Payment Terms Defined

by Free TemplatesQuotes General

Payment terms are an area in the RFQ process which is often overlooked or forgotten. Some commonly used payment terms would be Net 30 days, 2%/10 Net 30 days and there are many more.  (To help  get a better understanding we have included a glossary of payment terms you can download for free at the bottom of this post). So, what do these imply and is it something a Buyer should be paying attention to as part of the award process?

When generating a RFQ or RFP, most buyers will place the majority of their efforts on the product, FOB Point and other commercial aspects of the quotation and doing such is absolutely right but one evaluation point which is often overlooked or not considered in the overall award process are the payment terms. Buyers will often accept or assume the standard Net 30 days offered is not worth analyzing.

What is a Vendor

Definition of Vendor

by Quotes GeneralVendor

What is a VendorWhat comes to mind when you think of a Vendor . . . a coin-operated snack dispenser, a sidewalk food service, or perhaps someone selling flowers or handmade jewelry on the corner? In fact, these are all vendors, as well as the local bakery, the service station or corner store, and the door-to-door vacuum salesperson. Read on to get our definition of a vendor as it relates to purchasing.

A Vendor is defined as a company which supplies parts, materials or services to another company or individual, also referred to as a supplier. This includes all companies that you do business with and help you bring your project to completion or provide you with a service to help you accomplish your tasks. They may provide uniforms or a cleaning service, prepare payroll, accounting or financial statements, deliver office/shop supplies, produce graphic layouts or manufacture tools, parts and equipment, provide transportation of goods or international relations assistance. Some Vendors you may deal with on a daily, weekly or monthly basis others you may do business with only once a year.

Vendors can and do many things which can make your business successful. These are the persons that introduce us to new products and services to improve productivity, they can offer advice or recommendations to help address a current need or fulfill a requirement. They can be an excellent resource when researching solutions to an unfamiliar request and help keep our product knowledge current.

In this post we have touched on a wide range of various vendor types. RFQPro’s main focus is on vendors which warrant performing a Vendor Performance Review or Supplier Evaluation on. Our focus is on the strategic vendors vital to an organization’s long-term viability. Their products and services support businesses, regardless of industry.

You’re not going to worry too much about the vendor that sells you a hot dog or that cup of Joe, but if you are a purchasing manager, then you work for a company that likely has many vital vendor relationships. These vendors help your business remain profitable, they are paid by your company, and they make money from your business or orders.

So, our definition of a Vendor is one that is, in fact, a partner in our business. They are within the top 20% of all suppliers we do business (spend) with, and warrant spending hundreds, if not thousands, of dollars auditing, evaluating and providing feedback to on an annual basis. RFQPro has a first-rate Vendor Performance Review (RFQ30), available in both our Premium Pack and our Performance Pack.  We are also the group behind the RFQ Software which has a built in Supplier Evaluation Tool. This on-line vendor performance tool is part of the Pro Version subscription of our RFQ Software.

Note: Our Software Business sold in 2024. 

Purchasing Glossary or Buzzwords

by Quotes GeneralTerms and Conditions

RFQ – RFP Glossary Buzzwords

Ever wonder what some of the terms used by Materials Managers and Purchasing Agents mean? Terms like RFQ, FOB, DNR , or a RFP, Vendor, Standing Order Agreement.  Although, these acronyms / terms are used frequently and recognized in the field, it is always a good idea to add them in their full context at least once or define the term on your definitions page to ensure there is no misunderstandings.  Here are a few terms commonly used in the Materials Management or procurement field:

RFQ – Request for Quote or Quotation
RFP – Request for Proposal
ITQ – Invitation to Quote
RFI – Request for Information
EOI – Expression of Interest
IFB – Invitation for Bids
ITT – Invitation to Tender
RFB – Request for Bid
LOI – Letter of Intent
LOU – Letter of Understanding
FOB – Free on Board

UTQ – Unable to Quote
DNR – Do not reorder
UTS – Unable to Supply

Standing Order – A standing order is an open ended purchase order or in essence open ended contract which grants authorization to make regular periodic shipments of a specified product. Usually an annual agreement.

Supplier – A provider of goods and services that typically bills on an invoice and has regular transactions with the Owner or Buyer.

Vendor – Another Name for a Supplier.

Compliance

  • Ensuring suppliers perform their obligations and supply goods in accordance with contracts or that services are performed as prescribed by site safety rules and regulation and certain federal, state or provincial laws.

Sample of a compliance clause in a supply agreement:

  • The goods called for in this agreement shall comply with all applicable codes, standards and/or both regulations of the governing inspection authorities at the place of use.  The Vendor shall acquire and keep in force all required permits and certificates of approval.   The Vendor shall comply with all provisions of law governing its performance under this agreement including, without limitation, Safety and Reclamation Codes,  all dangerous goods legislation and all workplace hazardous materials legislation and regulations governing the design, safety, handling, packaging, labeling, transport and the use of goods.

Due Diligence

  • Due diligence in a broad sense refers to the level of judgement, care, prudence, determination, and activity that a person would reasonably be expected to do under particular circumstances.

Force Majeure (sample clause)

  • No party hereto shall be liable for any delays in the performance of their obligation hereunder (excluding financial obligations) if any such delay or failure is due to acts of God, war, riot, sabotage, strikes, lockouts, or differences with workers, accidents, lack of water, power, gas, materials, any and all government laws or regulations, or any disabling cause beyond the reasonable control, and without the negligence of, the party invoking this clause.

Notice to the other party of any event of force majeure stating the date of the commencement thereof shall be promptly given and shall immediately be followed by a notice setting for the particulars of the event of force majeure and the expected delay.  The party so affected shall take all reasonable steps to remove the force majeure conditions and to resume, with the least possible delay, compliance with its obligations under this agreement, and shall promptly advise the other party of the date when the force majeure is ended.

Assignment (sample clause)

  • The Vendor may not assign or sublet any of its rights or obligations under the Agreement without the prior written consent of the Owner,  which consent may be arbitrarily withheld.

Interested in learning more or in acquiring an array of templates which cover the above terms? If you are planning to issue an RFP or RFQ, please visit our Special Offers page – RFQPro.com can help.