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RFQ and Quotes

Alex Varchenko
  • Updated

The BuyerQuest Network (BQN) is a supplier portal where supplier users can access and manage Supplier-side components of the Procure-to-Pay process

Quotes Management

This section allows supplier users to perform actions related to RFQs and Quotes at BuyerQuest Network > Requests for Quotes (RFQs):

  1. View Requests for Quotes that have been sent by customers
  2. Take action on an RFQ like viewing the details, accepting or rejecting it

Requests for Quotes (RFQs)

  1. Search by RFQ Title or Number to find an RFQ.
  2. Use the Filters to locate an RFQ by Requestor, Dates, or Status.
  3. Choose an ACTION from the menu, such as View RFQ Details or Create a Quote.

Create a Quote Response

Suppliers may respond to a Quote from the Requests for Quotes (RFQs) grid by clicking on Create Quote in the ACTIONS column.

  1. RFQ Details may be reviewed in the RFQ Information section.
  2. Required information (denoted by an asterisk) in the Quote Information section must be provided by the supplier.
  3. Supplier can Add items to Quote Responce after clicking Edit Line Details
    • User can add a Catalog Item by searching for SKU, MPN, or product name.
    • Supplier can specify Product Type (Product or Service) for a Non-catalog item. Required fields are marked with an asterisk.
    • Upload Item Information via csv. A template is available for efficient entry and upload of key information.
    • Provide Accounting for Non-Catalog Items by clicking Edit Accounting Combination button.
  4. Additional files can be uploaded via Attachments Section
  5. Create Quote.

When there are more than 25 items added to Quote pagination is displayed allowing switching within pages

 

Create New Supplier-initiated Quote (Non-RFQ)

Supplier Users can create a quote that is not in response to an RFQ for an inquiry that is initiated offline (for example, on a telephone call). This is also referred to as a Supplier-initiated quote and can be accessed at BuyerQuest Network > Quotes Management > Create New Quote (Non-RFQ).

  1. Quote Information marked by asterisks is required.
  2. Use the section Line items to add products and services to your quote, providing required and optional information.
    • Search for SKU, MPN, or product name to add a catalog item
    • Supplier can specify Product Type (Product or Service) for a Non-catalog item.
    • Upload Item Information provides a template for upload of multiple items.
    • Specify Accounting Combinations for Non-Catalog Items by clicking Edit Accounting Combination button.
  3. If needed upload additional documents etc. in the Attachmentssection
  4. Create Quote.

When there are more than 25 items added to Quote pagination is displayed allowing switching within pages.

 

Adding Items to a Quote

Catalog and Non-Catalog Items can be added to a Quote manually or via a file upload via Upload Item Information.

Items designated as Available by Quote only may be added to a Quote via the Catalog option.

Review Submitted Quotes

Suppliers may review their submitted Quotes, which can be in response to an RFQ or self initiated.

Supplier Users may either View Details of any Quote or may Cancel an Active Quote.

Cancelling a quote sends an email notification to the Buyer informing them of the quote being canceled.

A Supplier User may also be granted the permission to edit Quotes that are in Active Status.

Edit a Quote

A Supplier User granted permission to Edit a Quote may do so for Active Quotes they have access to.

The details page of an Active Quote offers the option to Edit Quote when a Supplier User with permission clicks on I want to ...

 

The Edit Quote page offers the ability to change Supplier information, dates, prices, quantities and to add Catalog and/or Non-catalog items to the Quote.

  1. Quote Information in the white boxes may be edited and is available for editing RFQ-based Quotes.
    Fields are pre-populated with values from the Quote. Information in the gray boxes is locked and may not be changed. A red asterisk indicates the required information.
    Quote Recipient is editable for non-RFQ Quote, but not editable for RFQ- based Quote.
    Quote Recipients added during the edit will receive an email Notification that a new Quote was created and should be able to view and perform actions on the Quote.
    Quote Recipients removed from the list will not be able to view or perform actions against the Quote.
  2. Edit Item Details leads to product editing
    • Add another Catalog item by searching for SKU, MPN, or product name.
    • Use Add Non-Catalog Item to add another Non-Catalog item(s). All fields are available for edit.
    • Click Upload Item Information for bulk adding both Catalog and Non-Catalog items. Upload Item Information offers the ability to download a template to populate with product SKUs and quantities.
    • Use Pencil icon to edit the values of Non-Catalog Items.
    • Use the x to delete a product from the Quote.
    • Edit Accounting Combination button allows adding Accounting for Non-Catalog Items.
  3. Attachments may be uploaded.
  4. Submit to save the changes to the Quote.

When there are more than 25 items added to Quote pagination is displayed allowing switching within pages

The new version of the Quote is available on the Submitted Quotes Grid. The edited Quote stays in Active status.

Save Quote to PDF

Save a quote to PDF from the Quote details page that displays the quote number, SKU, and price information.

Quote Status

Both RFQ and Non-RFQ Quotes have the same workflow. Available states include:

  • Active - A Quote is in Active status when it is created and stays in Active status after it is edited, until a Buyer accepts it.
  • Accepted - A Quote moves from an Active to Accepted status when a Buyer accepts the Quote.
  • Rejected - A Quote moves from an Active to a Rejected status when a Buyer rejects the Quote.
  • Expired - A Quote moves from an Active to an Expired status when the "Valid Until" date has passed.
  • Canceled - A Quote moves from an Active to a Canceled Status when the Supplier Cancels the quote or the Buyer cancels the related RFQ.
  • Ordered - a Quote moves to Ordered status once the new Request that contains the item from Supplier Initiated Quote is submitted. Please note that the System will not revert Quote status to Active if the Request is denied etc.

Specifying Accounting Values by Supplier on Non-Catalog Quotes

Supplier users can add Accounting Values to Non-Catalog Items while creating and/or editing a Quote.

Accounting Values available on Quotes can be configured in Admin Panel > Show Menu > Accounting > Manage Accounting Groups > Display and Edit on Quote

If Display and Edit on Quote is set to:

  • No (the default value) - the Accounting Group and its Values are not available on Create/Edit Quote pages;
  • Yes - the Accounting Group and its Values are available on Create/Edit Quote pages as optional;
  • Yes and Required - the Accounting Group and its Values are mandatory to be populated on Create/Edit Quote pages.

On Frontend navigate to:

  • Buyerquest Network > Quotes Management > Create New Quote (Non-RFQ)
  • Buyerquest Network > Quotes Management > Requests for Quotes (RFQs) >Create Quote Response
  • Buyerquest Network > Quotes Management > Submitted Quotes > Edit Quote

After adding a Non-Catalog item Edit Accounting Combination button is displayed in the Line Items section.

Clicking Edit Accounting Combination button leads to the screen where the Accounting Groups that have the configuration Display and Edit on Quote = Yes or Yes and Required are available for values selection.

 

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