GUIDE / SUPPLIER QUOTES
Check coverage before comparing the quote total.
A low quoted total can hide missing parts or short quantities. Compare the requirement to the quotation line by line before drawing a pricing conclusion.
1. Keep the requirement as the reference
Use the requested-parts list as one input and one supplier's quotation as the other. Match part number and, where needed, parent/location. Map requested quantity, quoted quantity, revisions, units, unit prices and currency.
The toolkit checks one quote against one requirement. It does not rank several suppliers, infer equivalent parts or approve substitutions.
2. Classify the coverage
| Finding | What to review |
|---|---|
| Missing | A required key has no matching quoted line. |
| Short | A matching quote has less than the requested quantity. |
| Needs review | A mapped field is missing, ambiguous or incompatible. |
| Covered | The mapped coverage checks pass; commercial approval is still separate. |
| Extra | A quoted key has no matching required line. |
3. Check revisions and units explicitly
A quote for revision A may not meet a requirement for revision B. A price per carton cannot be treated as a price per piece without a confirmed conversion. Record the issue instead of silently treating it as covered.
Duplicated keys also need attention. Two quotation rows might represent alternatives, quantity breaks or separate locations. The software cannot decide which meaning the supplier intended.
4. Keep unknown costs visible
Use known requested quantities at valid, comparable quoted unit prices to inspect a subtotal. List the excluded rows alongside it. A subtotal that omits unpriced or missing requirements is incomplete, even when the arithmetic is correct.
The fictional Parts & Quotes example has one missing line, one short line and two lines that pass the mapped checks. Its known requested subtotal is $98.00, with two required lines excluded. Read the review notes before treating any line as ready to buy.
5. Review the commercial terms separately
Freight, taxes, minimum quantities, tooling, lead times, payment terms and approved substitutions are outside this version's coverage calculation. Keep them in the purchasing review alongside the exported report.
Use the comparison as organized evidence. Return to the supplier's actual document before an engineering or purchasing decision.
Try the quote coverage example ↗