How to Use Quick Quotes

This article explains how to use the Quick Quote feature in Delta eSourcing. Quick Quotes provide a simplified, fast-track procurement process for lower-value or time-sensitive call-offs. Suppliers are selected from an existing Contract List (framework agreement), so you will need to have a Contract List set up before creating a Quick Quote.

Before You Begin

Make sure you have:

• Access to the Quick Call module on your portal.
• The role of Buyer Administrator, Buyer Supervisor, or Buyer Registered User
• An existing Contract List with suppliers already added – Quick Calls pull suppliers from your Contract Lists
• Details of the requirement you wish to quote for

Creating a Quick Quote (Buyers)

Step 1 – Enter Quick Quote Details

1. From the main menu, go to the Quick Call module and click Create Quick Quote.
2. Enter a name and description for the requirement.
3. Add an internal reference code if needed.
4. Select the currency type.
5. Upload any supporting documents such as specifications, drawings, or terms. These will be available for suppliers to download.

Step 2 – Select Suppliers to Invite

Important: Suppliers for a Quick Quote are selected from your existing Contract Lists. You must have a Contract List set up with at least one supplier before you can proceed with this step.

1. You will see a list of your available Contract Lists.
2. Select the Contract List you wish to draw suppliers from.
3. Choose the individual suppliers you want to invite to this Quick Quote by ticking the checkboxes.
4. Click Add Selected to include them.

Step 3 – Invite External Suppliers (Optional)

1. If you wish to invite suppliers who are not yet on the system, you can add them here.
2. Enter the external supplier’s company name and email address.
3. You can also choose to add the external supplier to the Contract List for future use.
4. The supplier will receive an email invitation with instructions on how to register and respond.

Step 4 – Send Invites

1. Set the opening date and closing date for the Quick Quote.
2. Choose whether to open the Quick Quote immediately or on the opening date.
3. Click Save and Continue
4. Suppliers will receive an email notification inviting them to respond.

Responding to a Quick Quote (Suppliers)

1. You will receive an email notification when you are invited to a Quick Quote.
2. Log in to your Delta portal and go to Response Manager.
3. You will see the Quick Call under the Invite heading. 
4. Click View and select Accept or Decline. 
5. Review the details and any documents provided.
6. Enter your quote and upload any required documents.
7. Click Submit before the closing date and time.

Viewing Responses and Awarding (Buyers)

View Responses

1. Once the closing date has passed, go to the Quick Call and select View Responses.
2. You will see a list of all suppliers who responded, along with their submissions.
3. You can download individual responses for review.

Award the Quick Quote

1. Select the winning supplier.
2. Click Award.
3. Customise the award notification email if needed.
4. Click Send to notify all suppliers of the outcome.
5. Both successful and unsuccessful suppliers will be notified.

Setting Up a Contract List

If you do not yet have a Contract List, you will need to create one before you can use Quick Quotes. 

To set up a Contract List:

1. Navigate to your Contract Lists area from the main menu.
2. Click Create Contract List.
3. Enter the list name and details.
4. Add suppliers to the list.
5. Once your Contract List is set up, you can create Quick Quotes from it at any time.

Things to Note

• You can create multiple Quick Quotes from the same Contract List.
• External suppliers invited via email will need to register on the system before they can respond.
• Quick Calls are designed for lower-value, straightforward requirements. For more complex procurements, consider using a full tender exercise.
• All Quick Quote activity is recorded for audit purposes.

Need Help?

If you experience any issues, please contact our helpdesk.