This article provides a clear understanding of the process suppliers follow to submit offers for an RFQ (Request for Quote) created by a Ply user.
How Suppliers Receive an RFQ
When a Ply user creates an RFQ, they must select the suppliers they want to send the RFQ to for offers. Suppliers will receive an email like this:
When opening the email, they’ll have to choose between 2 options:
A) "Enter Bid Manually" B) "Upload Your Offer"
Option A: "Enter Bid Manually”
Selecting "Enter Bid Manually" will display a list of requested items. Here, suppliers can input their offer for each item. The main advantage of this option is that the client will receive the offer immediately. Let’s walk through the process step by step.
- Quantity: This is the number of items the Ply user has requested. If necessary, the supplier can adjust the quantity. For example, if the customer requested more units than the supplier can provide, the supplier can modify the quantity accordingly.
- Cost: This is the price per unit offered by the supplier. The system will automatically calculate the total cost by multiplying the unit price by the quantity.
- Note: A field where suppliers can add any specific notes related to the material.
- Red Circle Icon: This allows the supplier to delete an item from the list if it's unavailable.
- Add Extra Materials: Below the material list, suppliers can add additional items if necessary.
- Lead Time: This is the time it will take for the supplier to have the item in stock. For example, will it be available in 1 day, 2 days, or 1 week?
It’s mandatory to attach a file to the RFQ. Suppliers should include any documents that support their bid, such as price lists, detailed descriptions of materials, or alternative offers that might interest the client.
Once everything is filled out, double-check the subtotal price and add the tax amount if applicable. There’s also an optional space for additional notes.
Finally, click "Submit Quote", and the Ply user will receive the offer right away.
Option B: "Upload Your Offer”
If the supplier selects "Upload Your Offer", they will still see a list of the items, but without fields to enter data manually. Instead, they can upload a file containing their offer. In this case, the Ply team will manually enter the offer details into the RFQ on their behalf.
Once the supplier submits their offer via either method, Ply users can review all offers in the “Offers” section of the RFQ.
We hope this guide helps clarify how suppliers can submit their bids! If you have any further questions, feel free to reach out.