Supplier Quotes

Supplier Quotes manage competitive pricing submissions from multiple suppliers responding to a Requested Quote, enabling cost comparison and procurement decisions. After creating a Requested Quote (for example, "Replace HVAC unit Building A"), assign multiple suppliers to specific line items by clicking Assign, selecting relevant suppliers (for example, HVAC Specialist Ltd, Climate Control Services, Mechanical Solutions), then click Request Quote to send the pricing request and change status to Active. Suppliers can enter costs via Evolution Connect self-service portal (they log in, view requested items, submit pricing and delivery time-scales) or internal staff can record quotes received by phone or email. The grid displays all supplier responses with costs, delivery dates, and terms compare submissions side-by-side to evaluate best value considering price, delivery speed, supplier performance history, and compliance requirements. Accept the preferred quote by clicking Accept (creates a Purchase Order), reject unsuitable quotes (for example, price too high, delivery too slow), or request clarification. This supports competitive tendering requirements (for example, three quotes for purchases over £5000), demonstrates value for money in procurement audits, and integrates with PO workflows for seamless order placement once supplier selection is complete.

Modules > Quotes > Requested Quotes > Supplier Quotes

The link will open the Requested Quotes / Supplier Quotes grid. It is a two grid view which can be sorted and customised as normal. The upper grid will show all Suppliers assigned to the Requested Quote. The lower grid will show the Supplier costs for the Supplier highlighted in the upper grid.

To assign Suppliers click Assign , entities in the right hand assignment window are connected.

Costs must then be requested from the Supplier. Highlight the required Suppliers and click Request Quote, the Requested Quote will now have the status in MRI Evolution of Active.

To add costs for a Supplier , double click the Supplier in the Upper Grid.

If Evolution Connect is in use see the Supplier can log on to Evolution Connect and repeat the below process. The Quote in Evolution Connect will have the status of Requested.

Click to view - Supplier Quote Fields and Descriptions

Field Name	Description
Request Number	Auto-populated with the request number of the Quote.
Reference	Auto-populated with the reference number of the Quote.
Original Task	Auto-populated with the original Task number of the Quote.
Supplier	Auto-populated with the Supplier name.
Task	Auto-populated with the generated Task Id from the Quote.
Description	Auto-populated with the Quote's description.
Priority	Auto-populated with the Quote's priority.
Building	Auto-populated with the Quote's Building Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Quote Type	Auto-populated with the Quotes type.
Requested Date	Auto-populated with the Quotes requested date.
Requested By	Auto-populated with the User that requested the Quote.
Last Referred To	Auto-populated with the User that last referred the Quote.
Last Referred Date	Auto-populated with the last date the Quote was referred.
Last Referred By	Auto-populated with the User that last referred the Quote.
Target Submission	Auto-populated with the Quotes target submission date.
Submitted Date	The date the quote was submitted.
Quote Requested By	Auto-populated with the person who requested the Quote.
No. Of Submissions	Auto-populated with the number of times the quote has been submitted - Evolution Connect module required.
No. Of Referrals	Auto-populated with the number of times the quote has been referred.
Estimated Labour	Auto-calculated with the Estimated Labour costs.
Estimated Material	Auto-calculated with the Estimated Material costs.
Estimated Sub Con	Auto-calculated with the Estimated sub contractor costs.
Estimated Plant	Auto-calculated with the Estimated Plant costs.
Estimated Other Cost	Auto-calculated with the Estimated other costs.
Approved Date	Auto-populated with the date the Quote was approved.
Approved By	Auto-populated with the User who approved the Quote.
Estimated Time	Enter the Estimated time to complete the Quoted works.
Est Start Date	Enter the Estimated time the Quoted works could be started if approved.
Est Finished Date	Enter the Estimated time the Quoted works could be finished if approved.
Lead Time from Approval	Enter the lead time for the Quoted works to be started if the Quote is approved.
Net Amount	Auto-calculated with the net amount of the Requested Quote.
Tax Amount	Auto-calculated with the tax amount of the Requested Quote.
Total Amount	Auto-calculated with the total amount of the Requested Quote.
Valid Until	The date the Quote will be valid until. Available from 4.4.7.0

Complete the fields and click Save . Once the Requested Supplier header has been completed and saved the costs can be added to the individual line items.

