Vendor Quotes

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Manage Vendor Quotes and Responses With Better Procurement Control

Aviation procurement depends on fast vendor pricing, accurate response tracking, and clear conversion from quote activity into purchase or repair orders. When vendor quotes, responses, pricing, and buying decisions are spread across emails or disconnected records, sourcing work becomes harder to control.

Vista-Suite Enterprise helps teams create, clone, compare, and manage vendor quotes and responses while keeping vendor pricing, alternate parts, exchange details, files, clauses, audit history, and buy actions connected to the broader workflow.

Vendor quote management in Vista-Suite Enterprise

Vendor Quoting Capabilities

Vista-Suite Enterprise transactions are designed with a variety of features to streamline processing. The clone feature is more than a simple copy. With Vista-Suite Enterprise, you can clone a vendor quote by selecting one or more vendors to create new vendor quotes for, including multiple new vendor quotes at once when needed.

Quickly select from a list of predefined clauses on the vendor quote header and individual items without searching through documents or relying on manual entry. Vista-Suite Enterprise provides an organized selection of clauses to support the flexibility required for different business scenarios. Teams can apply the correct terms without rewriting text or risking inconsistencies. This helps keep vendor quotes accurate and customized for the situation. Additionally, you can assign more than one clause as your default, manually apply more than one clause at a time, and edit your clauses before use.

Include a mix of line items having different transaction types such as outright sale, cost-plus exchange, flat-rate exchange, rental, brokered repair, bench check, overhaul, modification, and inspections, all within a single vendor quote. This flexibility reduces the need for separate vendor quotes for different transaction types.

Distinguishing between a sale and a repair on a vendor quote is useful for internal tracking. While this designation does not appear on the customer-facing quote, it supports inventory and procurement management, since part sales involve direct shipments. At the same time, repairs may require tracking inbound components and coordinating service work. This classification also helps guide the correct fulfillment process.

Shipping details, INCO terms, and ECCN characteristics can all be part of the negotiated contract a vendor quote represents. Vista-Suite Enterprise keeps these details available in the vendor quote workflow so teams can manage sourcing, fulfillment, and export-related information in context.

Exchange vendor quotes can include the core return by date, replacement charge, exchange note, and a list of different part numbers as acceptable core options. Exchange line items can be detailed as cost plus or flat rate and show applicable core costs.

Vista-Suite Enterprise provides flexibility in specifying alternate parts. Users can select alternates from a predefined list of linked part numbers or choose from the master parts catalog to support more options when fulfilling customer requests. Multiple alternate lines can be added, including linked and unlinked parts.

Activate editing for all line items' input fields at once, reducing the need to select and save each line individually. This approach allows for faster data entry across lines and item fields by reducing repetitive actions and providing a smoother experience.

Since a vendor response typically mirrors much of the vendor quote information, procurement teams can adjust and finalize a created vendor response entry instead of manually re-entering data. Generating a vendor response from a vendor quote in Vista-Suite Enterprise reduces redundant work and helps keep procurement details consistent.

Convert vendor quotes into purchase orders without re-entering data. Once pricing and terms are received, generate a PO directly from the vendor quote to support cost tracking and maintain a clear procurement record.

Generate repair orders directly from vendor quotes to maintain cost tracking and service details. Vendor-provided pricing and terms can be carried over without manual entry, keeping repair documentation organized and easier to reference.

Vista-Suite Enterprise supports brokered sales by allowing you to create vendor quotes directly from the customer quote. When pricing comes back from the vendor, teams can use it to update customer quote cost and condition details and add trace details when needed.

Vista-Suite Enterprise lets you convert vendor pricing into purchase or repair orders from within the customer quote when you win the deal. This supports brokered repairs, stock sales, and replenishing sold inventory.

Vista-Suite Enterprise includes an audit log system that provides visibility into the date, time, and details of record changes for header and item activities. The audit log system also shows related activity, such as attaching files or creating a note, through secondary audit logs. Primary and secondary audit logs give you a clearer view of what is happening in your transactions.

User Experience and Customization

User-defined fields (UDFs) are available throughout Vista-Suite Enterprise. You can create UDFs to track data elements, from notes to selection lists, currency, numbers, or dates. UDFs are presented in a spreadsheet-like fashion to support data entry, and the fields can be pulled into reports for analysis. Colored tabs identify UDF values being filled in partially, entirely, or not at all.

The ability to rearrange and hide columns makes the line item grids fully customizable. Each user can adjust the visible information to their preferences for optimal productivity. This same feature is utilized across the system wherever data tables are present.

Transaction numbering is critical. Numbering can be used to separate transactions for different departments, products or services, and other valuable purposes. If you have a data migration, you may also want migrated data to show original transaction numbers. Vista-Suite Enterprise number logs let you define multiple number logs for transactions. With prefix and postfix options, numbering schemas can be simple or complex, depending on your needs.

