The Pre-Purchase Requests function in SPS can be used to easily obtain quotes from multiple suppliers and then quickly convert the best received quote into a Purchase Order.
CREATING A PRE-PURCHASE REQUEST 1.) To initiate a Pre-Purchase Request to suppliers, click the plus sign near the word "Pre-Purchase Request" in the Purchasing Home. A page will come up to enter pre-purchase details. You DO NOT need to choose a supplier at this point; just make sure to choose the correct purchase location and shipping address of your company. Then, click "GoTo Next Step to Add Products." |
2.) Using the Product Catalog Search, look up the product you intend to buy from your Product Catalog. When you find the product in your search results, click to open up the fields for entering the square footage (and/or sizes, # of slabs) you wish to request from your suppliers. Clicking "Add Product" will add it to the requested list of materials.
Press the "Save" button when you are finished compiling your request list.
Press the "Save" button when you are finished compiling your request list.
3.) On the Purchase Request's detail page, you have the option to "Add Supplier Requests" or "Add Multiple Supplier Requests." When you choose to add requests to one supplier at a time using the "Add Supplier Requests" button, you are given the option to edit your requested Payment Terms and add Pre-Purchase Terms to the request. "Add Multiple Supplier Requests" does not give you that option, but you are able to more quickly select multiple supplier from a list of all your suppliers. |
RESPONSES FROM SUPPLIERS
You will receive responses from the requests you send to suppliers in one of two ways. They may click the link in the email sent from Stone Profits to enter the information directly into your system, or they may choose to reach out to you by phone or email.
Pictured below is the web page your supplier would see after clicking the link provided in the email sent from SPS:
Pictured below is the web page your supplier would see after clicking the link provided in the email sent from SPS:
A.) Suppliers are presented with all information you entered in SPS, and have the option to select which materials they will reply to you about. If they do not have the exact requested item in stock, they can type in a similar product to offer.
B.) The supplier enters their unit price in this field and the Total Price is automatically calculated based on the requested quantity. If they do not have the requested quantity in stock, they also have the option to change their "Response Quantity."
After clicking "Submit My Response," your supplier will have the option to attach pictures from the lot to their response for your comparison before completing the response.
NOTE: If a supplier prefers to talk with you directly instead of filling out the form you sent from SPS, you can press "Enter Response" on the Pre-Purchase Request Detail page for that supplier and enter the information you received from them using the same form.
B.) The supplier enters their unit price in this field and the Total Price is automatically calculated based on the requested quantity. If they do not have the requested quantity in stock, they also have the option to change their "Response Quantity."
After clicking "Submit My Response," your supplier will have the option to attach pictures from the lot to their response for your comparison before completing the response.
NOTE: If a supplier prefers to talk with you directly instead of filling out the form you sent from SPS, you can press "Enter Response" on the Pre-Purchase Request Detail page for that supplier and enter the information you received from them using the same form.
COMPARING YOUR RESPONSES
When your suppliers respond to the requests you send, your Pre-Purchase Request Detail page will automatically update with the response. As others respond, you have the ability to compare them side-by-side and choose the best option.
When your suppliers respond to the requests you send, your Pre-Purchase Request Detail page will automatically update with the response. As others respond, you have the ability to compare them side-by-side and choose the best option.
A.) Checking/Un-checking the box in the "Compare" column will add or remove the supplier from the comparison below.
B.) The Accept/Reject row gives buttons for agreeing or denying a response from a supplier. When you click the green check to agree to a suppliers response, a button for "Add Purchase Order" will appear above. This allows you to skip the steps of adding the supplier and products/prices when creating a purchase order.
B.) The Accept/Reject row gives buttons for agreeing or denying a response from a supplier. When you click the green check to agree to a suppliers response, a button for "Add Purchase Order" will appear above. This allows you to skip the steps of adding the supplier and products/prices when creating a purchase order.