Quick Quote for Suppliers

 

To access Quick Quote for suppliers, simply log in via https://buyers.mpuk.basware.com/admin/login/auth with your username and password or alternatively use the link in the email you will have received alerting you of a new RFQ and navigate to the quote’s menu:

Once you enter the quote menu, you will be presented with your Quick Quote Dashboard:

From this page you will be able to see your key document count as well as any outstanding or upcoming tasks such as ‘watched RFQ soon expiring’. By selecting the ‘See All’ or the Documents tab you will be able to see all your documents sent or received regardless of status.

 

How to search for a document:

If you select any of the number counts on your Quick Quote Dashboard, this will take you to a list of your documents with a prespecified search criteria that gives you these particular results:

You can either search for a specific document via the Document ID or Request Name, change the filters or a combination of the two:

Request Type

• Quick Quote – standard request for quote
• Price on Request – one time request for pricing from a catalogue

Status

• Needs attention – RFQ is soon to expire.
• Open – New RFQ that hasn’t been quoted, watched or expired.
• Sent – Quotes you have sent.
• Accepted – Quotes that have been accepted / awarded by the customer.
• Expired – The RFQ that has expired, that is, the expiration date set by the buyer has been passed.
• Closed – When supplier closes or withdraws the request if they don’t want to quote the RFQ. The RFQ can be closed after it has been awarded or has expired.
• Watched – Requests you are watching or have watched.

The 3 dots ellipsis on the top right can be used to clear your selections:

There is also an option to sort your results by the below:

 

How to Respond to an RFQ

You will have received an email alerting you that an RFQ has been received. You can log in using the URL and then enter your username and password. Once logged in, navigate to the Quotes menu. Find the RFQ by either searching in your Documents and using the filters or the search bar or select Open via the Dashboard. From this menu you can either view the RFQ using the blue arrow or withdraw from the competition using the 3 ellipses:

Once you click the blue arrow you will see the following.

• Buyer– The customer that sent the request, this will be minimised as default.
• Supplier– Your details, this is minimised as default.
• Request Details – Details of the request and dates. This menu is open as these are the details you will need to decide on whether you wish to respond to this request.
• Attachments – You can download these one by one or download all.
• Messages – You can send messages to the customer such as follow up queries. This is also where buyers can send messages to you.

To expand any collapsed sections you can either click in the white area lateral to the menu, the menu title or on the > arrow.

Using the bar at the top or at the very bottom, you can decide whether to Watch, Create Quote or use the ellipsis to withdraw from the competition:

Select Create Quote and you will see a screen very much like the Request page, however if you scroll down you will see 2 extra sections called Quote Details and Quote lines.

On Quote Details, select the Pencil on the right-hand side to change the Quote ID or Delivery cost if applicable. Quote ID’s are automatically numbered so if you wish to change it to your own quote number then this is the section to do so. Click save once you have made the changes to this section:

 

Quote Lines is here you add your pricing so here you can either select the ‘Add quote line’ or the + on the right-hand side:

Once you have selected either of these options, you will see the below:

 The mandatory fields are marked with an asterix. Some of these fields may not be amendable such as Unit of Measure as these may have been fixed by the buyer. Once you have completed this section, click save.

 

To add an attachment or multiple attachments, expand the section by clicking in the area, the word or on the > arrow. Here you can drag and drop single or multiple documents or select from a location. You can add up to 20 documents in multiple formats shown on the screen:

Once you have filled out all the relevant sections, either scroll to the top of the screen or the bottom and click Send Quote:

The status at the top of the screen will now change to Sent and a pop up at the bottom of the screen will confirm the quote has been sent:

When an RFQ has been awarded you will get an email confirming this and the status will turn from Sent to Awarded.

Please note, buyers have the option of not sending an award notification and you may simply just be sent an order. If you fail to win the competition, you may also not get a notification.

 

How to update a Quote          

A supplier can update a quote already sent up until the quote expires.

Locate the Request or the Quote itself via the Search function of the Dashboard and click the blue arrow on the right-hand side:

Once the request page is open, scroll down to the quote line and click the pencil button to edit any details or add any extra lines by clicking the blue + button:

 

Once you have made the changes, click save and then click the Send Quote button at the top or bottom of the page to send your updated quote.

 

How to withdraw from an RFQ

Find the RFQ by either searching in your Documents and using the filters, the search bar or select Open via the Dashboard. From this menu you can withdraw from the competition using the 3 ellipses:

Alternatively, you can open the request using the blue arrow to view the request details and then use the ellipses at the top right-hand side of the screen and select Withdraw.

You can also withdraw from an RFQ even if you have already sent a quote, simply open the request and click the 3 ellipses next to the Send Quote button and select withdraw:

A buyer can also withdraw an RFQ at anytime before the end date and you will get an email notification of this and the RFQ turn to the status ‘Expired’

 

How to Watch an RFQ

Find the RFQ by searching in either your Documents and using the filters, the search bar or select Open via the Dashboard and then open the request using the blue arrow on the left:

 

 

From here, select the watch button on the top right-hand side:

Once selected, it will change to ‘unwatch’:

Your Quick Quote Dashboard will now allow quick access to your watched requests:

How to respond to a Price on Request

A Price on request is a single request for a quote on a particular item or service you have listed on your catalogue that requires a bespoke price. Please note you cannot ‘watch’ or Withdraw from a Price on Request.

As with a normal request for quote, this will appear in your Quick Quotes Dashboard as an open request:

Once you open the Open requests menu, you will not firstly see the difference between a Price on Request or a usual RFQ/ You can identify the correct request by either selecting Price on Request on the Request Type filter or you can expand the details on the RFQ by using the > button:

Then simply select the blue > on the line and response to the request using the same method above:

Select Create Quote and you will see a screen very much like the Request page.

On Quote Details, select the Pencil on the right-hand side to change the Quote ID or Delivery cost if applicable. Quote ID’s are automatically numbered so if you wish to change it to your own quote number then this is the section to do so. Click save once you have made the changes to this section:

 

Quote Lines is here you add your pricing so here you can either select the ‘Add quote line’ or the + on the right-hand side:

Once you have selected either of these options, you will see the below:

The mandatory fields are marked with an Asterix. Some of these fields may not be amendable such as Unit of Measure as these may have been fixed by the buyer. Once you have completed this section, click save.

To add an attachment or multiple attachments, expand the section by clicking in the area, the word or on the > arrow. Here you can drag and drop single or multiple documents or select from a location. You can add up to 20 documents in multiple formats shown on the screen:

Once you have filled out all the relevant sections, either scroll to the top of the screen or the bottom and click Send Quote:

The status at the top of the screen will now change to Sent and a pop up at the bottom of the screen will confirm the quote has been sent:

The buyer has the option of either accepting or rejecting the price. If they accept, it will be added to the customers basket and they can then check this out and turn it into a Purchase Order.

If the buyer rejects then the request will be closed.

 

Responding to an RFQ as a one off (not registered on Basware) supplier

Basware buyers have an option of requesting a quote from suppliers not registered on Basware, we refer to these as one-off-suppliers. When sending a RFQ to a one-off-supplier, they will receive an email with a URL and an access code that will take you to the below page. From here you will need to enter the email address that received the request as well as the access code. You will need to also click to accept the Basware terms and Conditions:

 

Once logged in, it will take you to a page to view the request and you have the below options:

Once the supplier selects the Quote button you will be able to amend the Quote Header and add quotes lines by selecting the + buttons:

Once all the mandatory fields are complete, then simply select Send.

Please note that if the RFQ has been awarded to your company, you will need to complete registration on the Basware Marketplace