Worked example
50 desk trays and a revised purchasing quote
A Swiss business reviews a colour change proposed by its supplier. The revised quote shows which lines are ready for approval.
This scenario uses fictional order details to show how the service can work.
Request a quoteStarting point
The purchasing list calls for 50 stackable desk trays, 30 grey and 20 white. The supplier confirms the grey trays and proposes a black variant in place of the white one. The buyer needs to decide whether to order the confirmed line on its own or review the substitute first.
Steps and approvals
Match the purchasing list to the quote
The buyer shares the current list, supplier contact, item code, required dimensions and quantity for each colour.
What you confirmVersion 1 of the quote identifies the two lines for 30 grey trays and 20 white trays.
Review the proposed substitute
The supplier confirms the grey variant and sends the item code, dimensions and a photo of the proposed black tray.
What you confirmThe buyer checks whether the black tray stacks with the trays already in use and whether the supplier can handle the grey line separately.
Record the revised quote version
The purchasing coordinator prepares version 2. It marks the grey line as confirmed, lists the black trays as a pending proposal and updates the status of the affected cost lines.
What you confirmThe buyer can see the changed line, which amounts are confirmed and what still needs a decision.
Approve the order and later steps separately
The authorised buyer reviews the lines in version 2 and prepares written order approval. Payment instructions and dispatch each have their own approval.
What you confirmOrder approval must identify the supplier, variant and quantity for each selected line. The proposed substitute remains open for review.
What the record captures
The next decision is written order approval for the selected lines in version 2. Payment can be approved separately once the payee, amount and currency are confirmed.