A vendor can answer your RFQ in 2 ways: by typing prices into their copy, or by uploading a quote PDF. What you do next depends on which one they chose.
Before you start
You need the Admin or Purchaser role by default. Your company can change this per role in Company Settings.
The RFQ must be in Quote Provided, which means at least 1 vendor has responded.
Find the RFQs that have answers
Open Orders in the top navigation bar.
Click the Quote Provided filter above the table.
Open the RFQ you want to review.
On an RFQ that went to several vendors, each vendor has their own copy. Open the copy you want to read.
How the 2 answers look
If the vendor typed their prices into their copy, the pricing is already on your lines. Read it in the Unit Cost column.
If the vendor uploaded a quote PDF, SubBase reads the file first and puts a banner at the top of the RFQ telling you what it found.
What the banner tells you
The banner is the fastest way to know where you stand. It says 1 of these:
Prices were read and applied, and everything matched.
Prices were applied, but the vendor quoted different quantities from the ones you asked for.
Prices were applied, but the vendor quoted different prices from the ones already on your RFQ.
Prices were applied, and the vendor also quoted items that were not on your RFQ.
Prices were not applied, because the RFQ already had prices on it. The quote is still there to compare against.
Nothing could be read from the file, so you price the RFQ from the document yourself.
Click Open in the banner to see line by line what was read, and to fix anything wrong.
Notes and limits
Only a text-based PDF can be read. A photograph or a scan of a printed page often cannot.
A second quote file on the same RFQ is not read automatically. That is deliberate, so pricing never moves without you seeing it.
If the vendor set an expiration date on their quote it shows as Valid Until. If they did not set one, the quote has no expiration date.
Opening the file from Vendor Attachments shows you the document only.
Best practices
Read the banner before you read the prices. A priced line looks the same whether the price came from this vendor or from the RFQ you built, and the banner is the only thing that tells you which.
Open the extraction from the banner's Open button rather than opening the PDF. The PDF shows the vendor's document; the extraction shows what actually landed on your RFQ.
Compare vendors on the leveling screen rather than opening each copy in turn. Reading copies one after another is how a cheaper line on the third vendor gets missed.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.