Supplier Portal Workflow

Supplier Portal Workflow


When a quote or estimate is created, that requires an operation to be outsourced, an ‘Outsource Request’ can be generated and accessed by the supplier.

Info

See attached Supplier Portal Workflow document with information for suppliers only.

Internally

Internally, the estimator flags the operation required to be outsourced. This can be done at product, section or operation level.

At an operation level, operations can be pre-defined as outwork operations or any operation can be set to outsource on the quote or job.

In this example I have a pre-defined outwork operation for the creation of a new die. Click the ‘Outsource’ tab:
The ‘Outsource Operations’ screen will drop down. Select the operation to outsource and you will see fields for the ‘Supplier’ and ‘Description’:




The first step is to select one or more suppliers you would like to quote on the job. The ‘Supplier’ tab has two sub tabs. 
Operations – Here you can create groups and add preferred suppliers to these groups to make the selection process simple.
Suppliers – This tab shows all suppliers that exist in your system:



Here I select to make the request to ‘Default Supplier’:



This adds an additional section to the bottom of the dropdown showing the selected supplier:

Add the request details into the ‘Description. You can also attach a file:



When a file is attached, you will see an additional dropdown:


Once all the details are entered, click the ‘Send email request’ button:

You will see a confirmation message. Now click ‘Save and Close’:



The screen will update to show the operation contains outsource requests:



You can internally track outsource requests via the outsource request board:



The board is status based and filters can be checked on or off to filter down the lists. We can see the request just created on the board with a status of ‘Email Sent’:




Alert

When a supplier clicks the link in the email or opens the request from their board, the request status will auto update to ‘Clicked into Portal’. 
This is useful to see if the supplier has looked at the request. If the status stays at ‘Email Sent’, you know the supplier has not seen it.




Externally

The supplier can be given access to printIQ as a ‘Supplier’ user.
User type will be ‘Supplier’, Customer will be the name of the supplier itself and the user role will be set to ‘Supplier’:

When an outsource request is sent the supplier will receive an email with a link to the request or they can manage via their access to the board in IQ:






The supplier will have access to the ‘Outsource Request’ board when they log-in to printIQ. As this is status based, all new requests will drop onto the board based on what filters are selected.
Here we have all status options selected up to ‘Attached Quote’. Once the status is on ‘Request Submitted’ it is finished from the suppliers end so they would not need that in by default.
You can see the request we just made show on the board on the status of ‘Email Sent’ along with two other open requests:


The supplier clicks on the ‘Eyeglass’ to open the request details portal:


In here they will see the details of the request and any attached files. They can add their own reference and notes and attach their own files for you to reference.
Once done they click ‘Submit Quote’:
Back in the supplier’s portal, they can refresh the board and due to the filter settings, the request will drop off the board leaving only requests still to be actioned:

Internally (part 2)


Back on the board the estimator can refresh the board at any time to see status updates. We can see the request is now on the status ‘Request Submitted’:


From the ‘Eyeglass’ you can select ‘Details’ to open the request to see the details entered by the supplier:



If the supplier attached any documents these can be downloaded here:


Select ‘To Quote’ to go directly back into the quote details:



In the quote, scroll down to where the outsourced operation is and click on the ‘Outsource’ tab:


Click the checkbox next to the supplier name to lock in the supplied pricing (this is necessary as you could have pricing from multiple suppliers and you can select different suppliers against different quantities):



This selected supplier will now show highlighted in green. You can click the ‘Show Margins’ option to add margin on top of the suppliers pricing:


Here you use a ‘Factor’ to markup the sale price. Once done click ‘Save and Close’:


The outwork is now locked in and the quote pricing updated:



Alert
Once the quote becomes a job, the majority of the Outsource Purchase Order details will be pre-populated from the information entered during quoting.

When a quote with outsourcing contains artwork and/or supporting files, and it is accepted, these files can be dragged to the artwork and supporting document fields on the Submit Artwork screen:


Files can also be uploaded by clicking the upload buttons on the submit artwork screen.

Supporting documents have a checkbox next to them:



When this is checked the supporting files linked to the product will become visible in the supplier portal and can be accessed by supplier users:


    • Related Articles

    • Outsource - Outsource Purchase Order Automation

      OPO Configuration Settings All config settings can only be accessed by printIQ support staff A system setting determines how outsource purchase orders are created / managed after accepting a quote with an outsource request on it. Each option on this ...

    • Purchase Order Approval Process

      Purchase Order value limits can be configured for both Inventory and Outsource Purchase Orders. The minimum purchase value that will require approval can be optionally set in 3 different places In System Setting (affects all Purchase Orders that ...

    • Supplier Invoicing (Purchase Order Flipping)

      Applies To Users wanting to set up printIQ to enable Suppliers Users to input their invoice details for Completed and Dispatched Outsource Purchase Orders directly into printIQ. Common Uses: To setup, configure and use Outsource Purchase Order ...

    • OUTSOURCE - Supplier Portal – Automatic Update Job to Finish Production

      Overview To assist with minimising touch points within certain workflows, we can now automatically update a ‘Job Status’ to ‘Finished Production’ on a fully outsourced job when the outsource ‘Suppliers Invoice’ has been entered against the outsource ...

    • OUTSOURCE - Managing outsourced orders

      Creating Outsource Purchase Orders At a job level, you can generate an outsource purchase order (OPO) for a ‘partial’ outsource (where selected operations are outsourced) or a ‘full’ outsource (where the entire production of the job will be ...