When working with the requisition worksheet or the planning worksheet in Microsoft Dynamics 365 Business Central, you can send the same purchase request for the same item to several vendors. This lets you collect quotes from multiple suppliers before deciding where to place the order.
You use the Carry Out Action Message function to generate the requests. For each vendor, you create a request quote and send it as an email directly from the worksheet.
You can repeat the process for the same item by changing the vendor number on the line. Each request becomes a separate purchase quote, so you end up with one quote per vendor for the same item.
You compare the quotes in the Purchase Quotes list and choose the best offer based on price and quantity.
Sending the same request to multiple vendors
The requisition worksheet and the planning worksheet in Business Central both let you send the same request for the same item to many vendors with very little effort. This is useful when you want to compare offers before you commit to a purchase order.
To start, select the line for the item you want to request. In this example, the item is a bell. Click the Carry Out Action Message button and run the process to handle the journal and send the email.
Creating quotes and sending the email
When you carry out the action message, Business Central asks whether you want to create the quotes. Confirm that you want to create quotes. You also get the option to delete the line after handling. In this first step, choose not to delete it, because you want to reuse the line for other vendors.
The system generates an email for the vendor, which you can send directly. The accept action message check mark stays on the line, so the line is still available for the next request.
Repeating the request for other vendors
Because the line is still active, you only need to change the vendor number to send the same request to another supplier. Keep in mind that the new vendor may not have an item number registered for the item, but you can still send the request.
Repeat the process for each vendor you want to involve. On the final pass, choose to delete the line after handling. Once you do, the line disappears from the worksheet.
Reviewing the quotes in the purchase quotes list
Open the purchase quotes in Business Central and you will see the requests you created. In this example, there are three quote lines for the same item, each from a different vendor.
From here, you wait for the vendors to return their quantities and prices. When the offers come in, you compare them and pick the one that suits you best.
Q&A
Can I send the same purchase request to several vendors in Business Central?
Yes. From the requisition worksheet or the planning worksheet, you can send the same request for the same item to multiple vendors. Use the Carry Out Action Message function, then change the vendor number and repeat the process for each supplier.
How do I keep the worksheet line available for more than one vendor?
When you carry out the action message, choose not to delete the line after handling. The accept action message check mark stays on the line, so you can change the vendor number and send the request again. On the final pass, choose to delete the line.
What if the new vendor has no item number for the item?
You can still send the request even if the vendor does not have an item number registered for the item.
Where do I compare the quotes from different vendors?
Open the purchase quotes list in Business Central. Each request you created appears as a separate quote line for the same item, one per vendor. You compare the prices and quantities and choose the best offer.