Table of Contents
Overview
RFQ Scanning and Mapping is now live! By utilizing our revolutionary document scanning technology, we can now automate the extraction of line item information from vendor quote documents, helping you map those items to RFQs in Kojo.
This will make your job of comparing quotes and making informed purchasing decisions much faster!
Key Features
Background Scanning: Instead of waiting for a scan to complete, you can now click a button and have Kojo scan vendor quote PDFs in the background. This will free you up to work on other tasks while you wait for documents to finish scanning.
Line Item Mapping: Our algorithm will help match scanned quote line items to RFQ line items, saving you time and reducing manual entry errors. Manual mapping will also be available for you to make any adjustments. This ensures we’re saving you time and also helping you maintain data quality.
Quote Comparison View: Clear and intuitive side-by-side comparison of RFQs to facilitate faster and more accurate decision-making. This is what is currently in the product today, and RFQ Scanning will populate line item information across each vendor document that is uploaded
Product Screenshots
RFQ Line Item View
RFQ Line Item View
This is how all your quote data will make its way back to the Kojo RFQ page:
Import Screen
Import Screen
This is where you’ll correct any errors from the scan:
Mapping Screen
Mapping Screen
This is where you’ll be able to map quote items to RFQ items:
Product Walkthrough
Uploading RFQ Documents: To begin, navigate to the RFQ section of the platform. Then navigate to the ‘Quotes’ tab. Click the 'Upload' button next to the associated vendor to upload a digital copy of the RFQ document (PDF, image, or similar formats). Additionally, if a vendor uploads a document in the vendor portal, this document will show in the RFQ>Quotes>”Summary Table”.
Initiate Scanning: Once uploaded, click "Scan" to initiate the scanning process. We'll scan the document in the background, which means you can then navigate to any part of the product while this process takes place.
Editing Scan: After the scan is completed, you will have a chance to correct any errors before moving to the mapping screen:
Mapping Unmatched Items: The system will attempt to automatically map items from the quote to the RFQ, but there may be missing items, or they may be wrong. If the system cannot match an item with an existing catalog entry, you will be prompted to manually map it. Using the provided search and filtering tools, you can find the appropriate quote item and map accordingly.
Line Item Quote Comparison: Once you have successfully uploaded and mapped multiple quotes, you can then use the 'Line Items' feature to compare quotes side by side. This aids decision-making by providing an intuitive view of each quote’s line item pricing.
Finalizing RFQ Selection: After reviewing and comparing quotes, you can finalize and move forward with your selected vendor or allocate items across multiple vendors. The system will automatically update relevant order details using the quote data, and you can then issue purchase orders from these!
Best Practices and Tips
Talk to your vendors to ensure they upload their quote PDFs on the vendor portal to add them to the RFQ product automatically. This will save both you and your vendor sales rep a lot of back and forth via emails.
Always be sure to upload the raw downloads of PDFs rather than printed and scanned in digital copies of RFQ documents to ensure accurate scanning and item extraction.
Please be aware that the scanning process may take anywhere between 15-30 seconds, but it will depend on the RFQ document's complexity and size.
Always review the mapped items thoroughly because if you do not, it will affect your data quality, thus leading to inaccurate analytics and prices in your ERP.
Q & A
If a vendor uploads a quote in the portal, will this document be scanned in?
No, the document will not be scanned in automatically, but it will appear as an attachment for that vendor in the "Quotes" tab, allowing you to scan it in yourself.
If I clear all fields for a quote, will the quote still be marked as received?
Clearing all fields for a quote will result in the quote being automatically marked as not received.
Will I be able to delete a quote attachment if an error occurred?
Yes!
Will I be able to compare line item pricing?
When scanning and mapping quotes to your RFQ, you will be able to compare line item prices between vendors in product areas.
Will you scan in backorder dates?
No, it is not possible to scan in backorder dates for now.
When will document scanning exist on the vendor portal?
The availability of document scanning on the vendor portal is currently uncertain, as the team plans to gather customer feedback before prioritizing this feature.
What happens if there are more quote items than RFQ items?
When there are more quote items than RFQ items, the mapping tool can still be used to map as many quote items to RFQ items as needed.
How will comparison between vendors work?
Comparison between vendors will work the same way it currently does using the RFQ product.
If you have any additional questions please reach out directly to your CSM or to our Support Team at support@usekojo.com!