User-defined line item category codes can help you segregate line items inside your reports and dashboards so you can quickly report on groups of transactions.

Pinned notes let you create system-wide pins or categories where notes can be created. Each pinned note is date and time stamped and shows the creator of the note. You can also attach files to a note, lock a note, search, filter on notes, and run reports on different pin categories. Some companies use Vista-Suite Enterprise pinned notes to support CRM-style account activity tracking.

Transactions in Vista-Suite Enterprise include an external notes feature that lets you input separate notes meant for the vendor or customer. This gives teams a dedicated area for external communication on transactions while keeping internal notes separate.

Document customization in Vista-Suite Enterprise offers the flexibility to design and edit your own materials. Although the data structure and design tools are made with both beginners and advanced users in mind, our team can design and build custom documents as an additional service.

Inventory and Pricing Management

Vista-Suite Enterprise allows you to select vendor pricing records as if they were stock lines to fulfill the requirements of a vendor quote. This gives teams another practical way to support brokered orders when owned inventory is not the source of fulfillment.

The "Buy View" in the vendor quotes area surfaces items that need to be ordered. Filtering items to buy reduces manual searching and supports the generation of repair orders or purchase orders with fewer steps.

Viewing vendor responses within the list of vendor quotes or inside an individual vendor quote record provides an organized area for data entry and comparison of pricing, lead times, and terms. Menu options available in each viewing area support conversion of vendor quotes and responses into a repair order or purchase order.

Vendor Quote List View Expanded

An action menu displays options to edit, delete, view files, print, or copy a vendor quote. The expanded section reveals vendor quote line items and provides at-a-glance signals indicating whether an item is a hazardous material.

View A Dedicated List Of Vendor Responses

Viewing vendor responses within the list of vendor quote records provides an organized area for data entry and comparison.

View A Dedicated List Of Items To Buy

The "Buy View" of the vendor quotes area surfaces items that need to be ordered and reduces the time required to identify needed parts.

Vendor Quote Kanban Layout

Kanban layouts provide a visual workflow for managing vendor quotes, making it easier to track each vendor quote's status and reduce the chance of work getting missed.

Vendor Quote Transaction Header

Structured header information and tabbed access to additional vendor quote details help keep the vendor quote workflow organized.

Vendor Quote Transaction Line Items

Vendor responses are displayed below an expanded line item. Vendor pricing records are selectable as if they were stock lines to fulfill the requirements of a vendor quote.

Standard Reports Include:

Vendor Quote Document (Seller's Term: Request for Quote): This buyer's vendor quote is sent to a supplier to request pricing and availability. Commonly known as a Request for Quote (RFQ) on the seller side of the deal, it details the required part numbers, quantities, conditions, and other information related to the parts or services the buyer is seeking.

Samples:

Vendor Quote Document (Seller's Term: Request for Quote)

This buyer's vendor quote is sent to a supplier to request pricing and availability. Commonly known as a Request for Quote (RFQ) on the seller side of the deal, it details the required part numbers, quantities, conditions, and other information related to the parts or services the buyer is seeking.

Software development moves fast, and features evolve over time. While we strive to keep this and other pages accurate, some information may not reflect the most recent changes. For the most current details, we recommend scheduling a live demo at ambryhill.com/demo.

Back to Core Features List

Vendor Quotes

Manage Vendor Quotes and Responses With Better Procurement Control

Vendor Quoting Capabilities

Clone Entire Vendor Quotes and Line Items

Header And Item Clauses

Supports Multiple Transaction Types

Identify Vendor Quotes As Repair Or Sales Type Vendor Quotes

Include Freight Information, INCO Terms, And ECCN Details

Include Important Exchange Transaction Details

Specify Alternate Parts For Line Items

Edit Several Items At Once

Automatically Create A Vendor Response Entry Based On A New Vendor Quote

Create Purchase Orders From Vendor Quotes

Create Repair Orders From Vendor Quotes

Create Vendor Quotes From The Customer Quote

Launch Purchase And Repairs With The Buy Functions

Header And Detail Audit Logs

User Experience and Customization

User-Defined Fields For Headers And Items

Customizable Browse Grids For Line Items

Customizable Numbering System With Unlimited Number Logs

Categorize Line Items With Category Codes

Internal Pinned Notes

External Notes

Customize Vendor Quote Documents To Fit Your Needs

Inventory and Pricing Management

Treat Vendor Pricing Just Like Inventory

View A Dedicated List Of Items To Buy

View A Dedicated List Of Vendor Responses

Vendor Quote List View Expanded

View A Dedicated List Of Vendor Responses

View A Dedicated List Of Items To Buy

Vendor Quote Kanban Layout

Vendor Quote Transaction Header

Vendor Quote Transaction Line Items

Vendor Quote Document (Seller's Term: Request for Quote)

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