Project managers probably work with suppliers all the time, and often communicate back and forth with different suppliers to ensure the best selection and prices for your customer and your business. A supplier could be an airline, hotel, DMC/agent, event management company, train company, restaurant, etc. Using the suppliers module in Qondor will make it easier to work with suppliers, and quicker to send initial requests at once to several suppliers, to be more time efficient and choose between suppliers.
Qondor has a module dedicated to Suppliers, where Project managers can:
Manually add suppliers to projects allowing you to keep an overview of potential, confirmed and declined suppliers in each project.
Easily send requests for proposals (RFPs) to suppliers.
View which suppliers have accepted products and send a confirmation email to the supplier.
Allocate suppliers per product to evaluate the value of the supplier.
Search for and reuse supplier products from Product search.
ℹ Please note that only Office or Super admins in Qondor can add new suppliers.
ADD SUPPLIERS TO A PROJECT
Either click the tab or the icon to head to your Project Suppliers list. Here, Project managers can click search and add, allowing them to search the whole list of suppliers in their office.
Search and add
Project managers can search by typing the supplier name/number or their vat number, location, contact person or selecting from the category or status drop down list. (Office admins can create supplier categories by going to Office -> Supplier Categories)
Select the supplier you would like to work with in your project and click add to add them to the project. You can also add available supplier contact persons to document who handles the request at the supplier's end and to be able to send requests for proposals to the suppliers.
To remove a supplier from your project, click edit and click the red ✖.
SEND REQUEST FOR PROPOSALS (RFPs) TO SUPPLIERS
You can select to send to a single supplier or several suppliers in one go, saving you time.
If you have multiple contact persons per supplier, you can click edit to change the recipient you want to contact. See below:
Click Email and an email dialog will appear. You can add information from your project automatically (for instance: the project number, name, number of people and departure date) by clicking on the email tags.
You can also amend the status:
COMMUNICATE WITH SUPPLIERS AFTER PRODUCTS HAVE BEEN ACCEPTED
The "accepted products" column represents the number of products the supplier has accepted.
If you want to send a confirmation email to the supplier, you can select the supplier and click confirmation email to open the email dialog.
📌 The default sender is the same as the supplier request email sender.
ALLOCATE SUPPLIERS TO A PRODUCT
When you create products in an Offer or a Form, it is possible to assign the supplier you will be using for this, as long as you have added at least one supplier to the project.
Simply go into full edit mode and select from the drop down list of suppliers. (The drop down list will consist of the suppliers in your project. If there are no suppliers, then this option will not show).
Adding suppliers to products will provide valuable insights for reporting, allowing your office to evaluate how much that supplier is being used and make comparisons on how much is being purchased and sold per supplier.
💡 To make this option mandatory for Project managers, Office and Super admins can define this setting in Office settings.
SEARCH FOR AND REUSE SUPPLIER PRODUCTS IN PRODUCT SEARCH
A Project manager may want to include products/services supplied by a certain supplier in their offer. Project managers can therefore search for and reuse products connected to a specific supplier or type of supplier via search and copy (Product search).
📌When the Project manager uses search and copy to add a supplier product into the offer, the copied supplier will also be added automatically to the project.
📌All relevant suppliers will show in the search regardless of their status (Normal, Preferred, Do not use).