If you are a Premium Supplier, you have the ability to send a quote directly to a customer using the Quotes feature. The process is almost identical to Responding to a RFQ.
To create a quote, select Quotes from the menu on the left and then select Create Quote.
On the Create Quote screen, complete the applicable fields:
- Quote Name: The name of your Quote (Mandatory).
- Customer: The name of the Customer (select the Customer from the drop-down field. Mandatory).
- User: The User at the Customer who you are sending the Quote to (use the search functionality to find the correct User. (Mandatory).
- Quote Creator Name: Your name or the name of the person creating the Quote (Mandatory).
- Quote Creator Email: Your email or the email of the person creating the Quote (defaults to the User's email).
- Quote Reference: Your specific quote reference number (not mandatory).
- Expiry Date: The date the quote will expire. Ensure you give the customer enough time to decide if they will accept your quote (Mandatory).
- Attachments: Click 'Add Attachment' to add quote related attachments (maximum size per attachment is 10MB. Most file types accepted, but cannot attach '.zip' files. Not Mandatory.)
Add Products
Click +Add New Item to open the pop-up form where you can enter the item details. At least one item must be added to the quote in order to submit the RFQ.
The mandatory fields to complete are Name, Description, Quantity, UOM and Unit Price.
Here is a full list of the fields:
- Name: Name of the Product
- Description: A brief description of the product. If you need to enter a lot of information, you could perhaps include this in an attachment at header level, and reference the location of the information in this field.
- Quantity: The quantity for of units per product.
- Unit of Measure: Change if you are quoting the product by a unit of measure other than 'Each' (defaults to 'Each').
- Unit Price: Enter the price per unit for the product.
- Code: The product code, item number, part ID or SKU (not mandatory, if left blank then Unimarket will generate one instead).
- Manufacturer Part ID: If the product is manufactured by a third party, enter their product code, item number, part ID or SKU here.
- Bundle: If you have multiple items that cannot be purchased separately, you can 'bundle' them. Enter a bundle name to have this product included in a bundle. Click 'Add More' instead of 'Add' until you have created all bundle items.
- Category: The UNSPSC categorization code of the product.
- Tax: Check the box to enter a custom tax value, otherwise the default for the customer will be used.
- Image: Upload an image of the product.
- Notes: Any additional notes you would like to add.
Once you've completed all applicable fields, click Add and you will be taken back to the Create Quote screen. Once you've added all applicable products, click Create to submit your quote to the customer and they will receive an email notification.
Review / Copy Quote
Once you've submitted the quote, you'll be taken to the quote screen where you can review the quote you've just submitted.
You'll notice two links within the More Actions menu: Copy and Cancel.
- Copy: This will make an exact copy of the quote and allow you to edit any part of the quote before submitting it (handy if the quote expires, the customer wants a repeat order or if another customer wants the same product).
- Cancel: This will cancel the quote so that the customer cannot create a purchase order using the quote.
Once the quote has been added to the users Cart the status of the quote will change to Accepted and then Ordered when it has been checked out and approved by the customer. The supplier should then receive the order email with the buyer CC'd in as confirmation.