If you are Planning with Quick Quotes

Peter Campbell Updated by Peter Campbell

To progress to the At Market phase for a Sourcing Activity that uses Quick Quotes, the Planning stage includes some additional steps.

Quotes

Upon creation of the sourcing activity, there is now a Quotes tab:

This tab allows the user to set up the quote requests that will be sent to suppliers for them to provide a bid.

Quote Setup

The Quote setup includes a field for entering a description. There is an option to use the description from the Sourcing Activity. This text will be visible to suppliers.

You must also specify a primary contact email. This should belong to an internal member of your organisation who will act as the supplier’s point of contact. By default, this is set to the Sourcing Activity owner, but it can be changed if required.

Core Dates

Below this, there is a Core dates section for the activity. These are firm dates rather than estimates, will be visible to the suppliers and therefore must be adhered to.

An option is also provided to pull through and use the planned dates from the Planning phase:

The Issue date field will automatically populate once the requests for quotes have been sent.

RFx Pack

Next in the quote setup, the user can create an RFX (Request for X) Pack.

This combines with the RFx Pack created in the planning phase by allowing the user to upload documents as part of the pack:

With the following wizard for the documents:

Uploaded files can be templates or documents with more detailed instructions and requirements.

The Name of the document must be entered and, if required, a Description can be included.

The primary objective is to provide a foundation to receive the details required from the supplier responses.

Quote Rules

At the bottom of the Quotes Setup tab, you can configure the rules for late submissions.

Users can specify whether late submissions are permitted and, if so, define how long after the deadline responses may still be accepted:

The system does not show the supplier the information on late submissions.
Preview quote request

Returning to the top of the tab, you will find the option to preview how the request for quotes will appear to your suppliers:

When quotes are requested, the information presented to suppliers is drawn from both the Planning tab and the Quotes Setup tab.

Suppliers

Once the quote has been drafted, you will need to add the suppliers you wish to invite to participate in your sourcing activity.

To do this, first navigate to the Suppliers tab within the activity:

From here you can add the suppliers to the activity using the + Supplier button to trigger the following pop-up:

This will allow you to log all the suppliers involved against the sourcing activity record, as well as the corresponding contact for their bid.

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