Using Quote Drop to Expedite Non-Catalog Purchases

Purpose: This guide helps ESM Consumer Role™ users upload a supplier quotation and let Quote Drop auto-populate the requisition fields.

Before you begin:

1) You are logged into ESM Purchase™ ESM Consumer Role™.

2) A supplier quotation in PDF format is ready to upload.

3) You know the GL Acct Code to charge.

4) The supplier on the quotation exists in [Institution]'s ESM system.

Steps — Using Quote Drop

Figure 1: ESM Consumer Role™ landing page

1. From the landing page, select Quote Drop.

2. Drag and drop your supplier quotation file into the Quote Drop zone or select the upload button to browse for the file.

3. Wait for the AI engine to process the file. A side-by-side view appears when extraction is complete.

Figure 2: Quote Drop side-by-side view — compare extracted data against original quotation

4. Compare the left panel (AI-extracted data) against the right panel (your original quotation). Upload again to allow AI to re-extract data if there are many discrepancies.

5. Select Create Requisition to proceed. Verify the supplier's name matches your institution's account is correct. Review all extracted line items – descriptions, quantities, and pricing. Edit or delete lines as needed.

6. Review the default Ship To and Bill To locations. You can select a different location if needed.

7. Enter your GL Acct Code. Budget impact displays in real time.

8. If splitting costs, select multiple account codes and assign percentages totaling 100%.

9. Add notes for your approver in the Internal Notes field.

10. Select Submit to route the requisition through the approval workflow.