When a vendor sends their quote as a PDF, SubBase reads it and lines their items up against yours. This is where you check that work and correct it before the pricing counts.
Before you start
You need the Admin or Purchaser role by default. Your company can change this per role in Company Settings.
The vendor must have uploaded a quote PDF, and the banner at the top of the RFQ must offer Open.
Steps
Open the RFQ and click Open in the banner.
Work through the unmatched lines first, then the ones flagged for review.
Click View PDF to check a line against the vendor's own document.
Add, link or remove each line that did not match.
Check the Tax, Shipping and Discount totals against the quote.
Click Confirm.
What the screen shows
Your RFQ lines sit on the left and the vendor's quoted lines on the right, so you read across a row to compare them. Tabs above the table split the lines into all of them, the ones that need review, and the ones that could not be matched at all. Each tab carries a count.
Fixing a line
Add a quoted item to your RFQ as a new line.
Link a quoted item to a line you already have.
Accept a flagged match as it stands.
Take the vendor's unit of measure in place of yours.
Unmatch a pair, or remove a line from the RFQ.
What removing and unmatching do
Removing a line deletes it from your RFQ. The vendor's quoted item stays on the right of the screen, so you can add it back, but anything you had put on that line yourself, such as a cost code or a note, is gone and adding it back does not return it.
Unmatching is not a delete. It separates the 2 lines and takes the vendor's price back off yours. Both lines stay on the screen and you can link them again.
Confirming while lines are still flagged asks you a second time and tells you how many are flagged. Nothing blocks you from confirming anyway.
If the reading is wrong
Report the problem from the top of the screen and describe what is wrong. This sends the quote file and everything read from it to our Human-in-the-Loop review team, who correct it by hand.
Notes and limits
Extended cost is quantity times unit cost, and SubBase works it out for you.
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.
Best practices
Do not change a line's unit of measure to force a match. Changing the unit changes what you are buying, and the price per unit no longer means what the vendor quoted. Fix the quantity or the unit cost instead, or take the vendor's unit deliberately.
Clear the unmatched lines before the flagged ones. An unmatched line is something the vendor priced that is not on your RFQ at all, so it is worth nothing to you until you add it or link it, and it is the easiest thing on this screen to scroll past.
Report a bad reading rather than retyping the quote by hand. Retyping loses the record of what the vendor actually sent, which is the thing you need if the price is disputed later.
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.