Creating a Pricing Request (Instead of a Standard PO)

Creating a Pricing Request (Instead of a Standard PO)

Purpose

The Pricing Request feature in Contractor Foreman allows you to gather quotes from multiple suppliers before issuing a formal Purchase Order. This approach provides greater flexibility during the procurement phase and is especially helpful when you need to compare costs, negotiate terms, or validate budget estimates after bidding but before vendor selection is finalized.

Rather than committing to one vendor up front, you can generate a single Pricing Request tied to a project, list the materials or services you need, and invite several suppliers to submit pricing proposals. Once responses are received, you can evaluate, select the preferred supplier, and convert the Pricing Request into an official PO, all within the same workflow.

When to Use a Pricing Request

Use a Pricing Request instead of a traditional PO when:

• The bidding window has closed, but you still want vendor flexibility.
• You’re evaluating material costs or service quotes across multiple suppliers.
• You need to solicit competitive pricing before making a final award.
• You want to capture vendor quotes inside the system rather than by email or phone.
• Your company follows a procurement policy requiring three or more price comparisons before purchasing.

Key Benefits

1.        Centralized Comparison – View all vendor responses within the same PO interface.

2.        No Vendor Account Needed – Suppliers do not need to be Contractor Foreman users to participate.

3.        Audit Trail – All activity is logged, creating a clear history of pricing decisions.

4.        Faster PO Conversion – Once a quote is accepted, the PO is immediately ready to finalize and send.

Navigation Steps

1. Open the Purchase Order Module

• Go to the Main Menu (≡)

• Click “Purchase Orders”

You’ll be taken to the Purchase Orders dashboard, showing:

• PO Number
• Project
• Vendor (if already selected)
• PO Type (Individual or Pricing Request)
• Status (Draft, Submitted, Approved, etc.)

2. Locate and Open the Draft Purchase Order

• Use the filters (e.g., Project Name, Vendor, Status) to find the PO you want to convert into a Pricing Request.
• Click the PO entry to open its detail view.

Tip: Start with a Draft PO if you haven’t added items or vendors yet. You can also begin with a partially built PO and convert it mid-way.

3. Convert PO Type to “Pricing Request (Multiple Suppliers)”

• In the top section of the PO form, look for the “PO Type” dropdown.
• Change it from “Individual” (default) to “Pricing Request (Multiple Suppliers)”.

This action transforms the PO into a multi-vendor solicitation form, enabling input from several suppliers at once.

4. Add Line Items for Quoting

• Navigate to the Items Section.
• Click “Add Item” to include the materials, equipment, or services you want suppliers to quote on.
• You can:
  • Import from the Cost Items Database
  • Add items manually
  • Import from the Estimate or Schedule of Values

Make sure all key details are included: item description, quantity, unit type, and any special instructions.

5. Add Suppliers to the Pricing Request

• Scroll to the Suppliers section of the PO.
• Add two or more suppliers you want to receive the request.
• You may:
  • Select from your existing directory
  • Add new suppliers by name and email, they don’t need Contractor Foreman accounts

Once added, these suppliers will be linked to the PO and will receive the pricing request via email.

6. Submit the Pricing Request

• After adding items and suppliers, click “Submit Pricing Request.”

This triggers notifications to all listed vendors, asking them to respond with their proposed pricing.

Each supplier receives:

• A list of requested items
• The quantity needed
• A secure link to submit pricing back into Contractor Foreman

What Happens Next

• As suppliers respond, their pricing will appear in the Items Section, showing a side-by-side comparison of proposed rates.
• You can review and select the winning vendor.
• Once chosen, finalize the PO by converting the Pricing Request into a formal Purchase Order.

Tips for Effective Use

• Use clear item descriptions and quantities to avoid supplier confusion.
• Follow up with non-responsive suppliers using the Contact Log or external email.
• Use the Notes field to specify delivery dates, terms, or expectations.
• If necessary, edit supplier entries or resend invitations before finalizing the PO.

Summary

Menu > Purchase Orders > Select PO > Change to Pricing Request > Add Items > Add Suppliers > Submit

Using the Pricing Request feature ensures you make informed purchasing decisions backed by competitive quotes. It enhances transparency, promotes cost savings, and streamlines vendor selection within your existing Contractor Foreman workflow.

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