Quote to Order
Quote to Order (QTO) is a web-based portal designed to help employees obtain estimates from multiple university suppliers for the following services:
- Mailing
- Printing
- Web/Graphic Design
- IT Temp Staffing
Training
QTO training:
Do you need help creating, approving or canceling a quote? Do you need help navigating the QTO system?
Procurement Services is available to offer training on request. We can tailor a presentation to your unit’s needs and walk you through QTO with a hands-on demonstration.
Additional resources:
FAQ
Who is my ePro Req Approver?
The ePro Req Approver for your dept should be the person who places your M‐ marketsite orders or who processes all invoices for your dept. If you are unsure who the ePro Req Approver is for your dept please contact your Financial or Business Manager for assistance.
Before sending my quote to my ePro Req user do I make my selections and how will the approver know what my selections are?
Yes, the end-user makes their selection, and then it gets routed over to the ePro Req approver for final approval. The ePro Req approver will see all selections that the requestor is recommending highlighted in yellow.
A quote was entered into the system but now I’ve decided that I want to contact the supplier directly and place the order with my Pcard. Is this allowed?
All projects need to go through Quote to Order, contractually these suppliers are not allowed to take Pcards.
What is a “Change Order”?
When the scope of your original project changes and warrants additional work by the supplier a change order can be created by the supplier through QTO and must be approved by the unit before a purchase order will be created.
- A change order can only be created after the original QTO quote has been approved and a purchase order issued.
- If the change order will result in a credit, the supplier will just bill at the lesser amount instead of processing a change order.
- Change Orders are not accepted for credits or negative quantities.
What if I entered an incorrect uniqname on my profile? How can I correct it?
If a wrong uniqname is used for a quote, any correspondence that is related to that quote will go to the uniqname entered.
- To change your uniqname on your profile, please forward a request to [email protected], your uniqname will then be changed on your profile for any future quotes.
Can a shortcode be changed?
Yes, it can be changed but only prior to the final approval.
Send your request to [email protected] and they can change the shortcode for you if the quote has not been approved.
I am unable to approve a quote and select a supplier because the “Notify Selected Supplier” button is grayed out.
Notice the date and time in red next to the button. This means that all bids are due back by that date and time. Once the due date has passed you will be able to select and notify the supplier.
Can one supplier be used exclusively?
- If the project is under $75,000.00 then one specific supplier can be selected, although we recommend that you obtain proposals from multiple suppliers.
- If the project is over $75,000.00, then the project has to be quoted to at least three (3) suppliers.
What happens if I select a supplier in error?
You will need to cancel the original quote and create a new one for resubmission. The supplier will be notified that the original project has been canceled.
If a message is posted on the message board in error, can it be deleted out?
- Yes, it can.
- Send a request to [email protected] asking that the message for quote #XXXXXX be voided out.
Can I void a quote in the system once a PO has been created?
- No, you will not be able to void the quote in the QTO system. A system administrator will need to cancel for you.
- Please send a request to [email protected] asking that the quote and PO be voided and explain why.
- A system administrator will work with you to make sure that the PO is closed.
What if my requisition is in “Budget Status Error”?
- You will be contacted by the QTO Contract Administrator that the requisition is in a budget status error.
- You will need to contact FinOps to find out what the error is.
- Once you have the valid chartfield information you can then go into MPathways: eProcurement, Manage Requisitions, and edit your requisition with the chartfield information and save and submit the requisition.
Most common error for being in a Budget Status Error is that the budget line is not open or the account # that is assigned to the chartfield is different than the account # that is being used on the requisition. Once the chartfields are valid, then it should process automatically at the next batch cycle.
How can a user get a login?
As long as the user has a umich uniqname and a Kerberos password they should be able to get into the system.
How many shortcodes can be used on one quote?
As many as required.
What if I’m unable to post my shortcode to the quote and I keep getting an error message?
We recommend that you use Chrome.
Can I transfer my quotes to someone else in my department?
- Departments can transfer their quotes over to someone else in their departments by sending a message to [email protected] and requesting the transfer.
- You can give other users access to see your quotes by using the “Set View Only Permissions”.
- You can also assign the project to someone else by entering their uniqname as the approver.