OUTSOURCE - Partial Outsource with Tendering

OUTSOURCE - Partial Outsource with Tendering


Tendering from quote

Any operation on a quote can be selected to ‘Outsource’. If pricing needs to be sourced from single or multiple suppliers, this process should be followed. 

In this example, we are going to quote a book with ‘Gloss Varnish' on the insert. This operation will be outsourced.
For the 'Gloss Varnish', we want to tender out the finishing to two suppliers and find out who can get us the best price.

 




  Create a quote like normal, and click the ‘Outsource’ button on the pricing details table:



 

 

This will bring up available outsource options for this section:

 

Click on the ‘GLOSS VARNISH Front’ option. This will pull through the operation name and default description. You can change this if required:



 Click on the supplier dropdown and choose the suppliers you wish to send the tender to:




Select both suppliers, check the email addresses are correct and click the ‘Send Email Requests’ button:

 

 

An 'email sent' confirmation message will appear on screen. Click ‘Save and Close’ to exit the modal.

Back on the quote workings, you will see a ‘?’ icon next to the job operation. This indicates that the operation is waiting on tendered pricing:



The ‘Outsource Request Board’ can be used to track the progress of your tendering. You will see the quote number, and its current status. When first sent it will show as ‘Email Sent’:

 


The supplier will receive an email with a link to the supplier portal.  Clicking the link will open the portal where the supplier can enter the pricing details, add notes & a reference number and attach files:



When suppliers have entered the pricing details, they can click Submit Quote in the portal:

  

This will update the status on the 'Outsource Request Board' to Request Submitted.

 

After suppliers have submitted their pricing, this will update in the outsource modal on the quote. To see the pricing that has been submitted click the ‘Outsource’ button:

 



 
You will now see the pricing options that your suppliers have entered:

 

Select the preferred option by clicking the checkbox next to the supplier and the checkbox below the quantity pricing. Then click ‘Save and Close’:

 

The operation in the list will now display as an ‘outsourced operation’ and the pricing will have updated to what was selected in the outsource modal when the selected quantity in the Outsource modal is selected for the pricing grid:  




Outsource Template

If you are producing the job with other suppliers but still need to do some of the work, such as design, artwork, file checking or proofing inhouse first, you can setup an 'Outsource' custom quote template with a selection of default operations attached (more can be added on a quote by quote basis):


 


 

  

You can the produce a quote with selected operations as inhouse with others marked as outwork:

 

Quote is converted into a job
Within the ‘Job Details’ screen, go to the Outsource tab and click 'New' -> 'Outsource'.  The 'Creating Purchase Order' modal will load and it will have the outsourced operation as a tab that can be selected by a radio button:

 

  

Select this radio button to bring through the outsource details as set on the quote. The modal will update showing the quoted supplier and pricing. Add or update any other information, such as the ‘Required From Supplier’ date, reporting code and delivery options:

 

Multiple Deliveries on an Outsourced Purchase Order

Further down the modal users can choose to have items delivered back to their own factory address, using the 'Deliver To Me' option:


Or, the 'Deliver to Customer' option can be chosen, which allows for multiple delivery addresses to be set on the OPO.

If 'Use job deliveries' is selected, the deliveries set on the jobs dispatch tab will display and will be applied to the OPO:



Clicking the 'x' icon next to a delivery will hide it from the supplier portal.
After hiding a delivery, a warning with an orange background will display above the deliveries, to tell you the delivery quantity is now under-allocated:


The OPO quantity needs to be decreased by the number on the hidden delivery for the warning to disappear:


If the delivery is reactivated and the OPO quantity has not been updated, a warning with a red background will display to tell the user the delivery quantity is over-allocated:

This will display until the OPO quantity is re-set to 5000.

If an OPO is set to use  job deliveries, and those deliveries get modified, the user will be alerted. A warning icon will display on the 'Purchase Order' tab on the Job Details screen. This icon has a tooltip explaining; "Some purchase order deliveries are no longer linked to the jobs deliveries as they have been recently modified. This can be resolved by editing the purchase order."

A broken link icon will also appear next to the OPO number on the Purchase Order tab. This icon has a tooltip that says;  "Deliveries on this purchase order are no longer linked to the job. This can be resolved by editing this purchase order":


Inside the OPO modal a warning icon and a refresh icon will display above the deliveries. The refresh icon needs to be clicked to update the OPO deliveries and sync them with the updated job deliveries:


Instead of using the job deliveries, deliveries can be specified by selecting the 'Specify Deliveries' option. The default delivery address and contact will display here by default but more can be added by clicking the + icon. Delivery names and addresses can also be added and edited here:

 

An Outsource Purchase Order will be created and the Purchase Order tab on Job Details will display the total number of PO's linked to the job:


Inside the Purchase Order tab, users can see the breakdown of the number of Outsource Purchase Order and the number of Inventory Purchase Orders:


 After the Outsource Purchase Order has been created from within the job details screen, the 'Outsource Board’ can then be used to manage and track the order:


 

Outsource Portal - Linked Jobs

Suppliers can be informed about other related products on a quote which they may be required to provide a quote on. This can be done by adding a line of text into the supplier portal using a content string called ‘Outsource Request Number of Products on Quote’. It will show above the ‘Insert Price’ header in the portal and will only display if there is more than one product, or part of a product, to provide a price for on the same quote. 

Content Strings are found under Admin -> Customise -> Branding:



The content string contains the below wording by default. It can be amended as required:
There are {NumberOfOutsourceRequestsOnQuote} total parts to this order across {NumberOfProductsOnQuote} products which will be coming to you at the same time if you win this job. 

When active, it will display in the supplier portal as shown below:



When a Purchase Order is sent to a supplier from within a job a different Content String is sent along with it. The supplier will be sent an email with a PDF of the Outsource Purchase Order and a URL to view the purchase order in the supplier portal. The content string that can be added here is called ‘Outsource Request Number of Purchase Orders on a Job’:



The content string contains the below wording by default. It can be amended as required:
There are {NumberOfPurchaseOrdersOnAcceptedQuote} total parts of this order to be produced across {NumberOfOutsourcedJobsOnAcceptedQuote} job(s).

When active, it will display in the supplier portal as shown below:

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