Buyer User Guide: How do I use the eQuotes module?

AD team Updated by AD team

This guide covers the steps involved in raising a quote through the Purchasing (formerly known as Advanced Marketplace) eQuotes module. The module is an easy to use electronic request-for-quotation system, which is fully integrated with Purchasing and so provides a full audit trail on all approved quotes.

When to use eQuotes:

  • To request a discount from standard pricing (please pay particular attention to the section within this guide called Requesting a quote for an existing Purchasing product)
  • Tender price collection
  • Requesting a price for a bespoke or new item
  • Following a discussion where a discount was offered by the supplier

How to raise a quote

  1. From the Purchasing homepage, locate the quote module on the right hand side and click Get a quote:
If you cannot see the quote module, please contact your system administrator
  1. From within the module, the various stages are displayed at the top. Hover over each step to see further information about what is involved:
  2. Add products: Complete the fields on the page, such as product name, supplier catalogue number and quantity, ensuring the information is clear and accurate for the supplier(s).
    1. You can add additional lines by clicking Add new product
  3. Once all lines are added click Next
  4. Select suppliers: Either select your Product Area (to reduce the number of suppliers shown in the available suppliers dropdown) or leave this blank. Then select at least one supplier from the Available Suppliers dropdown (you can include numerous if you need the quote to go out to multiple suppliers):
  5. Click Next
  6. Add comment: Add in a comment for the supplier(s) if required, then click Next:
  7. Summary: Here you can review the quote and make any changes:
  • Update quote
  • Delete quote
  • Print
  • Edit supplier selection
  • Edit Delivery Address: If required you can click on Clear all and complete with your specific address. This can be important for organisations with multiple sites where the location affects the delivery cost for the supplier.
  • Edit the quote name
  • Set an expiration date for the quote (after this time suppliers will not be able to respond)
  1. Click Update quote to save your changes (if applicable), and then click Send quote

How to review quote responses

  1. From the Purchasing homepage, go to My Account and then select Quotes from the dropdown:
  2. Once a response has been received, you will see the status of the quote has changed to Response:
  3. Below is an example of a response that was submitted with a higher price, but other possible responses from the supplier include:
    • A partial response – when a supplier cannot quote for all items
    • A cheaper response – when a supplier can provide your desired items at a cheaper price than requested
    • An alternative response – the supplier may suggest a higher quantity is purchased in order to achieve the cheapest unit price or may suggest a different product
  4. Once you have reviewed, you can chose to add all the responses to your basket, or select particular items, and then check out as normal.

Requesting a quote for an existing Purchasing product

Requesting a quote for an existing item can be used when asking for a discounted price compared to that listed on the catalogue. For example, you may be placing a much larger order than normal. This function can also be used if you have agreed a lower price directly with the supplier.

  1. Search for the item in the system as normal
  2. Click into the product from the search results page
  3. Click Add to quote
  4. Add in your chosen quantity in the pop-up and click Add to quote
  5. Click Start new quote, or alternatively, if you have other quotes listed here you can add this item to one of those
  6. The product name, supplier catalogue number, manufacturer part number and quantity will be pulled through. You can now edit the price and add any comments before clicking Next
  7. Return to step 5 of how to raise a quote in this guide in order to complete your quote

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