Step by step
Ask suppliers for quotations
Ask several suppliers to price the same list, record their quotes, compare them side by side and award the order to one.
A request for quotation asks suppliers what they would charge before you order: “Ask several suppliers to price the same list, compare them side by side, and award the order.”
At Baraka Wines and Spirits, Ann Mumbi wants 48 Kingsgate and Cola cans and 48 Juniper House Gin and Tonic cans for Westlands (Sarit), and asks two distributors to quote.
Open Purchasing › Quotations and tap New request
“Suppliers with portal access see the request there; record the others’ quotes as they come in.”
Steps 2 to 5 on one screen. Choose where it is delivered and by when
Choose the branch under Deliver to. Quotes due by starts a few days ahead: change it if you need the prices sooner.
Tick the suppliers to ask
Under Suppliers to ask, tick each supplier you want a price from.
Add the products and how many
Search in Add a product: name, SKU or scan a barcode, then type each Quantity.
Tap Send request
The request opens Side by side: “Unit prices before VAT. The lowest price on each line is marked.” Each supplier shows Waiting until their quote is in, and each product its Last cost.
When a quote comes in, tap Record quote under the supplier
“Unit prices before VAT. Leave a line empty if they did not quote it.” Type Their reference, the Lead time in days and, if they gave one, the date it is Valid until.
Steps 6 to 8 on one screen. Type their price for each product
Under Unit price, before VAT. Kila adds up the Total.
Tap Save quote
Kila says Quote recorded. Do the same for each supplier as their quote comes in. To correct one, tap Edit quote.
Compare them
Kila marks the lowest price on each line and the fastest Lead time, and adds up each quote’s Total. Each quote has a card, such as “Quote SBD-Q-2291”, and the cheapest says Best total.
Steps 9 and 10 on one screen. Tap Award under the supplier you choose
Kila asks “Award to Simba Breweries Distributors?”: “A purchase order for KES 19,152.00 is drafted with these prices. The other suppliers are marked not chosen.” Tap Award. Kila says “Awarded to Simba Breweries Distributors. PO-000034 is drafted with the quoted prices.” and opens the draft.
Check the draft and submit it
The draft says it came From quotation request. Check it and tap Submit, as in Make a purchase order.
Good to know
Awarding changes the supplier’s prices: the request now says “Awarded. PO-000034 drafted.” and “The winning prices are now the supplier’s current prices for these products.” The other suppliers are Not chosen.
- Ask for stock with a requisition: a requisition can go out for quotations too, with Request quotations.
- Add or change a supplier: their prices, by hand.
- Supplier portal: suppliers with portal access answer there.
Next: Make a purchase order.