Direct P2P Buyer: Quote Requests

Direct P2P Quote Requests allows you to request a quote for work from approved suppliers, in the cases where you don't have a pre-approved price set. You can then select a supplier and add the quote as a Purchase Item to a Requisition.

TABLE OF CONTENTS

1. Placing a Direct P2P Quote Request via the catalogue
2. Managing the Direct P2P Quote Request via the job bag
   1. Sending out the Direct P2P Quote Request to suppliers
      • Creating the Direct P2P Quote Request 'Cost'
      • Sending the Direct P2P Quote Request to Suppliers
      • Updating/amending a Direct P2P Quote Request
   2. Selecting a supplier Quote and adding to your Requisition
      • Viewing and selecting a supplier Quote
      • Adding the supplier Quote to your Requisition
      • Re-opening a Direct P2P Quote Request

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Place a Direct P2P Quote Request via the catalogue

First you'll need to select the relevant catalogue item to raise a quote request for.

• Head to Direct P2P > Catalogue
• Select the relevant item on the catalogue by clicking Request next to it
• Click on the 'Quote' button
• This should now bring up a pop-up called Request Quote. Input a title for the request and a delivery date, then click 'Proceed' 
• A job bag will now be automatically created where you can manage the Direct P2P Quote Request 
  • The job will have the title you inputted when you submitted the Quote Request and can be found via Project Management > Job List

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Manage the Direct P2P Quote Request via the job bag

The job bag will allow you to manage the Direct P2P Quote Request by sending the quote out to suppliers, 

selecting the desired quote and adding it to your Requisition. 

Sending out the Direct P2P Quote Request to suppliers

You first need to create a Cost within the job bag for the Quote Request, which you can then send off to suppliers.

Creating the Direct P2P Quote Request 'Cost'

• You should automatically see a pop-up called Add New Cost. If you don't, you'll need to click the '+Cost' button when within in the job bag
• Next to 'Cost type', select the Bespoke Quote Request option, and then next to 'Bespoke quote' select Quote Request from the drop-down list 
• Fill in the details as prompted to provide suppliers with information for the Quote Request, and add a title in the "Cost Title" field
• By default, all available suppliers will populate the Selected Supplier box at the bottom. This determines the list of suppliers you can send the Direct P2P Quote Request to. If required, you can remove certain suppliers using the arrows (the software will also allow you to add more suppliers at a later date if you wish)
• Click 'Add and Close' at the bottom. You will now see this is a cost within the Costs tab of the job

Sending the Direct P2P Quote Request to Suppliers

• Click 'Request Quotation' next to the cost to send the Direct P2P Quote request to your selected suppliers
• Here, you can add any additional notes for your suppliers, specify a deadline for when suppliers must submit their quotes by, and attach any relevant documents you've uploaded in the job bag
• Automatically, all suppliers you selected previously will be ticked to send quotes to. You can untick any of these suppliers to not send the quote to them (you can always re-send the quote back out and re-tick these suppliers at a later date if you wish)
• Once done, click 'Send Quote' 
  • The suppliers will be notified by e-mail with a link to log into Panacea and provide their quote
• You will be notified when the deadline of the quote request has passed
  

N.B - The software can be configured so that a notification is triggered each time a supplier submits their price. Please note, that to switch this on would mean every-time a price is submitted in a quote request by a supplier, you will be notified.

Updating/amending a Direct P2P Quote Request

You can update/amend the Quote Request by changing the note, deadline, attachments and suppliers to quote at any point before the deadline.

• Go into the Costs tab of the job bag for your Direct P2P Quote Request
  
• To add more suppliers, first click on the 'Add Supplier' button and use the arrows to add suppliers into the Selected Suppliers box, then click 'Update and Close' and follow the next steps
• Click on the 'Update Quote Request' button
• Update the Quote Request as you wish by amending the note, deadline date/time, ticked suppliers to Quote and/or attachments
  • When sending an updated Quote Request, you'll need to attach any previous attachments required again, otherwise the quote will send with no attachments
    
• Once done, click 'Send Quote'. This will re-send out the Quote Request with it's updates

Selecting a supplier Quote and adding to your Requisition

Once the quote request deadline has passed, you will receive a notification to review the quote responses and select a supplier to add to your current Requisition basket as a Purchase Item with the quoted price.

Viewing and selecting a supplier Quote

• Go to the Costs tab of your job bag (or click on the notification to be taken directly there)
• Click on the Cost for the Quote Request. Here at the top you can see a list of all Quotes submitted by suppliers
• Click 'Select' next to the relevant supplier quote you wish to use
  • If you haven't received any quote responses, you can re-open the quote request. See Re-opening a Direct P2P Quote Request below for how to do so
    

Adding the supplier Quote to your Requisition

• Click on 'Add to Requisition' next to the cost 
• If you get a message to say "Supplier not approved", this is due to the suppliers quoted price exceeding their outstanding Spend Limit. You can either re-send the quote out to the supplier to re-submit their price, or select a different supplier quote.
  • Re-send the quote to the supplier:
    • Click onto the cost and un-tick the "Approved" tickbox at the bottom, then 'Update and Close'
    • Click the 'Update Quote Request' button next to the cost and send the quote request out again
  • Select a different supplier:
    • Click onto the cost and un-tick the "Approved" tickbox at the bottom, then click 'Update and Close'
    • Click back onto the cost and click on the 'Modify' button at the top
    • Select a different supplier quote, then re-tick the "Approved" tickbox then click 'Update and Close'
• If the Suppliers quoted price is within their outstanding Spend Limit, you should now be prompted to input a Commence date and End date
  • These dates will automatically be the same as your Deliver deadline for the job, but if there is a longer term commitment associated with this cost (e.g 2 year license or contract) you can amend the dates to reflect this
    
  • The Commence date and End date will also be automatically created as Tasks (assigned to the logged-in user) to the Schedule tab of the job, and appear under the users My Tasksscreen on the homepage

    • These tasks cannot be deleted (only amended)

      
      

• This will then be added to your Requisition basket as a Purchase Item. You cannot edit the supplier, price or quantity of this in your Requisition basket.
• You can then build up the rest of your Requisition and submit it as normal

Re-opening a Direct P2P Quote Request

Once the deadline has passed for a quote, the quote will be closed and locked. If you haven't received any quotes or would like to give time for more responses, you can re-open a quote request once the deadline has passed.

• Go to the Costs tab of the job. You will see a padlock icon next to your cost. Click the 'Quotation Reminder' button.
• The quotation email will open. Here you can add a message to your suppliers
• Update the quote deadline
• Tick which suppliers you would like to resend the quote to
• When you click 'Send' the quote will be re-opened and the suppliers will receive an email to submit their quote again