tender_management:receiving_quotations_from_suppliers

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tender_management:receiving_quotations_from_suppliers [2023/01/24 14:37] – [Importing responses from a spreadsheet] Gary Willettstender_management:receiving_quotations_from_suppliers [2023/05/09 15:48] (current) – [Freight factor] Gary Willetts
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 {{ tender_management:tender_enter_quote.png?600 |}} {{ tender_management:tender_enter_quote.png?600 |}}
  
-What you do from here depends on whether you enter the supplier responses manually or import them from a spreadsheet.+What you do from here depends on whether you want to enter the supplier responses manually or import them from a spreadsheet.
  
  
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 {{ tender_management:tend_edit_quote_input.png?750 }} {{ tender_management:tend_edit_quote_input.png?750 }}
  
-You will note that this form is very similar to the form for ad-hoc quotes; the related tender is shown at the top, and the item and supplier fields are filled in automatically. Enter the price and other details the supplier has provided - enter as much as you can because you'll use this information when comparing quotes from different suppliers.+The tender details are shown at the top.
  
-**Manufacturer**: Type the first few characters of the manufacturer's name and press the Tab key on the keyboard to see a list of matching manufacturers. Select the one you want.+In the fields below, enter the price and other details the supplier has provided.  Enter as much as you can because you'll use this information when comparing quotes from different suppliers.
  
-**Price**: Very important, the price you enter is the price for **ONE PACK** of the packsize shown in the **Pack** field.+=== General ====
  
-**Valid until**: The date this quote will expire.+The Date, Item and Supplier fields are filled in automatically
  
-**Pack**: The pack size (number of single items in one pack) this quote is for.+== Manufacturer ==
  
-**Currency**: The currency the **Price** is in.+Type the first few characters of the manufacturer's name and press the Tab key on the keyboard to see a list of matching manufacturers. Select the one you want.
  
-**Rate**: The rate used to convert the **Currency** of this quote line to the currency you are using in your datafile.+== Price ==
  
-**Rate to use**: You can use a different rate to convert the **Currency** of this quote line to the currency you are using in your datafile if you like - just enter it here.+<wrap hi>The price you enter is the price for **ONE PACK** of the pack size shown in the **Pack** field.</wrap>
  
-**Disqualified**: Check this if the quote line is disqualified for any reason (excluded manufacturer, for example).+== Valid until ==
  
-**Preferred**: Check this if this is the quote you want to accept as the best - see later sections on comparing quotes from different suppliers for more on this.+The date this quote will expire.
  
-**Cost Local/Pack**: The quoted cost per pack in your local datafile currency when converted from the quote line currency using the rate entered in the **Rate to use** field.+== Pack ==
  
-**Comment**: Enter anything you need to remember or need others to know when comparing this quote with those from other suppliers.+The pack size (number of single items in one pack) this quote is for.  This value should be the [[items:item_basics:tab_storage#preferred_pack_size|preferred pack size]]
  
-**Price breaks**: You can also add price break information that the supplier has provided you in the //Price break// section. A price break is a reduction in price when you order over a certain quantity. The **Price Break quantity** is the number of items at which the reduction occurs and **Discount** is the percentage reduction that will apply to the price entered in the **Price** field once the **Price break quantity** is reached.+== Currency ==
  
-**Freight**: If you are calculating freight based on volumes or weight, or using a freight factor, enter that information in this section.+The currency the **Price** is in.
  
-**Supplier**: Enter any extra details about the supplier in this section.+== Rate == 
 + 
 +The rate used to convert the **Currency** of this quote line to the currency you are using in your datafile. 
 + 
 +== Rate to use == 
 + 
 +You can use a different rate to convert the **Currency** of this quote line to the currency you are using in your datafile if you like - just enter it here. 
 + 
 +== Disqualified == 
 + 
 +Check this if the quote line is disqualified for any reason (excluded manufacturer, for example). 
 + 
 +== Preferred == 
 + 
 +Check this if this is the quote you want to accept as the best - see later sections on comparing quotes from different suppliers for more on this. 
 + 
 +== Cost Local/Pack == 
 + 
 +The quoted cost per pack in your local datafile currency when converted from the quote line currency using the rate entered in the **Rate to use** field.  This number is calculated; you can't enter it. 
 + 
 +== Evaluator comment == 
 +Enter anything you need to remember or need others to know when evaluating the quote and comparing this quote with those from other suppliers. 
 + 
 +=== Price break === 
 + 
 +You can add price break information that the supplier has provided you in this //Price break// section. A price break is a reduction in price when you order over a certain quantity. 
 + 
 +== Price Break quantity == 
 +This is the number of items at which the reduction occurs and the **Discount** will apply. 
 + 
 +== Discount == 
 + 
 +This is the percentage reduction that will apply to the price entered in the **Price** field once the **Price break quantity** is reached. 
 + 
 +=== Freight === 
 + 
 +If you are calculating freight based on volumes or weight, or using a freight factor, enter that information in this section. 
 + 
 +== Volume per pack == 
 + 
 +This is the volume, in cm3, for the [[items:item_basics:tab_storage#preferred_pack_size|preferred pack size]]. 
 + 
 +== Freight factor == 
 +The amount to multiply the quotation price by to account for freight charges. By default this will be set to the supplier's freight factor, set on the //General// tab of a supplier's details page; see the [[names:adding_suppliers#new_supplier|5.06. Suppliers: adding and viewing]] page for details of that. 
 + 
 +If the supplier's freight factor is edited then quotations will be updated with the new freight factor (and therefore price) accordingly. 
 +== Freight for preferred pack == 
 + 
 +This is the cost of freight for the [[items:item_basics:tab_storage#preferred_pack_size|preferred pack size]].  This will be added to the Price per [[items:item_basics:tab_storage#preferred_pack_size|preferred pack size]]. 
 + 
 +== Freight notes == 
 + 
 +Any notes. 
 + 
 +=== Supplier === 
 + 
 +Enter any extra details about the supplier in this section. 
 + 
 +== Supplier's code == 
 +The Supplier's code for the item. This will appear on the Purchase Order. This field will be filled in automatically from a tender downloaded from the [[https://docs.msupply.foundation/health-supply-hub/introduction/|Health Supply Hub]]. 
 + 
 +== Supplier bar code == 
 + 
 +The Supplier's bar code for the item.  If this is entered correctly, then the correct item can be picked up by a barcode scanner when receiving the goods. 
 + 
 +== Exp date == 
 + 
 +The expiry date for the stock of the item. 
 + 
 +== Delivery time == 
 +How long it will take for the supplier to deliver the stock. 
 + 
 +== Method of delivery == 
 +A free-text field to record the method of delivery (e.g. air, sea, sea and land etc.). This field will be filled in automatically from a tender downloaded from the [[https://docs.msupply.foundation/health-supply-hub/introduction/|Health Supply Hub]]. 
 + 
 +== Supplier comment == 
 +Any comments the supplier has made about this line or the stock they will supply. 
 + 
 +----
  
