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Category: Leads 2 Quotes (L2Q)

Leads 2 Quotes (L2Q)

Downloading a CSV File (using excel)

When downloading a CSV file from our site using MS Excel only please use the following steps to separate the data into multiple columns:

 

  1. Save .csv file to your computer.
  2. Open a blank Excel workbook.
  3. Navigate to the Data Tab.

4. On the ribbon choose “From Text/CSV”.

5. Browse for .csv file and click on “Import”.

6. The Text Import Wizard will open. Select “Delimited” and click “Next”.

7. On the next screen, remove the tick next to “Tab” and tick next to “Comma”, then click on “Next”. You will see that once you have ticked next to “Comma”, the data will display in columns, as per the “Data Preview”.

8. On the last screen, click on “Finish” and then “Ok” on the “Import Data” pop-up.

9. The data will then be displayed in the applicable columns and the file can be saved according to the user’s preference.

 

Please note: Different versions of Microsoft Excel might have different steps to the above explanation, for assistance, please contact the Leads 2 Quotes Department on 087 150 1465.

 

The Life Preserver Icon  can be found on the following page:

Buyer – Request Prices – Actions – My Bill

This icon links back to the above explanation.

Send a RFQ Notice

Once the bill has been sent to your Vendors, a Buyer is able to communicate with their Vendors any changes, notification of additional drawings and/or addendums to the bill by sending out an RFQ Notice.

On the ‘Buyer Home’ page identify the relevant L2Q Project you wish to send the Notice out on. Click on the icon in the ‘RFQ Notice’ column.

A pop-up block will open. You can select “Select All” to send to all vendors on the Control List, or select the trade(s) you wish to send the notices to, and you are also able to exclude the vendors you have received the following responses from Declined, Quote Received and Vendor Responded. Once you have made your selection, click on “Proceed”.

An email page will open and you can type the applicable message in the body and add one file to attach to the message if necessary. The file cannot exceed 5MB, and only Word, Excel, PDF and Image files are accepted.

To view, previous RFQ Notices sent, hover over your name (top right-hand corner), and click on “Inbox”, or click on the “Inbox” icon just before your name.

The first “RFQ Notices” in your “Inbox” is the notices that you have received and the second “RFQ Notices” under “Sent” are the notices that you have sent.

Once you have clicked on the “RFQ Notices” link, you can click on the subject and view the notice you have sent.

Control List Progress

On the ‘Buyer Home’ identify the L2Q Project you wish to interact with, click on the icon in the ‘Control List’ column. This will direct you to the Control List that was created by sending out the RFQ’s. You are able to filter by Company, Contact or Trade. You can increase the size of the page, and choose to display any contact that might have been deactivated during the course of sending out RFQ’s and following up on them.

The control list is listed alphabetically by trade. You are able to view the company and contact details by clicking on the links in blue. You can view the RFQ sent to the Vendor, resend the RFQ to the vendor and download the bill items (if the vendor has priced online, the downloaded document will include the pricing), in .csv or .pdf. The green icon in the last column indicates that the vendor received the RFQ directly from you. In the case where the icon is red, it means that the vendor is an Open Quotes subscriber and has accessed the RFQ through the “Open Pricing” feature. When a vendor has accessed the RFQ through “Open Pricing”, they may have chosen to price it online or it will show on the “Control List” because they have viewed it to see if they are interested in pricing the RFQ.

‘Response Status’ is updated by our L2Q team indicating the expected Vendor response they received while following up. You are able to update the response to what you have received as well, by clicking on “Response Status”. On the next page, click on the down arrow and select the response you have received. Click on “Add Note” under “Internal Comments” and add your note in the block that displays, you can also send a message to the vendor to thank them for their response: click on “Add Note” under “Message Vendor”, and then click on “Submit”.

When resending an RFQ, you have the option of sending to another email address. Once you have clicked on the icon under the “Resend RFQ” column, on the next page, it will show the details of the RFQ and the vendor you are resending to. If you wish to resend to the same contact, simply click on “Submit”. Alternatively, type in the email address in the “Once-off Email Address” field and click on “Submit”.

 

Should you need assisting to download a CSV File (using Excel), click here

Should you need assisting to download your Control list, click here

Download Control List

The Control List is a summary of all the Vendors that the Buyer has sent RFQ’s to.

To download the Control list, identify the L2Q Project you wish to interact with, click on the icon in the ‘Control List’ column.

From the “Actions” link, select the format you wish to download the control list in (either .csv or .pdf).

