Outsourcing for Clients

The main steps that a client needs to perform to outsource a project are:

  1. Create a project (optional).
  2. Create a spec (optional).
  3. Create an RFQ for the outsourcer (optional).
  4. Accept or reject the outsourcer's quote.

The topics listed below detail how the above four steps are performed and also present additional information that is useful for a client. The sections covered include:

  • How to Create a Project (optional - the outsourcer can also do this)
  • How to Create the Spec Details (optional - the outsourcer can also do this)
  • How to Create an RFQ (optional - the outsourcer can send a quote even if there is no RFQ)
  • How to View a Quote
  • How to Accept a Quote
  • How to Reject a Quote

How to Create a Project (Client)

You must create a project before creating a specification. A project contains specifications, quotes, and orders.

To create a project:

  1. Click Create a Project on the right-hand side of the top navigation bar.
  2. Enter the project information on the Create Project page.
  3. You must specify the outsourcer you wish to use in Outsourcer User field. Click the Outsourcer User Contact card.
  4. Select the required outsourcer from the list of your contacts that appear.
  5. Click Create Project.

 

How to Create the Spec Details (Client)

Specs describe the various components of a project. Specs are needed to request a quote and place an order. You must create a project before you can generate a spec. If you have not already created a project, refer to How to Create a Project.

However, you do not have to generate a spec, you can leave this task to the outsourcer.

To create a spec:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu and select Create... from the Specs drop-down menu.

 

How to Create an RFQ (Client)

An RFQ contains the details of the project that you want your outsourcer to find a supplier for. Either you or your outsourcer must have created a project and generated a spec before you can create an RFQ. For information on creating a project, refer to How to Create a Project and for information on generating a spec, refer to How to Create a Spec.

To create an RFQ:

  1. Navigate to the Project Home page.
  2. Click Quotes in the Project Menu.
  3. Select Create... from the Quotes drop-down menu.
  4. Check the spec, or specs, that you require for this quote.
  5. Click Continue.  This produces the Create RFQ page.
  6. Enter the quote details in the fields provided. You must specify a Quote Due Date and a Proposed Order Completion Date. You must also specify at least one quantity for the requested item in the Quantity 1 field.
  7. Enter any other relevant details in the Description and Comments fields.
  8. Click Send RFQ.

The quote is sent to the outsourcer you specified when you created the project.

 

How to View a Quote (Client)

Once the outsourcer finds a suitable supplier for your project, they generate a quote and send you this quote. You will receive an email notification once a quote arrives for one of your current projects. The quote details are also displayed in the Open RFQs Deskoid.

To view the quote:

  1. Click the link in the email you received to notify you that the quote arrived. This will take you directly to the Quote Details page.

or

  1. Navigate to the Project Home page.
  2. Click Quotes in the Project Menu.
  3. Select List from the Quotes drop-down menu.
  4. Once you are on the RFQs and Quotes pages, in the Quotes section, click the title of the quote you want to view. This takes you to the Quotes Details page.

The Quotes Details page displays the details of the quote and is split into two main sections. The first section, Quote Details, displays the general details of the quote.

The second section, Details for each item, displays the details for each item in the quote.

If the outsourcer has enabled the pricing information option, you can view the details of the estimates the outsourcer received by checking the Show Pricing Information checkbox. This pricing information includes the initial price, the markup the outsourcer includes, as well as the sell-price for the quote. The sell-price is what the client will have to pay the outsourcer. If the outsourcer does not enable the pricing information option, only the sell-price is visible.

For details on how to accept or reject a quote, refer to How to Accept a Quote and How to Reject a Quote.

 

How to Accept a Quote (Client)

Once you view the details of a quote (How to View a Quote) you can accept or reject the quote.

To accept a quote:

  1. Navigate to the Quote Details page using the techniques described in How to View a Quote.
  2. If you are happy with the terms of the quote, click Create Order from Quote. This produces the Quote Details page.
  3. Enter a PO number and check the Close RFQ checkbox.
  4. Click Create Order.

The Order Acknowledgment page appears.

Your order is submitted to the outsourcer who contacts the supplier with the order details. The supplier then provides you with the items specified in the order.

 

How to Reject a Quote (Client)

Once you view the details of a quote (How to View a Quote) you can accept or reject the quote.

To reject a quote:

  1. Navigate to the Quote Details page using the techniques described in How to View a Quote.
  2. If you are not happy with the terms of the quote, click Reject Quote....

The quote is rejected and the outsourcer is notified. The outsourcer should then provide you with another quote for the job.

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