Invite a supplier to your project, then select the products you want them to quote. When they respond, compare their suggestions with your current product details.
You decide which changes to accept. Supplier suggestions do not change your specification until you accept them.
1. Give the supplier project access
Before you request a quote, give the supplier access to the project. Open Suppliers in the project hub, or manage access from your schedules.
To check who already has access, open the supplier avatars or access list.
Select Invite.
Select a contact from your Address Book, or create a new contact.
Select Next.
Choose which changes the supplier can suggest.
Select any files they need, such as pinboards, presentations or uploaded files.
Check the permissions and shared files. Add a message, then send the invitation.
Permissions control what the supplier can suggest: pricing, lead times, specifications, new products or alternatives. Pricing can include unit retail price, unit trade price, trade discount and estimated shipping.
Suppliers can suggest changes, but they cannot edit your products directly.
You can change permissions at any time. Removing a shared file ends the supplier's access to it immediately.
Inviting a supplier does not share any products. You choose which products they see when you send them for a quote.
The supplier does not need a Programa account. They use a secure link that stays active for 30 days.
2. Send the products for quoting
Open All products.
Select the checkbox beside each product you want quoted. You can select products from different sections.
Select Get quote in the bottom bar.
Check the supplier, selected products and access permissions.
Add a message explaining what you need, such as a price or confirmed lead time.
Select Send quote request.
The supplier receives an email with a link to the selected products. They can view these products and submit a quote while the link is active.
Their first quote request includes a short introduction to the process.
3. Track what is out for quoting
Check a product’s Procurement status to track its quote. You do not need to open the request. Quoting does not change the product’s Workflow status.
Send a request: the status changes to Quoting.
Accept a quote: the status changes to Quote accepted.
Reject a quote: the status changes to Quote rejected. This also applies if you previously accepted the quote.
Receive a revised quote or send a new request: the status returns to Quoting.
Restore an accepted quote: the status changes to Quote accepted.
If the product is Ordered or at a later stage, quoting does not change its status. You can still change the status manually.
Filter or group Products by Procurement status to review quoting. Saved views using the old Quoting product-status filter still work
4. Review the response
When a supplier responds, a review bar shows their name and the number of updates. Each schedule shows responses for its products.
Open All products to see every response for the project.
Select Review.
Compare the proposed values with your current product details. Check how long the quote is valid.
Select Accept to apply the proposed values, or Reject to decline them.
Add a rejection reason if needed. The supplier can see this reason.
When you finish, select View recently reviewed products to open the products you reviewed.
The panel groups responses by supplier. Check each update before you accept it. You can accept updates one at a time, or accept all remaining updates from the bottom of the panel.
Depending on permissions, suggestions can include pricing, lead time, quantity and specifications.
If you changed a product after requesting the quote, check which values Accept will replace.
Accepted pricing appears in the Product pricing section of the product’s Financial tab. The product’s Activity tab records the acceptance.
Fees on a quote
Suppliers can add Freight, Installation or Custom fees. The review panel shows these as estimates beside the product updates.
Accept a fee to add a line item in the Fees category. Its name includes the fee and supplier, for example “Shipping fee - Cult Design”.
Reject a fee if you do not want to include it. You can also delete an accepted fee from the schedule later.
To include an accepted fee in an order, select it when you create the order. Accepting the fee does not add it to an order automatically.
Suggested products and alternatives
If their permissions allow it, suppliers can suggest alternative or additional products. These appear in the same review panel as pricing updates.
Open the suggestion in the review panel.
Check the product details. Check the destination under Will be added to Schedule / Section.
Select Accept to add the product, or Reject to decline it. You can include a note when you reject it.
After you accept a suggested product, you can request a quote for it. Use the same steps as for other products.
Restore an accepted quote
If product details change after you accept a quote, you can restore the accepted values. Check the current details first. Restore replaces them with the values from the accepted quote.
Open Activity in the product's details.
Find the most recent accepted quote.
Select Restore.
Check the product details after you restore the quote.