Create Supplier Quotation through Supplier Portal
A Supplier Quotation is an orderly letter sent by a supplier in ERPNext to provide the prices, delivery schedules, and terms of providing the required goods or services.
The quotations can be created in two ways:
- Manually by an internal ERPNext user via the backend.
- The Supplier Portal enables the suppliers to respond to a Request for Quotation (RFQ) to which they have been assigned.
The Supplier Portal is an effective tool, as companies which frequently need quotations from different suppliers usually need to use it since it will eliminate duplicate entries, allow real-time monitoring, and create open communication.
1. Pre-requisites
A supplier, before being able to post and send a quotation via the portal, must first achieve the following prerequisites:
Supplier as a Registered Website User who has a "Supplier" Role
- The supplier must possess an active account as a user of the ERPNext website.
- This account ought to be assigned the Supplier role, and this would authorize access to Supplier Portal functions such as access to RFQs, rate updates and posting quotations.
Linked the Contact to the Supplier Document
- The Contact record for the supplier's portal account should be linked to the Supplier document within ERPNext.
- This will ensure proper connections between all portal activities and the supplier's records, allowing easy tracking and reporting.
2. Process Overview
For a supplier to send in a quotation through the portal, an RFQ needs to be generated and allocated to them within ERPNext. The steps are as follows:
Step 1: Generate a Request for Quotation (RFQ)
- Log in to ERPNext as an internal user and generate an RFQ for the supplier.
- The RFQ is an official quote request, with the details of the items needed, their quantities, specs, and due dates.
- Example: We built an RFQ for "MNO Suppliers".
- Include any terms, special instructions, or other supporting documents that the supplier ought to have in place before issuing a quotation.
Step 2: Supplier Logs into the Supplier Portal
- The supplier, MNO Suppliers, is required to use his or her inducted login credentials to log into the Supplier Portal.
- Upon logging in, the supplier's dashboard presents a list of all pending RFQs assigned to them.
- The supplier selects the appropriate RFQ to see the details page, on which he/she can view the descriptions of items, their amounts, and specifications.
Step 3: Input Item Rates and Send the RFQ
- In the RFQ form, the supplier enters the rate (price per unit) for every listed item.
- If so, they can also enter discounts, delivery schedules, and other appropriate charges permitted by the buyer.
- The supplier clicks Submit after inputting all rates and terms.
- Upon submission, ERPNext automatically creates a Supplier Quotation directly related to the original RFQ, recording all responses correctly.
Step 4: Approve and Submit the Supplier Quotation
- The ERPNext backend will display the newly created Supplier Quotation in the Draft section.
- This can be viewed by internal users using the View button to see the quotation and examine the quotation to verify all the details and compare them to the rates of the supplier.
- If the information is right, the quote goes online via the backend.
- The Supplier Portal will also display the status update upon submission, confirming to the supplier that we have officially received and documented their quotation.
Key Points to Remember
- Only assigned suppliers will be able to view RFQs, ensuring privacy and data security.
- With the Supplier Portal, the RFQ-to-quotation process becomes faster and more efficient.
- Audit trails and old reference is tracked using ERPNext on all the submissions.
Additional Tips for Using the Supplier Portal
For Buyers (Internal Users)
- Provide All the Details of the RFQ: This gives complete information on certain products, delivery time and other quality factors to eliminate constant clarification.
- Establish Deadlines: Quote an end-date to the RFQ that helps the suppliers know the timeframe for the response.
- Enhanced File Attachment: Vendors will be able to add files such as product catalogues or compliance certificates.
For Suppliers
- Test Login Credentials Before Deadlines: Test the functionality of login credentials before RFQ due dates.
- Please review all items carefully: Ensuring that amounts, units, and descriptions are rechecked before entering rates.
- Maintain Open Communication: Utilize the portal comment or message capability (if available) to raise questions before submitting.
With such practices, suppliers and buyers should also be able to ensure that the Supplier Quotation process in the ERPNext incurs minimal miscommunication and makes procurement decisions more quickly.