Vendor Quotes

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Efficiently Manage Vendor Quotes and Responses for Better Procurement and Buying Control

Simplify the vendor quoting process by automating and organizing how vendor quotes and vendor responses are created and managed. Quickly replicate vendor quotes, apply predefined clauses to ensure consistency, and handle multiple transaction types in a single vendor quote. Enjoy unique workflow features like the automatic creation of a vendor response from a vendor quote, the quick conversion of vendor quotes into purchase or repair orders, and the ability to select vendor pricing like inventory lines – giving you the best vendor quote management software in the aviation aftermarket.

Vendor Quoting Capabilities

Vista-Suite Enterprise transactions are designed with a variety of features to streamline processing. The clone feature is no exception, but it's more than just a copy. With Vista-Suite Enterprise, you can clone a Vendor Quote by selecting one or more customers to create new Vendor Quotes for. Yes, that's right. You can create as many new vendor quotes as you need at once.

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. Unlike legacy systems with inefficient clause management, Vista-Suite Enterprise provides an organized selection of clauses to support the flexibility required for different business scenarios. Sales teams can quickly apply the correct terms without rewriting text or risking inconsistencies. This ensures every vendor quote is accurate and customized for the situation while keeping the process fast and efficient. Additionally, you can assign more than one clause as your default, manually apply more than one clause at a time, and easily 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 eliminates the need for separate vendor quotes for different transaction types.

Distinguishing between a sale and a repair on a vendor quote is crucial for internal tracking. While this designation does not appear on the customer-facing quote, it ensures accurate 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 ensure the correct fulfillment process is followed.

Providing shipping details on your vendor quotes is essential. Even the export details such as INCO terms and ECCN characteristics. These are all part of the negotiated contract the vendor quote represents. Vista-Suite Enterprise puts all of this at your fingertips in easy-to-understand ways so you can do what you do best: sell parts!

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 are clearly detailed as cost plus or flat rate and show applicable core costs.

Unlike other systems that limit alternates to a single predefined item, Vista-Suite Enterprise allows for greater flexibility in specifying alternate parts. Users can select alternates from a predefined list of linked part numbers or choose from the entire master parts catalog, ensuring more options when fulfilling customer requests. Multiple alternate lines can be added, including linked and unlinked parts, providing greater adaptability in quoting.

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

Since a vendor response typically mirrors much of the vendor quote information, procurement teams can simply adjust and finalize an automatically created vendor response entry instead of manually re-entering data. Generating a vendor response from a vendor quote in Vista-Suite Enterprise eliminates redundant work, streamlining the procurement process while ensuring consistency.

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 ensure accurate cost tracking and maintain a clear procurement record.

Generate repair orders directly from vendor quotes to maintain accurate cost tracking and service details. This ensures that vendor-provided pricing and terms are carried over without manual entry, keeping repair documentation organized and easy to reference.

We make brokering products quick and easy by allowing you to create vendor quotes directly from the customer quote. When you get the pricing back from the vendor, you can use that to update your quotes with cost and condition, and you can trace them if you want to.

Taking the vendor quotes to the next level is easy. Vista-Suite Enterprise lets you convert vendor pricing into purchase or repair orders from within the customer quote when you win the deal. This is great for brokered repairs, stock sales, and even replenishing sold inventory.

Vista-Suite Enterprise has a robust audit log system, and we are expanding it routinely. The audit log system provides visibility of the date, time, and details of record changes for header and item activities. But our audit log system also shows ancillary activity, such as attaching files or creating a note, and we call those secondary audit logs. Primary and Secondary audit logs give you a full 360-degree view of what is happening in your transactions.

User Experience and Customization

A powerful feature available throughout Vista-Suite Enterprise is the capability of unique user-defined fields (UDFs). You can create as many UDFs as you need to track data elements, from notes to selection lists, currency, numbers, or even dates. UDFs are presented in a spreadsheet-like fashion, which promotes fast data entry, and the fields can be pulled into reports for powerful data analytics. Colored tabs quickly 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. More importantly, if you have a data migration, you want your migrated data to show your original transaction numbers. This is all possible with Vista-Suite Enterprise, and the powerful number log system lets you define as many number logs for any transaction as you wish. With pre-fix and post-fix options, your 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.

Vista-Suite Enterprise's pinned notes system is the most powerful in any ERP or MRO software, and we made it even better! Pinned notes let you create system-wide pins or categories with which 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 even run reports on different pin categories. Vista-Suite Enterprise's pinned note system is so powerful that some companies use it instead of a CRM.

All transactions in Vista-Suite Enterprise have an external notes feature that lets you input separate notes meant just for the customer. Most systems believe that one note area is sufficient, but we understand the importance and difference between an internal note and a note the customer or vendor should see. So, we make it easy and straightforward by giving you that special area for external communication on your transactions.

The document customization in Vista-Suite Enterprise offers the flexibility to design and edit your own materials. Although the data structure and design tools available 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 is the first and only Aviation ERP software that allows you to select vendor pricing records as if they were stock lines to fulfill the requirements of a vendor quote. Being able to do so lets you broker like no other system!

While other systems force users to manually search, verify, and select parts—wasting valuable time—our "Buy View" of the vendor quotes area instantly surfaces what needs to be ordered. Automatically filtering items to buy eliminates the tedious, time-consuming process of manually identifying needed parts and allows the generation of ROs or POs with just a few clicks.

Viewing all vendor responses within the list of vendor quotes or inside an individual vendor quote record provides an instant and organized area for data entry and comparison of pricing, lead times, and terms, eliminating the need to sift through emails or spreadsheets. The menu options available in each viewing area enable the immediate 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 all vendor responses within the list of vendor quote records provides an instant and organized area for data entry and comparisons, eliminating the need to sift through emails or spreadsheets.

View A Dedicated List Of Items To Buy

The "Buy View" of the vendor quotes area instantly surfaces what needs to be ordered, eliminating the tedious, time-consuming process of manually identifying needed parts.

Vendor Quote Kanban Layout

Kanban layouts can be a powerful tool for managing sales orders due to their visual workflow, making it easy to track each vendor quote's status and ensuring that nothing gets lost in the process.

Vendor Quote Transaction Header

Intuitively structured header information and tabbed access to additional vendor quote essentials make this the most efficient vendor quote workflow in the industry.

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.

Vendor Quotes

Efficiently Manage Vendor Quotes and Responses for Better Procurement and Buying 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 ECN 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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