1. E-source (RFQ): 
   

To begin, Click on E-source from the left side panel

This page shows the products requested. 

Note: in the user added vendors and prices to the product created. Whenever that specific product is ordered, Penny will automatically select the added vendors to send RFQs to. 

Assuming that there are additional vendors that need to be registered after product creation, start by clicking the checkbox next to the product, or the checkbox next to “Product/Service Description” to check all products. Once done, click  on the right should turn from grey to yellow

Now, click on  a side window would appear as shown.

Now click on the  button corresponding to the wanted vendor 

Once done adding all the vendors you require, click 

As shown in the image below, all the vendors that were added appeared in the vendor column.

Now, send the RFQs by clicking on 

This section allows checking on the due dates, contact information, adding comments for the vendors and upload documents via  

Once satisfied, click 

The form has been updated with a table that displays each vendor in its own column.

Note: Please note that the RFQ section is now collapsed; however it is still accessible in case there are more RFQs to be sent to new vendors. This section can expand it by clicking on “Requested Products & Services” 

1.1 Vendor’s view:

The process begins when the vendor receives an email informing them of the RFQ as shown below:

And this is the portal the vendor is directed to, once the vendor clicks on “Submit your quote”:

In the vendor portal, they can submit prices, payment terms, taxes, ETA for the delivery, shipping terms, shipping fees and remarks back to the buyers. Once the RFQ process is completed, the E-source table is updated to contain the vendor’s current offers. 

1.1.2: Offer Table:

1. Accept/Decline an offer made by a vendor
   
2. Negotiate the offer terms and prices with the vendor.
   
3. View the history of negotiations 
   
4. Compare offers
   
5. Send reminders to vendors.
   
6. Update offers offline manually
   

Start by clicking on the  button on the right side of the page to check if a vendor has submitted a quotation. 

1.1.2.1 Send Reminders: 

Now a reminder has been sent to all other vendors.

Click on  again to check all new offers, and move along through the process by selecting the best offer. Penny, by default automatically selects the best offer available depending on the lower price. If there’s another offer that seems more suitable (due to faster delivery for example) it can be manually selected by clicking on the offer price that corresponds to the vendor column as shown.

1.1.2.2 Negotiation:

In the negotiation column, the values for each term of the offer along with the price can be manually edited by clicking directly on them

Once the negotiation is done. Click on the Negotiate column, then click on “Submit Negotiation”

A negotiation side window should open, and in it, we can double check to confirm our negotiation terms. 

Click on   to submit the negotiation to the vendor.

Click on  to check if the vendor has responded to our counter offer. Once the vendor responds, the offer will change in the offers table view. 

1.1.2.3 Accepting an offer:

Now, click on the vendor column and accept the offer by clicking on “Accept Offer” in the vendor column

In the accept offer window, a remark can be added, which will be displayed along with the RFQ offer in the order module.

Once satisfied with the offer, click on  

Now the accepted offer has passed to the Orders module.