Qlomack VendorHub: vendors, quotations and contracts

Register and approve a vendor

1. 1

   Step 1: Register the vendor

   Choose Register vendor. Fill in the business name, Category, contact details, tax and company registration numbers, address, Payment terms (days) and any Notes for the approver. Choose Submit for approval.

   Where to find it

   1. Suppliers & Vendors
   2. Vendors

   Note: Vendors are registered by your team; there is no public sign-up page for suppliers.

2. 2

   Step 2: Approve it

   Another member with vendor approval permission opens Tasks & Approvals (or the supplier’s page) and chooses Approve or Reject. You can’t approve your own request.

   • Approved vendors become Active. Rejected ones become Inactive. Purchase orders can only be raised for active suppliers.

Raise a purchase request

1. 1

   Step 1: Create the request

   Choose New request. Enter a Title, Needed by, an optional Preferred supplier and a Justification for the approver. Add the items with estimated prices, then choose Save and submit.

   Where to find it

   1. Suppliers & Vendors
   2. Purchase requests
2. 2

   Step 2: Get it approved

   Approvers are notified and decide in Tasks & Approvals. A rejected request can be edited and resubmitted.

3. 3

   Step 3: Buy directly or ask for quotes

   On an approved request, choose Convert to purchase order to create a draft order in Inventory & Resources, or Request quotations to compare suppliers first.

Compare quotations and award

1. 1

   Step 1: Create the quotation request

   Choose New RFQ. Enter a Title, Responses due, the Suppliers to ask and the items and quantities. Choose Create RFQ.

   Where to find it

   1. Suppliers & Vendors
   2. Quotation requests
2. 2

   Step 2: Email it to the suppliers

   On the RFQ, choose Send to suppliers. Tick the suppliers to email, check Replies go to, the Subject and the Message, and choose Send emails. Each supplier gets their own email with the items, quantities, the due date and how to reply, and the request is marked sent.

   • A supplier needs an email address on its record or on one of its contacts. {{supplier_name}} in the message becomes each supplier’s contact or name.
   • Suppliers reply by email; there is no supplier portal. Suppliers asked shows the latest email to each supplier with its delivery status, and Email suppliers again resends.
   • If you sent the request another way (phone or your own email), choose Mark as sent instead.
3. 3

   Step 3: Record each quotation

   As quotes arrive, choose Record quote next to the supplier. Enter their reference, Valid until, Delivery (days), Payment terms, and a Unit price and Tax % for each item. Choose Record quotation.

4. 4

   Step 4: Compare and award

   The Comparison card puts suppliers side by side, highlights the lowest price per item and marks the lowest total. Choose Award for the winner, pick the warehouse and dates, then choose Award and create purchase order.

   • A draft purchase order is created at the quoted prices, the other quotations are marked rejected, and a linked purchase request is marked converted.

   Note: Quotations in different currencies are shown as quoted, without conversion.

Track contracts and renewals

1. 1

   Step 1: Add a contract

   Choose New contract. Pick the Supplier, enter a Title, Start date, End date, Contract value, Renewal notice (days) and an Owner. Choose Add contract, then attach the signed copy under Contract documents.

   Where to find it

   1. Suppliers & Vendors
   2. Contracts
2. 2

   Step 2: Act on renewal reminders

   The owner is reminded when the notice period starts, 7 days before the end and once after it ends. To renew, Edit the contract and set the new End date.

   Note: Renews automatically unless cancelled is a note for your team; it doesn’t extend the dates by itself.

Rate suppliers and review spend

• On a supplier’s page, Performance shows purchase orders, total spend, open orders and on-time delivery. Add evaluation scores quality, delivery, pricing and communication for a period.
• Reports has Spend by supplier, Supplier performance and Contract renewals, each with Export CSV.