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Quotation message

Version: Process description SALES005 v1.0

The quotation message enables the supplier to offer a quotation to his/her customer. The quotation message is the supplier’s answer to the quotation request received from the customer: the message contains information on what the supplier is able to deliver, and on what terms.

1 Playing rules for the quotation message​

  • If a working code and/or description of the working code is included in the quotation request, this is to be included in the quotation as well’
  • The delivery and pick-up address mentioned in the quotation request is to be included in the quotation as well;
  • Via INTERCOMS the delivery terms can be indicated, under which the delivery will take place. This is not a mandatory information field.

1.1 Uniqueness and status​

  • It is mandatory to include a quotation number in the quotation. This can be used to uniquely identify the message, to enable the matching of the message with the quotation request;
  • If the present quotation is modified after scrutiny by the supplier and forwarded once more, it is mandatory to ensure that the modified quotation has the same quotation number, supplemented with a unique issue number;
  • It is mandatory to include the status in the quotation: ‘provisional’ or ‘definite’.

1.2 Using the data​

Within the quotation it is obligatory to include a date or period regarding the delivery of the products;

  • ‘delivery date’ or;
  • ‘date period begins’ and ‘date period ends’.

1.3 Pricing and charges/allowances​

  • A quotation discount and/or quotation surcharge might be included. Next to the code for the particular type of discount, the amount should be mentioned as well;
  • If is obligatory to mention the nett price in the quotation; optionally, the gross margin might be included as well.

1.4 Trade items​

If the supplier cannot offer the trade item requested by the customer, it is possible to communicate an indication ‘alternative trade item’. This enables the supplier to suggest one alternative trade item for the requested trade item. An alternative trade item is offered if this is cheaper, or better befitting with the request.

2 Exchange quotation data​

Relatie tussen Offerteaanvraag en Offertebericht

Figure 1 – Relation between Request for quotation and Quotation

With a quotation, the prices and allowances – specific agreements – are drafted through a quotation. The customer forwards a quotation request and the supplier then answers via a quotation message. The quotation request contains structured information regarding the trade items that the customer intends to purchase. Via the quotation message, the supplier indicates what he/she can deliver and on what terms.

The purchasing party initiates the process with the quotation message. This requests information and the supplier shall/shall not confirm the information. It is recommended to exchange the relevant trade item data via the Price catalogue message prior to the quotation process.

2.1 Plan of attack for the exchange of quotation data​

Below, one can find in which order the various stages within this scenario are to be completed:

  • The customer drafts the quotation request and forwards it to the supplier;
  • The supplier receives the quotation request and scrutinises it for completeness; the supplier shall determine whether, based on the provided information, he/she is capable of drafting a quotation;
  • If the quotation request contains too little information to draft a quotation, additional information shall be collected form the customer. The supplier is able to do so through reacting on the incomplete quotation request with a quotation that shall have the status ‘inquiry/request’. The supplier shall initiate the drafting of the quotation once he/she has sufficient information;
  • If the quotation request is complete, the supplier shall draft the quotation and forward it to the customer;
  • The customer shall register the quotation in his/her system, and approve or reject it;
  • With the status ‘accepted without modifications’ as indicated through the quotation request message by the customer, the quotation process shall be terminated;
  • Do mind: if a quotation has been given the status ‘agreed’ by the customer, this does not mean that an assignment shall follow from this.