From the pop-up, select to either open the document or save it to your computer. The saved document will display the vendors and their responses to the specific L2Q project you have chosen to download.

Add a Preferred Vendor

When you select a Vendor as preferred, they will display on your Buyer Homepage.

When you send out RFQ’s, your “Preferred Vendors” will appear at the top of your search results, making it easy for you to find them. You are able to add Preferred Vendors to your “Preferred Vendors” list in a few ways.

While you are sending out RFQ’s, you are able to mark vendors as preferred by clicking on the “Preferred” icon.

When the icon is not coloured in, it means they are not marked as a “Preferred Vendor”, to add them to your “Preferred Vendors”, click on the icon and when the page refreshes, the icon will be coloured in.

On “Buyer Home”, there are two blocks – “New Vendors” (these are new vendors that have been added to our Directory in the last thirty days; and “Preferred Vendors” (all your preferred vendors are available from this list).

To add a vendor from the “New Vendor” to your “Preferred Vendors”, click on the preferred icon next to the branch name.

To search for preferred vendors, click on the “Actions” link and select “Preferred Vendor Search” from the drop-down menu.

Select the trade and region, and you can further narrow the search down by selecting BBBEE Level and CIDB Grading. Click on “Search”.

To add multiple preferred vendors, tick next to the contact names on the right, scroll to the bottom of the page and click on “Add Preferred Vendor”.

If the Vendor is not in the Directory, you can request that they are added as a Preferred Vendor to your profile, by sending an email to Directory@L2B.co.za with the company name and contact details.

Advanced Search

Advanced Search allows the Buyer to distribute selected items, to a different Trade when sending out RFQ’s.

On ‘Buyer Home’, identify the L2Q Project you wish to send out and click on ‘Request Prices’. Click on the expand icon next to “Advanced

You are able to search by keyword or page number(s). Enter the search terms and click on “Find Bill Items”.

The items will display below “Advanced Search”. Select the items you wish to send to another trade by ticking the boxes on the left.

Then scroll up and select the trade and region you wish to send the items to and scroll down past the items and click on “Search”, right at the bottom of the page. Repeat the selection and sending out process on the next page.

 

Sending out RFQ’s

Once your Bill of Quantities is uploaded, you are able to send out your Bill Trades to Vendors and/or Subcontractors.

On ‘Buyer Home’, identify the L2Q Project you wish to send out and click on ‘Request Prices’.

You will be directed to your ‘Terms and Conditions’.

Enter your company’s Terms and Conditions or select our ‘Standard Terms and Conditions’ (our Standard Terms and Conditions is an editable template).

Alternatively, select from the Terms and Conditions you have previously used. The terms and conditions have to be added in order to continue.

Click the ‘Submit’ link.

You will be directed to the page to Confirm your Bill of Quantities (check that bill item are correct and in the correct trades). At the bottom of the page, you can click through and check each page, before clicking on “Confirm Bill”. If there are any discrepancies, please contact the L2Q Department (BoQ@L2B.co.za or +27 33 343 1130).

You can select the trade(s) and region(s) you wish to send out. If you are looking for a specific BBBEE Level or CIDB Grading, you can select these from the drop-down menu’s and click on ‘Search’.

The bill items you will be sending out reflect at the top of the page. You are also able to search for a specific company, via branch name and/or description.

You are able to access “My Bill”, “My Terms” and “View Added Bill Items”, and also sort alphabetically or by Preferred Vendors, by utilizing the “Actions” link.

The system boasts various criteria to help you make your choice of Vendor including (but not limited to) – Company name, Description, Trades, Area code, Region (Serviceable Regions are in brackets), BBBEE status (if available), Capacity and Indicators. Make your selection by ticking in the boxes to the right of the contact person, scroll down and click on “Send RFQ”. You have the ability to send an SMS to the Vendors / Subcontractors, however, it is recommended that this function is de-selected if RFQ’s are being sent out late. You can also go to the next page of Vendors / Subcontractors, after sending on the first page, making a selection and then sending to them. You are able to Print / Preview the RFQ before sending out.

After clicking on “Send RFQ”, the page will refresh, and now the trade, the date and the time will reflect under the contact person it was sent to. There is also the ability to “View RFQ” and “Resend RFQ”.

Once the current trade has been sent, you can select the next trade from the Trade(s) and Region(s) at the bottom of the page and click the ‘Search’ button. Repeat until all trades have been sent out.