Adding Costs to Line Items

Click to view more detail.

Each line item can have costs allocated to it. These can be altered until the Quote is either accepted or rejected if using MRI Evolution to record the costs.

If Evolution Connect is in use see the Quote is amendable until it is submitted back to MRI Evolution.

Modules > Quotes > Requested Quotes > Supplier Quotes

Double click on a Line item, A pop up window will appear which will allow the Requested quotes costs to be recorded.

Estimated Costs can be added directly into the estimated fields, however it is recommended that the Add Supporting Costs function is used which will then auto-populate the Estimated Cost fields.

Click to view Costs to Line Items Fields and Descriptions

Field Name	Description
Estimated Labour	Auto-calculated with the Estimated Labour Costs from Supporting Cost Breakdowns - if Supporting Cost Breakdown is not in use this can be manually entered.
Estimated Material	Auto-calculated with the Estimated Material Costs from Supporting Cost Breakdowns - if Supporting Cost Breakdown is not in use this can be manually entered.
Estimated Sub-Con	Auto-calculated with the Estimated Sub Contractor Costs from Supporting Cost Breakdowns - if Supporting Cost Breakdown is not in use this can be manually entered.
Estimated Plant	Auto-calculated with the Estimated Plant Costs from Supporting Cost Breakdowns - if Supporting Cost Breakdown is not in use this can be manually entered.
Estimated Other Cost	Auto-calculated with the Estimated Other Costs from Supporting Cost Breakdowns - if Supporting Cost Breakdown is not in use this can be manually entered.
Estimated Time	Enter the Estimated time to complete the Quoted works.
Estimated Start Date	Enter the Estimated Start Date for the Quoted works.
Estimated Finish Date	Enter the Estimated Finish Date for the Quoted works.
Estimated Duration	Enter the Estimated Duration for the Quoted works.
Net Amount	Auto-calculated with the net amount for the Quoted works.
Tax Rate	From the drop down select the Tax Rate applicable for the Quoted works.
Tax Amount	Auto-calculated with the tax amount for the Quoted works.
Total Amount	Auto-calculated with the total amount for the Quoted works.
+ Add Supporting Cost Breakdown	To add a more comprehensive detail for the line item click + Add Supporting Cost Breakdown, this will overwrite any manually entered Estimated Costs.

Click to view Supporting Cost Breakdown Fields and Descriptions

Field Name	Descriptions
Cost Type	From the drop down select the cost type: Labour - the Estimated Labour Costs for the line item Materials - the Estimated Material Costs for the line item Plant - the Estimated Plant Costs for the line item Sub Contractor - the Estimated sub contractor costs for the line item Other - the Estimated other costs for the line item
Description	The description of the cost breakdown.
Qty	The quantity to be used.
Unit Cost	The price of the Unit to be used.
Total	Auto-calculated with the total cost of the cost breakdown (Qty multiplied by Unit cost)

Multiple supporting cost breakdowns can be added for a line item so 2 Labour charges could be entered if required.

Submission History

Complete the fields and click Save and Close .

Additional Supplier Quote Features and Icons

Icon	Feature	Description
	Edit	Line items can be edited by highlighting the Line Item and clicking Edit.
	Assign	Click to assign Suppliers to the current Supplier Quote record.
	Refresh	Click to refresh the page.
		State Change Button Group
	Request Quote	Click to request a quote from the selected Supplier(s).
	Refer	Click to Refer the Quote from the Supplier to another User - this can only be done with Active Quotes - for more information see Quote Referral Reasons.
	Return	Click to Return the Quote to the selected Supplier for them to amend - Evolution Connect module required.
	Approve	Click to Approve the Quote from the selected Supplier and Reject all other Quotes, a generic rejection reason can be selected to reject any other assigned Suppliers.
	Reject	Click to Reject the Quote from the selected Supplier. Rejecting Quotes individually allows different rejection reasons and comments to be added to each Supplier.
	Duplicate Query	If the Requested Quotes User Preference has not been set to auto-check for duplicate quotes this can be manually checked by clicking Duplicate Query.
	Open Report	Click to open the Requested Supplier Quote report.