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How do I get quotations from vendors and pick the best?

Publish the requisition to vendors (or make a Purchase Quotation), record each vendor's offer on Request For Quotation Reply, then compare them on Quotation Compare and release it. The awarded vendor and price land on the requisition lines.

Screen
Purchase Requisition, Purchase Quotation, Request For Quotation Reply, Quotation Compare (Purchasing › Purchase)
Who
The buyer; the manager who approves the award
Takes effect
When the compare is released
Needs first
A saved requisition; a Quotation Type

Steps​

  1. Open the Purchase Requisition and press Publish to Portal. Tick the vendors for each line and confirm. One Purchase Quotation is made per set of vendors.
    • Or create the Purchase Quotation yourself: pick the Quotation Type and the Requisition before Create, add the vendors, copy the lines.
  2. Print Purchase Quotation To Vendor for each vendor, or send it.
  3. For each answer, open Request For Quotation Reply. Pick the Vendor and the Purchase Quotation, Create, type his price and promised date on each line, his scores, and his answer to each mandatory question. Save.
  4. Open Quotation Compare. Pick the Quotation, type Notes, Create. The replies load.
  5. Choose Suggest based on (cost, delivery or balanced) and press Award all suggested, or click a price to award a line to another vendor; you are asked for a reason when you go against the suggestion.
  6. Save and release. The requisition lines get the awarded vendor, price, discount and quotation.

Check it worked​

  • Open the requisition: each awarded line shows Vendor, Price, Quotation and Quotation Compare. Generate Purchase Order now picks them up.

If something looks wrong​

  • "Question:0001 is Mandatory" on a reply. Type the vendor's response.
  • The requisition did not change. The compare was saved but not released.
  • "Basic Data cannot be Empty" on the compare. No replies are saved for that quotation.