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Learning Objectives:
1. Explain how to create a quote request.
2. Summarize how review vendor submissions and add comments.
3. Recall how to connect a purchase order to a job.
Video Script
Welcome to the Vendor Portal: Quote Requests & Jobs overview. In this video we will demonstrate how to create quote requests and award jobs to vendors.
To get started, select Purchase Order from the main menu followed by Quote Requests from the sub-menu. This will open the quote requests page where you can create and send quotes to vendors. Ensure the applicable administrative group permissions are enabled to access this feature.
By default, the quote requests page list all open quote requests with the most recent request at the top. You can change the list view from open quote requests to closed (hired) quote requests or quote requests created this month by clicking the icons at the top of the page. You can also conduct an all-text keyword search of the quote requests list using the search bar. As well as filter the quote requests list by vendor category and quote status.
Open – Accepting Quotes, means the quote is open for vendor submissions. Closed – Pending Award, means the quote is closed but has not yet been awarded. Closed – Awarded, means the quote has been awarded and is closed for new submissions. And Cancelled – Not Awarded, means the quote was cancelled by building administrators and not awarded.
To create a quote request, select Create New Quote Request. Then, enter a title for the request followed by the details of the request. Next, set the due date when vendors must respond by. If applicable, upload any relevant attachments to the quote request.
Then, select the vendor category from the drop-down menu. Vendors assigned to that category will then appear in the Send To field. To remove a vendor, click the X beside the vendor’s name. Only approved vendors that have completed their registration will appear in this section. Once completed, click Save. You will now see the new quote request.
Then, select the vendors you want to send the request to. You can only select approved vendors that have completed their registration. Once completed, click Save. You will now see the new quote request.
An email notification will then be sent to the vendors informing them that they have received a quote request. They can then click the link in the email to view and respond to the quote request. Once completed, an email notification will be sent to building administrators that the quote has been updated.
Either click the link in the email notification or open the quote request to review vendor submissions. From the Quote Request Message tab, click on a vendor’s name to review any messages and if applicable, send a response to a message.
To review the vendor quotes, select the Uploaded Quotes tab. Click the view icon beside the quote to review the details. If applicable, click Add Internal Note to add a note for building administrators. Once completed, click Save. You will now see the internal note and can Edit or Delete the internal note. For an Excel copy of all the vendor quotes, return to the Uploaded Quotes tab and select Download Quote Summary.
You can also preform several actions using the Options menu. You can edit the quote request, star the quote request, which will move it to the top of the quote request list, cancel a quote request, invite additional vendors to respond to the quote request, or hire a vendor for the quote request.
If you have selected a vendor quote, click Hire Vendor. Pick the appropriate vendors from the drop-down menu and click Save. The quote request status will then be changed to Closed – Awarded and the request will be automatically turned into a Job.
If you hired multiple vendors, each vendor will have their own job. Like before, the vendors will receive an email notification informing them that they have either been assigned a new job or have lost the bid.
To access the Jobs page, click Jobs from the main menu. You will then see a list of all the Jobs for your building with the most recent job at the top. You can conduct an all-text keyword search of the Jobs list using the search bar at the top of the page. As well as filter the jobs list by vendor category and job status.
Click on a job to review its information. Under the Job Details tab, you will see the initial quote request details and the name of the hired vendor. Under the Purchase Order tab, you can create or link a purchase order to the job.
Create New Purchase Order will open the standard purchase order form where you can log the details and link the job to the purchase order. Link Existing Purchase Order will open a pop-up window where you can enter the purchase order number. You will now see the linked purchase order.
Under the Invoice Details tab, you can view or add the vendor’s invoice. Adding invoices will be covered in-depth in subsequent training videos. Vendors can view the Job Details, Purchase Order, and Invoice Details tab from the Jobs section on the vendor portal. They can also add invoices for administrator review. When the job is complete, click Close to update the Job status.
This concludes the Vendor Portal: Quote Requests & Jobs overview. For more information on the Vendor Portal feature, please refer to our user guides.