What is an order enquiry?
You use it to document and structure your communication with a supplier.
You can use order enquiries for:
The request to confirm a single price for a known product
Carrying out formal tenders to obtain price, product details, product supplier numbers and delivery times from one or more suppliers
A purchase requisition is an optional document or process step.
How to create a purchase requisition
You have two options for creating a purchase requisition:
Option 1: Manual creation
You can create a purchase requisition manually from scratch and freely.
Option 2: Transfer from an order proposal
You can convert an existing order proposal into an order enquiry. When you do this, the system takes all the information from the order proposal.
Create multiple order enquiries
You can create multiple order enquiries for the same product. This allows you to request quotes from different suppliers for comparison.
Set a confirmation date
You can add a confirmation date to your order enquiry. This tells the supplier by when you need their response.
Important: After this date has passed, the system will no longer consider order enquiries that have not been processed further, provided you have activated the setting to remove them after x days.
Uploading supplier quotations
How to upload documents
Open your order enquiry
Click on the "Upload quotation" tab
Upload the supplier's quotation document
The document appears on the right-hand side of the form
OCR function (Optical Character Recognition)
The system uses OCR technology to automatically read uploaded quotations.
This is how it works:
The system scans the uploaded quotation
It extracts the item information
The extracted data appears on the left-hand side of the form
Product recognition
The system recognises products in two ways:
Automatic recognition: the system assigns the product supplier number to your existing products, using information such as: GTIN, product number or supplier product number is used
Manual allocation: You can allocate products manually if automatic recognition does not work
Transfer offer data
You can transfer the information from the supplier quotation to two places:
To your master data: Update product information in your system
Directly into an order: Create an order immediately with the quotation details
Advantages of using order enquiries
When you actively incorporate supplier quotes into your routine, you get these benefits:
Synchronised master data: Your product information remains up-to-date
Transparent tendering processes: You can clearly track all requests for quotations
Faster processing: the automated workflow speeds up your procurement
Reduced errors: OCR technology minimises manual input errors
Increased transparency: All communication and documents are centrally available
Streamlined process: Less manual input required overall