Shop guide - Managing requests for quotes for a buyer
  • 27 Aug 2020
  • 6 Minutes To Read
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Shop guide - Managing requests for quotes for a buyer

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This topic describes the procedure for managing the Request for Quotes (RFQs) from the Buyer perspective:

  • How to edit the RFQs and their items.
  • How to add and update a delivery address and a shipment method.
  • How to send an RFQ to a Sales Representative, accept the new prices or negotiate a better price than suggested.
  • How to cancel the RFQs.

You can start managing quote requests on the Edit Quote Request page. To navigate to this page, use one of the following options:

  • On the Cart page, create an RFQ from the Cart page. See Creating an RFQ for more information. Then, on the Quote Request page, click Edit.
  • In the Customer Account > Quote Requests section, in the Actions column, click the View icon for the quote request in the Draft status you want to edit. Then, on the View Quote Request page, click Edit.

See RFQ: Reference Information for details on components the Quote Request page consists of.


Adding Delivery Information

Once you created a Quote Request, you can set a delivery address and select a shipment method.

To add a delivery address and a shipment method:

  1. On the** View Quote Request** page, click Edit.

  2. On the Edit Quote Request page, click Add address. This will redirect you to the Address page where you can select one of the following options and populate the fields:

    • Define new address to add the delivery address for the whole order. This will open the form to populate the fields with the necessary information.
    • Select one of the existing addresses.
    • Deliver to multiple addresses to set a delivery address per item. See Shop Guide - Delivery Address for more information.
  3. In the Billing Address section, select the necessary address or add a new one.

Info

If you want to use the shipping address for the billing address as well, select the Billing same as shipping checkbox.

  1. To proceed to the Shipment page, click Next.
Info

On the Edit Quote Request page, clicking Add shipment method should redirect you to the Shipment page. However, if the delivery address has not been specified before, the Address page will open to first add the delivery address and then shipment method.

  1. Select the shipment method and the delivery date (if needed), and click Save. The Quote Request will be updated successfully and redirect you to the Edit Quote Request page.

Tips & Tricks
You can add a delivery address and a shipment method during the checkout prior to creating a Quote Request. To do this, follow the instructions in the Address and Shipment steps. Once done, the changes will be saved. To proceed with the quote request, click Back to Cart.


Editing an RFQ

You can update the RFQ information, including a delivery address and a shipment method for the RFQs with the Draft status.

To update the quote request information, on the Edit Quote Request page, change the purchase order number, the due date, and notes.

Editing the Items in the RFQ

To edit the items:

  1. On the Edit Quote Request page, click Edit Items.
    You can change the item quantity, remove the existing products from the RFQ or add the products.
    Keep in mind that measurement units cannot be updated. You can only add a new product with different measurement units.
Info

Keep in mind that measurement units cannot be updated. You can only add a new product with different measurement units.

  1. To add products to the quote request, use one of the following options:

    • On the Cart page in the Quick add to Cart widget, enter a SKU or a name of the concrete product and its quantity, and click Add to Cart.
      quick-add-to-cart-widget
    • From the catalog, select the product, choose the options and quantity, and click Add to Cart.
    • On the Quick Order page, enter a SKU or a name of the concrete product and its quantity, and click Add to Cart. For more information on Quick Order, see Shop Guide - Quick Order.
    • On the Shopping list page, click the shopping list, select the checkboxes for the items you want to add from the shopping list, and click Add to Cart. For more information on Quick Order, see Shop Guide - Shopping Lists.
  2. To keep changes, click Save and Back to Edit. The Quote Request will be updated.

Tips & Tricks
If you want to update the item quantity, enter the value in the Quantity field and click the Refresh icon.

change-quantity-in-cart


Updating Delivery Information

To edit a delivery address and a shipment method:

  1. On the Edit Quote Request page, click Edit address for the Addresses section and Edit shipment method for the Shipment method section. This will redirect you to the Address and Shipment pages respectively.
Info

If the delivery address hasn’t been defined yet, the Address step will open first. Thus, you’ll need to add the delivery address and then proceed with updating the shipment method.

update-delivery-information

  1. On the Address page, select the new delivery and billing addresses. See Shop Guide - Delivery Address for more information on the options you have in the Select a delivery address field.

  2. To proceed to the Shipment tab, click Next.

Info

Once the delivery address is defined, the previously added shipment method is removed.

  1. On the Shipment page, select the shipment method and delivery date (if needed), and click Save. This will save the changes and add them to the quote.

Tips & Tricks

On the Address and Shipment pages:

  • If you want to discard the changes, click Cancel or Back to Quote (on top of the page). This will redirect you to the Edit Quote Request page and the updated delivery address and shipment method will not be saved.
  • (for the Shipment page only) If you want to return to the Address page, click Back at the bottom of the page.

On the Edit Quote Request page, you can return to the View Quote Request page by clicking Back to View.


Sending an RFQ to a Sales Representative

To request a lower price for a cart after you created an RFQ, send the RFQ to a Sales Representative:

  • On the Edit Quote Request page: Click Send to Agent.
  • In the Customer Account -> Quote Requests section: Click the View icon for the quote request and on the Quote Request page, click Send to Agent.

This will send the Quote Request to a Sales Representative for further processing. Once the Sales Representative has started reviewing your RFQ, the RFQ’s status will change to Waiting.

To check the RFQ's status, navigate to the Customer Account -> Quote Requests section.

See Buyer Workflow for more information on quote request statuses and workflow.


Processing a Ready RFQ

Once a Sales Representative has prepared a price suggestion and sent it to you, your RFQ will acquire the Ready status on Quote Request page. You can either accept the suggestion by converting the request to cart, or you can request an even better price.

To convert an RFQ to cart, on the View Quote Request page for the RFQ that is in the Ready status, click Convert to Cart.

After that, you can continue to Checkout.

To request an even better price, revise the RFQ.

Note

RFQ version number changes upon each revision. Check RFQ Versioning to learn about the version change process.


Revising the RFQ

To request an even better price for an RFQ with the Ready status, revise the RFQ:

  1. On the View Quote Request page, click Revise.
  2. On the Edit Quote Request page, follow the steps in Editing an RFQ. < -- link -->
Note

RFQ version number changes upon each revision. Check RFQ Versioning to learn about the version change process.


Canceling an RFQ

An RFQ can be canceled in the statuses: Draft, Waiting, and Ready.

To cancel the RFQ, on the View Quote Request page, click Cancel. The canceled RFQ will acquire the Canceled status and will be displayed on the Customer Account > Quote Request page with the Canceled status.

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