Completing a Quote Request form
- Kevin O'Brien (Unlicensed)
- Kasia Czwarkiel (Unlicensed)
The Service Provider receives a Quote Request from a Customer and finds the item in the Catalogue. The next step is to complete a Quote Request form for the item. The Quote Request form consists of the following sections:
Project Details
Below is an example of the type of information the Service Provider should enter in the Project section:
| Field | Instructions |
|---|---|
| Title | Enter a title that describes the project and which you will easily recognise. Remember that the title is for the whole project not just one item or part. You can add multiple parts to one project. For more information on parts see Adding a Part. |
| Customer User | Start typing the Customer contact name and the Contact box will will show matching results. Select the correct match. Customers The search results shown in the Contact box are customers that the Service Provider has added via the |
| Administrator | Name of the person set up to receive alerts from the system. This could be the account manager or account administrator. |
| Product Code | The reference the Customer provides to the Service Provider. |
| Part Title | Defaults to the catalogue name for the part, but can be changed by the Administrator. |
| VAT | Set the applicable VAT from the list of options:
|
Product Specification
Different types of product have different types of specification. For example, a business card specification will include configurable features like colours on front and back, material type and weight, and matt or gloss finish. In contrast, the specification for a bound booklet will include features like the cover size, number of pages, and bindings. Non-print related products will, of course, have even more varied specifications. All product specifications are set using simple input fields and such as the following:
Due to the wide range of different product specifications, they are not described here. It should simply be a matter of entering the sizes, colours and other features - as specified in the Customers' Quote Request - in the clearly labelled fields.
Special Instructions
The Service Provider can send the Supplier and/or the Customer special instructions concerning the order. The instructions are included on the Part PDF.
To only send instructions to the Customer, select the Customer checkbox
To only send instructions to the Supplier, select the Supplier checkbox
Attachments
The Service Provider can attach any kinds of files to be sent to the Supplier. Examples would be documents containing additional information, or design artwork.
If you want to upload multiple files at the same time, use the 'click to upload' functionality. When the dialogue box opens, select all the files you want within the folder and click the Open button.
Delivery Details
Delivery Date / Time
The Delivery Details section allows the Service Provider to specify the time and date of delivery to the Customer.
- Select the Delivery Date box.
A calendar will appear.
- Select the date the product needs to be delivered to the customer.
- Select the delivery time.
- Use the increment hour and increment minute arrows to set the time.
NOTE: The time uses the 24 hour clock.
Delivery Address
The Delivery details section allows the Service Provider to specify the delivery address(es) for the products. The address is set automatically when the (mandatory) Customer name is entered into the Contact field in the Project Details section. Both the address and FAO (For the Attention Of) field can be edited.
Edit FAO
- Select the text in the FAO field and delete / edit it.
Edit Address
- Click the Edit button.
- Edit the address fields and click the Save button.
Search Address
- Click the Search button and the Search address box appears:
- Select the address type (e.g. Customer Addresses), then the specific address from the displayed list.
If the list is very long you can type part of the address in the search box and only addresses containing those words will display.
Adding a Part
Projects are composed of 'parts'. Each part concerns a particular product type, such as flyers or business cards. Each part requires its own Quote Request.
To add a part you just click the Add Part button and follow the standard process for Raising a Quote Request or Placing an Order for a Rate Card.
The only difference between the first Quote Request you raise for a new project and Quote Requests raised for subsequent parts is that information specific to the project as a whole (rather than an individual part) cannot be modified. Specifically the project Title, Customer User and Administrator cannot be changed:
Next: Service Provider selects Suppliers
Related articles
- Service Provider raises Quote Request for Customer
- Finding a Quote Request item
- Service Provider selects Suppliers