T&I -Complete Quote Request Workflow

The quote request workflow is used for certain services where it is not possible for a supplier to provide an automated upfront cost. Examples include Easy Read and BSL Translation. The steps below outline the complete quote request workflow.  

NB: In order for a Supplier to follow this workflow their user role must include the ability to respond to quote requests and their Organisation must have Not required to confirm delivery checked. Please contact Panacea support at support@panacea-software.com if you need assistance setting this up. 

1. An order is placed by the Client through the Catalogue and the Project Manager processes the request in to a job by selecting the relevant project. Alternatively, the Project Manager can add the job manually by doing the following: 

• Click the Job icon at the top of the quick action panel bar 
• Select the relevant project from the Quick select project drop-down
• Name the job and input a Delivery date
• From the Client Contact drop-down, select the Client who you are ordering on behalf of 
• Select a Project manager from the drop-down 
• Click Add
• Since this job was not ordered through the Client Interface, the Project Manager will have to manually add a cost to the job. To manually add the quote request as a Cost, click the Cost icon in the top panel

• Stage - Translation
• Cost Type - Bespoke quote request
• Select the relevant bespoke Quote Request from the drop-down e.g. BSL Translation quote, Easy Read quote. 
• Input a description of the work required in the Instructions/ brief textbox. 
• Give the cost a title
• Then click Add and Close

2. Project Manager sends the quote request to the Supplier(s)

• Go to the Costs tab and click on the Cost Description to open up the Job Cost Details
• Use the arrow icons to select the Suppliers you would like to send the quote to
• Click Update and Close
• Click the Request Quotation button in the Cost tab

• Input a quote deadline date and time- after this time, the quote will be closed and the Supplier will be unable to submit their quote
• Click on the Attachments button and tick the documents you would like to include in the quote request
• Then click Send Quote
• The Project Manager will receive a notification at the time of the quote deadline

3. Supplier submits their quote 

• Supplier logs in and navigates to Quote Requests under Supplier Interface
• Click View
• Input a quoted price (upload any relevant files and add any notes).
• Click Submit

4. Project Manager then selects Supplier and sends Client Estimate

• Once the Suppliers have all submitted their invoices, they will appear in the job's Cost Details
• Select the Supplier you want for the job
• Tick the Approve box and then Update and Close
• Staying on the Cost tab, click the Client Estimate button
• Fill in the relevant details, and select Create and Nudge and then Add Nudge to send the estimate to the Client
• The Client will then confirm the estimate by responding 'Yes' to the Nudge
• Having received confirmation from the client, go to the Documents tab, select the Client Estimate Approval folder, press Pin Nudge and select the relevant Nudge. This will then create a link to the Nudge confirming the estimate.

5. Send Purchase Order to Supplier 

• Click the Purchase Order button in the Cost tab
• Input the PO number and click Create and email
• Attach any relevant documents by clicking on the Attachments button and use the tick boxes to select files you want to transfer
• Then click Send

6. Supplier must then accept the job using the Live Orders page and clicking Accept. 

• The Project Manager will receive a notification when the Supplier accepts the job. 
• Here, the Supplier can upload files to the job (e.g. MP3 video file for BSL Translation).
• The Project Manager will receive a notification any time the Supplier uploads a file to the job; the Project Manager should then check the submitted work (found in the Documents tab of the job bag). 
• Once the Project Manager has checked - and is happy with the work - AND is sure the Supplier has submitted their invoice, click the Completed tick box on the Main Details tab of the job bag.