Outsourcing for Outsourcers

The main steps that an outsourcer needs to perform to present a client with a quote and place an order with a supplier are:

  1. Create a project (optional).
  2. Create a spec (optional).
  3. Create an RFE for suppliers (optional).
  4. Create a quote and present it to a client.
  5. After the quote is accepted, place an order with a supplier.

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

  • How to Create a Project (optional - the client can also do this)
  • How to Create the Spec Details (optional - the client can also do this)
  • How to Create an RFE (optional - you do not necessarily have to do this. You can create quote directly from an RFQ)
  • How to Present a Quote to the Client
  • How to Accept an Order from a Client and Place the Order with a Supplier
  • How to Control the Pricing and Markup Information that is Visible to the Supplier
  • How to Give a Supplier an Alias so that the Client does not know the True Identity of the Supplier
  • How to Revise a Quote
  • How to Retract a Quote
  • How to View the Markup Analysis

How to Create a Project (Outsourcer)

You must create a project before creating a specification. A project contains specifications, quotes, and orders. You will not always have to create a project. In some situations, the client will create the project and generate the specs before sending you an RFQ. In other situations, the client may just provide you with the project details over the phone or by email and you will then have to create the project and generate the specs before you can send any RFEs to your suppliers.

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 client you for the project in the Client User field. Click the Client User Contact card.
  4. Select the required client from the list of your contacts that appear.
  5. Click Create Project.

 

How to Create the Spec Details (Outsourcer)

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 create a spec. In some situations the client will already have provided you with a spec in the RFQ you receive.

To create a spec:

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

 

How to Create an RFE

Once you receive an RFQ from a client, you need to create an RFE and send it to your suppliers so that you obtain a price for the project and present this to your client.

To create an RFE:

  1. Navigate to the Project Home page.
  1. Click Estimates in the Project Menu.
  2. Select Create RFE... from the Estimates drop-down menu.

For more information on the fields available and the steps required to create and RFE, refer to How to Create an RFE (Buyer). An outsourcer creates an RFE in the same way as a buyer does when the buyer isn't using outsourcing.

 

How to Present a Quote to a Client

In most cases, before you present your client with a quote for a job, you must send out an RFE to your suppliers so that you can determine how much the job is going to cost. You do not necessarily have to send out any RFEs to your suppliers, you can just create a quote without receiving any estimates if you like. Once you send the RFE to your suppliers, you will receive estimates from your suppliers. When a supplier replies to your RFE with an estimate, you receive email notification. The email notification contains a link that takes you directly to the Estimates page that contains details of the estimate. For more information on viewing estimates, refer to Estimates and Orders. The estimate details are also displayed in the Estimates to Review deskoid.

 You can create a quote in two ways:

  • From RFEs
  • Directly from an RFQ

 

Creating a Quote from RFEs

Once you receive and review all of the estimates, you can create a quote for your client.

To create a quote:

  1. Navigate to the Project Home page.
  2. Click Quotes in the Project Menu.
  3. Select Create... from the Quotes drop-down menu.
  4. Select the specs you want to include with the quote. This MUST be the same spec that you, or the client, specified when the project was created.
  5. Click Continue.
  6. This produces the Create Quote page. This page displays all of the estimates that you received for this project.
  7. To enable the client to see the cost prices and markups, check the Allow client to see cost prices and markup checkbox.
  8. Use the Display prices in drop-down menu to determine whether the prices are shown by unit price or by total price.
  9. To add an item that is not in the RFQ, click Add Item and select the required item. For example, you can use this option to add a sample of a brochure.
  10. To add an estimate from a supplier that is not on Noosh, use the last line beneath your Noosh estimates to manually enter the details of the estimate.
  11. Check the Quoted checkbox beside the estimate that you want the client to see. The client will also see any estimates that you included by checking the Included checkbox, but will only be able to select the Quoted price.

You can configure the markup that you apply to the estimates you receive from suppliers. You can configure a variable markup that is percentage dependent or you can set a fixed markup price.

  1. To configure a variable markup, specify the markup percentage in the Variable section of the Markup section.
  2. To configure a fixed markup, specify the markup percentage in the Fixed section of the Markup section.
  3. Once you have filled in all of the required fields, click Send Quote.

The Quote Acknowledgment page appears.

Your client is notified by email that a quote for the project has arrived.

 

Creating a Quote directly from an RFQ

To create a quote directly from an RFQ:

  1. Navigate to the Project Home page.
  2. Click Quotes in the Project Menu and select List from the Quotes drop-down menu.
  3. Click the quote name in the RFQs and Quotes page. This produces the RFQ Details page.
  4. Click Create Quote.... This produces the Create Quote page.
  5. The remaining steps are the same as steps 6-14 in Creating a Quote from RFEs above.

