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Create & Review Quotes

Samantha
  • Updated

Overview

Sometimes you may receive a request outside of Unimarket, that needs to be responded to using Unimarket.

Examples of this could include:

  • A product that is not in your catalog
  • Multiple products that receive a greater discount than the catalog price
  • Services
  • One-off inquiry

In Unimarket it is possible for a supplier 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 without a RFQ, select Create Quote from the left hamburger menu.

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On the Create Quote screen, only the Creator Name/Email will default, so you'll need to complete most of the mandatory fields yourself.

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Here is a full list of the 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)

 

Add Products

At least one product must be added to the quote in order to respond to the RFQ successfully. When adding a product you can provide more detailed information (if applicable) and the price.

Click +Add New Item to open a pop-up form where you enter the item details.

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The most important fields to complete are Name, Description, Quantity and Unit Price.

Here is a full list of the fields:

  • Name: Name of the Product (mandatory)
  • 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 (not mandatory).
  • 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 (mandatory).
  • 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 (not mandatory).
  • Category: The UNSPSC categorization code of the product (not mandatory).
  • Quantity: The quantity for of units per product (mandatory).
  • Unit of Measure: Change if you are quoting the product by a unit of measure other than 'Each' (defaults to 'Each' and is mandatory).
  • Tax: Check the box to enter a custom tax value, otherwise the default for the customer will be used (not mandatory).
  • Unit Price: Enter the price per unit for the product (mandatory).
  • Image: Upload an image of the product (not mandatory).

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 of this.

 

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.

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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.

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