Exporter by clicking on the “New Exporter” button.


Hint when using lookup controls. You can click on the small arrow to cause the list to drop down and then find the required record by keying in the first few characters of the name or description. If the cursor is in the field already then just key in the first few characters and the list will drop down automatically.


Now enter the Consignee



In the same manner, and fill in the remaining fields in the Header Details folder, pressing the Tab key to move to the next one. If you do not know what to put into a field you should ring the EXDOC Help Desk. If you know what the data is and what it is used for but cannot find the appropriate field, ring the EdiSoft Help Desk. This “separation of knowledge” is so that you can go to the correct source first but in most cases, either Help Desk will try to give you an answer. There is some overlap. Note that it is not always necessary to fill in all the fields.


When the cursor is on the last field in the Header Details and you press the Tab key to move to the next field, the Line Items folder will become visible.


See Forwarding & Transferring RFP’s for more information on this subject.



To add a new Line Item, press the clip0047 button in the top right hand corner of the Line Items folder.



Hint regarding New Line Items. There are two ways to create a new Line Item.

The single clip0057 button will create a new Line Item that is empty, you need to enter all the details.


The button will create a new Line Item and copy all the details (Containers and Permits etc. included) from the highlighted Line Item to the new Line Item. You then need to make only those changes that are different in the new Line Item. You can then make changes to these items in the new Line Item without changing the details in any other line item. This data is only copied at the time a new Line Item is created. Any changes at some later time will require changes to each individual Line Item.


See Adding Containers for more information on this subject. The same principles apply if you need to add Process Times.


See Finding an AHECC Code for more detail on entering the code.


When you have entered all the details then click on the button. EdiSoft will do a quick check for obvious errors and display any of these In the Validation Messages in the Messages folder. These errors must be corrected before trying to send a message.


When you become more proficient, you will use the button. This button will do the Validation and if there are no errors, it will Close the Details screen and Queue the EDN for transmission.


When a new RFP has been entered and Queued, its Status will be one of the following:




CanOrder The RFP has only enough information for an Order RFP. It can be sent to other users via the Forward/Transfer functions, but it cannot be inspected until all the mandatory data has been entered. EDN's can be obtained through the Single Electronic Window (SEW) at this status.



CanLodge All the necessary data is present for the RFP to go to INIT status. To make sure an RFP does not progress past INIT you should leave out any (or all) of Consignee, Export Date, Net Metric Weight. This is useful where Meat exports are going to the EU and special inspection requirements apply.


AllOk All the necessary data is present for the RFP to go to FINL status provided the Consignee is not "To Order".


Where a RFP is being queued for an amendment, the status will not change until the reply is received from AQIS.


See Forwarding and Transferring RFP's or the next step.