 

How to Accept and Place an Order

Once a client accepts a quote, you will receive an email notification stating that the client has accepted the quote. The quote details are also displayed in the Pending Quotes Deskoid.

You must now accept the order and generate an order for the items specified in the quote.

To accept the order:

  1. Navigate to the Project Home page.
  2. Click Orders in the Project Menu.
  3. Select List from the Orders drop-down menu.
  4. Click the Selling tab.
  5. Click the order name.
  6. Review the order details to make sure they are correct and click Accept Order.

The Accept Order dialog appears.

  1. Click OK.

The next step is placing the order with the supplier. To do this follow the instructions outlined in How to Create an Order (Buyer). An outsourcer creates an order in the same way as a buyer does when the buyer isn't using outsourcing.

 

How to Control Pricing Information

You can control the pricing and markup information that is visible to your supplier.

To enable the client to see the cost prices and markups:

  1. Check the Allow client to see cost prices and markup checkbox on the Create Quotes page.

 

How to Give a Supplier an Alias

You can give any of your suppliers an alias so that your client does not know exactly who your suppliers are.

To create an alias for a supplier:

  1. Click the Admin tab at the top of the page.
  2. Click the My Group tab.
  3. Click Suppliers in the Third-Party Options section.
  4. In the Supplier List section, click the supplier that you want to assign an alias to.
  5. Click Edit Status and assign an alias to the supplier.
  6. Click Update.

 

How to Revise a Quote

Before a client accepts a quote, you have the opportunity to revise the details of the quote.

To revise a quote:

  1. Navigate to the Quote Details page using the procedure described in How to View a Quote.
  2. Click Revise Quote....
  3. Revise whatever details you want to and click Send Quote when you are finished.

Your client will receive the revised quote.

 

How to Retract a Quote

To retract a quote after you submit it to a client:

  1. Navigate to the Quote Details page using the procedure described in How to View a Quote.
  2. Click Retract Quote.
  3. Click OK.

The quote is retracted.

 

How to View the Markup Analysis

Once you have accepted an order from a client and placed the order with a supplier, you can view a markup analysis on the project.

To view the markup analysis:

  1. Navigate to the Project Home page.
  2. Click Orders in the Project Menu and select List from the Orders drop-down menu.
  3. Click the Markup Analysis tab.

The Markup Analysis page displays buying and selling details for your analysis.

 

Using My Desk for Outsourcers

Using My Desk (Outsourcing)

You can use the My Desk Summary page to view the current status of your projects.

When you want to view the details in a particular deskoid, make a selection from the drop-down menu provided and click the . The requested information is displayed below the deskoid title.

For example, if you want to view the information about tasks received in the past seven days, select Received past 7 days from the Task by Project deskoid.

Then click the  to view the task details. The tasks are displayed.

To view a task, just click on the task.

The available deskoids are:

  • Daily Noosh - This deskoid describes how you can customize your My Desk Summary page to suit your individual needs.
  • Tasks by Project - This deskoid displays the tasks associated with each project. Use the drop-down menu to determine the extent of the information displayed.
  • Pending Orders and Changes - This deskoid displays information about orders and changes.
  • Pending Quotes - For more information on this deskoid, refer to Pending Quotes Deskoid.
  • Open RFQs - For more information on this deskoid, refer to Open RFQs Deskoid.
  • Hot Projects - This deskoid displays any hot projects.
  • Messages - This deskoid displays any messages that were received in the time period selected from the drop-down menu.
  • Project Activity - For more information on this deskoid, refer to Project Activity Deskoid.
  • Estimates to Review - This deskoid displays information and estimates that need to be reviewed.
  • Projects to Estimate - This deskoid displays information on projects that require and estimate.

 

Project Activity Deskoid

The Project Activity deskoid displays information about any activity that has occurred on the project within the time frame specified in the drop-down menu. It is a good method for tracking the progress of a project.

For example, to view the tasks that have occurred during the course of a day:

  1. Select Today from the Project Activity deskoid drop-down menu.
  2. Click the .

The tasks are displayed in the Project Activity deskoid.

You can view the individual project by clicking on the project name.

 

Open RFQs Deskoid

When a client creates a project and sends you an RFQ, you will receive an email notification of the new project. The Open RFQs deskoid is also updated with the information about the new RFQ.

Click on the RFQ name to view details of the RFQ.

This produces the RFQ Details page.

You can request estimates from this page by clicking Request Estimates.... For more information on requesting estimates, refer to How to Create an RFE.

 

Pending Quotes Deskoid

Once you receive estimates from a supplier and send a quote to your client, the quote information is displayed in the Pending Quotes deskoid until the client either accepts or rejects the quote.

For example, to see if there are any quotes pending in the current working day:

  1. Select Today from the Pending Quotes drop-down menu.
  2. Click the .

The pending quotes are displayed. Once a client replies to the quote, the information in this section disappears because the quote is no longer pending.

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