Ask suppliers for quotes

A request for quotes sends each supplier its own private link. Suppliers type their prices and quantities on their phone, with no sign-in, and you compare the answers side by side before you order.

Before you start

• You need an approved purchase request: see Raise and approve a purchase request.
• You need the right Inventory, receiving, stock-take.

Steps: send the request

1. Open the approved request.
2. Under Ask suppliers for quotes, tick up to eight suppliers.
3. Set Quotes wanted by and add a note if you want one.
4. Select Ask for quotes. The Request for quotes page opens.
5. For each supplier under Suppliers asked, select Send on WhatsApp to open your own WhatsApp with the message and link, or Show the link to copy it into any chat.

What the supplier sees

The supplier's page is in the supplier's language and shows your organisation's name and phone, the products and the quantities asked, never your costs. For each line the supplier types Your price each and the Quantity you can send (empty means they cannot supply it), a Delivery date, a name and a message, then selects Send my quote. A later quote replaces the earlier one.

Steps: compare and pick

1. Open the request for quotes. The link state shows Sent, Opened and Quoted for each supplier.
2. Read Quotes side by side: each supplier's price per line, the cheapest marked, the total, how many lines it covers and its delivery date.
3. Kluvan names the Best quote: full cover first, then the lowest total.
4. Select Pick on the quote you want and confirm. Kluvan makes the purchase order to that supplier at the quoted prices and quantities.

Good to know

• Picking stops every link. Cancel the request for quotes also stops every link and puts the request back to approved.
• Withdraw the link stops one supplier's link at once.
• The quoted prices become that supplier's newest price list where they differ, so later orders start from them and receiving at them raises no cost-rise warning.
• Kluvan does not send the request by e-mail: you send each link from your own WhatsApp or chat.
• A link that was withdrawn, or belongs to a request already picked or cancelled, shows "This link does not work any more".