 When you have finished entering details for the quote for this item, click on the **OK & Next** button to move to the next item or **OK** to save the current quotation line, close the window and go back to the //Edit Quote// window. When you have finished entering details for the quote for this item, click on the **OK & Next** button to move to the next item or **OK** to save the current quotation line, close the window and go back to the //Edit Quote// window.
 +
 +----
  
 When you have finished adding all suppliers' quotes to the tender we recommend that you set the tender's status to confirmed (on the //Edit tender// window at the top). When you have finished adding all suppliers' quotes to the tender we recommend that you set the tender's status to confirmed (on the //Edit tender// window at the top).
  
  
-<WRAP center round important 60%> +<WRAP center round tip 60%> 
-If you're finding that entering all the supplier's quotes is too much work then there's help for you! The remote tender module is what you need, where the suppliers all enter their own quotations and, when the tender closing date has passed you can simply download them to mSupply. See [[tender_management:using_web_tenders|Uploading and downloading web tenders]] for details and give Sustainable Solutions a call if you're interested.+If you're finding that entering all the supplier's quotes is too much work then there's help for you! The [[tender_management:using_web_tenders|Remote tender module]] is what you need.  All the suppliers enter their own quotations to the remote tender module and, when the tender closing date has passed, you can simply download them to mSupply. See [[tender_management:using_web_tenders|Uploading and downloading web tenders]] for details and contact <support@msupply.org.nz> if you're interested.
 </WRAP> </WRAP>
  
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 ===== Importing responses from a spreadsheet ===== ===== Importing responses from a spreadsheet =====
 +You can import a supplier's responses to a tender using a spreadsheet. The spreadsheet has a special format and the best way to create it is to export it from the tender. After entering all the items and quantities that the suppliers are to bid on and set the **Incoterm** for the tender (on the //Items and compare Prices// tab - see the [[tender_management:introduction#items_and_compare_prices_tab|18.01. Introduction to tender management]] page for details), go to the //Choose Suppliers and Enter responses// tab of the tender:
  
-{{ tender_management:tender_enter_quote.png?600 |}}+{{ tender_management:tend_suppwin8.png?650 |}}
  
-When viewing a supplier's  +Click on the **To Spreadsheet** button and select the //Supplier response template// option. The spreadsheet will be created and opened for you. It has 3 sheets: 
 +  * **sheet 1** contains the tender, supplier and quote information. When you first open the spreadsheet, this sheet contains the details of the items and quantities to bid on only: do not alter them!  
 +  * **sheet 2** contains details of all the manufacturers used on sheet 1. Do not alter any of these details. 
 +  * **sheet 3** contains details of all the currencies used on sheet 1. Do not alter any of these details. 
 + 
 +Sheet 1 looks like this: 
 + 
 +{{ :tender_management:pasted:20230124-151524.png |}} 
 + 
 +Enter the details of the supplier's bid for each item in each row of sheet 1, starting at column I: 
 + 
 +^ Column ^ Mandatory? ^ Title ^ Description ^ 
 +| I | Mandatory | Offered pack size      | The pack size offered by the supplier for this item | 
 +| J | Mandatory | Offered price per pack | The price for a pack for this item | 
 +| K | Mandatory | Currency               | The three letter currency code of the price | 
 +| L | Mandatory | Expiry Date            | The expiry date of the stock being offered | 
 +| M | Mandatory | Delivery time          | The number of days between the closing date of the tender and delivery | 
 +| N | Optional  | Supplier item code     | The code of the item in the supplier's item catalogue | 
 +| O | Optional  | Manufacturer name      | The name of the manufacturer | 
 +| P | Optional  | Comments               | Any remarks that the supplier wants to make about this line | 
 + 
 +If you add new manufacturers or currencies on sheet 1 they will be created for you during the import. You do not need to add them to sheets 2 and 3. 
 + 
 +When complete, save the spreadsheet and **close it** (if you don't close it, mSupply will not be able to open and read it). then double-click on the supplier's name in the list to see the supplier's quotes window:  
 + 
 +{{ tender_management:tender_enter_quote.png?600 |}}
  
 +Click on the **Import tender** button, select the spreadsheet file and click on the **Open** button. mSupply will carry out the import and you will see the results in the table in the supplier's quotes window.
  
 +After the import, you can still manually edit any of the supplier's quotes by double-clicking on the individual lines, as described in the [[tender_management:receiving_quotations_from_suppliers#entering_responses_manually|Entering responses manually]] section above. 
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  • Last modified: 2023/01/24 14:37
  • by Gary Willetts