There is a feature that allows one trade to be sent to another trade in its entirety. Choose the trade you wish to send to another trade and then region. From the dropdown menu, select the trade you wish to send it to and then click on “Search”. Repeat the selection and sending out process on the next page.

 

My Bill: Add Item(s) In Bill

Adding Item(s) in Bill

On the ‘Buyer Home’, click on ‘Request Prices’ of the control list you wish to add items to.

Click on “Actions” and select “My Bill” from the drop-down menu.

Use the filters at the top of the page to find the section in the bill where you wish to add item(s).

 

Once you have found where you wish to add the item/s, click on “Add” on the far right of the item you wish to add to.

A pop-up will appear, where you can change/add the page number, Payment Reference, Item Number, Description, Unit, Quantity and if you wish to change the trade, you are able to. Once you have entered the necessary information, click on “Add”.

The page will refresh and the item will be directly under the item you have added it to, highlighted in light blue.

To see all the items you have added to your bill, click on “Actions”, and select “View Added Bill Items”. You are also able to change your terms and conditions from the “Actions” link if needed.

My Bill: Change Item Trade

 

Change Trade in Bill

On the ‘Buyer Home’ click on ‘Request Prices’ of the bill, you wish to change trades in.

Click on “Actions” and select “My Bill” from the drop-down menu.

Once the Bill has loaded, choose ‘Change Trades’.

 

 

You can now choose to change all instances of a trade in all pages of the Bill of Quantities to another trade or choose specific items that you would like to change trades for.

In order to change one entire trade to another trade, select the trade you wish to change in the first block and the trade you wish to change it to in the second block, and then click on “Change Trades”. This action will move all instances of a trade on a Bill of Quantities to another trade, based on your selection.

To change only specific items to another trade, use the filters at the top of the page to find the items you wish to change (you can filter by trade or bill page numbers, and you can adjust the size of the page).

 

Once your filtered results display, scroll down to the bill items and select the items you wish to changes by ticking the boxes on the left in the Change Trade column.

Then scroll up to the “Change Trades” and choose the trade you wish to change the items to from the drop-down menu and click on “Change Trades”.

The selected items will now reflect under the trade that was chosen.

View Drawings / Specifications

To view uploaded drawings/specifications, click on the icon under the “Drawings / Specifications” column next to the relevant L2Q project on the Buyer Home.

Select “Drawings” and download the relevant drawings/specifications on the next screen. (If there are no links to download, we did not receive any drawings/specifications).

As some drawings may be quite large, we suggest that they are saved to the computer, by right-clicking on the link and then choosing “Save As”.

Changing Respond by Date of Requests for Quotes (RFQ’s)

To alter the Respond by Date (due to extension of the project), click on the relevant Contract Number of the L2Q Project on the Buyer Home.

Alter the information and click the ‘Submit’ button. Please note that in order for the Vendors to be informed of this change after you have distributed your Bill you can tick next to “Send Email” to notify them. The Respond by Date will need to be changed if more RFQ’s need to be sent out after the Respond by Date has passed, as the system will not allow RFQ’s to be sent after the Respond by Date has passed.

Trade Mapping in L2Q

Trade Mapping allows the Buyer to specify which trade they would like a specific trade to fall under. For example, instead of splitting Crushed Stone, Gravel and Sand to this trade, they might prefer it to be left with Earthworks and Excavations. This trading is done before the bill is uploaded. To map a trade to your custom preference, click on “Actions” and select “Trade Profile” from the drop-down menu on your Buyer Homepage.

Select the trade you wish to customise from the drop-down combination box.

In the comments box, type up the instructions on how you wish for this trade to be coded, followed by clicking the ‘Submit’ button.

You will receive visual confirmation in the form of a green bar at the top of your screen confirming the mapping information has been saved. All your trade mapping will be displayed at the bottom of the screen.

All Trade Mapping added to the Buyer’s profile, will be applied to all future bills after the trade mapping has been added.

View Archived L2Q Projects

From the drop-down menu under “Actions”, select “Archive Job(s)” (L2Q project(s)). Your Archived L2Q Projects can be defined as:

Once you have completed the pricing process and the closing date has passed, you can archive projects. Should you wish to view this project again you are able to view this project at any time in the archive list.

To archive a project or multiple projects: tick in the boxes under the archive column, and click on “Actions”.

From the drop-down menu under “Actions”, select “Archive Job(s)” (L2Q project(s)).

 

From the drop-down menu under “Actions”, select “Archive Job(s)” (L2Q project(s)).

To view your Archived L2Q Projects, click through to the Buyer Home. Click on “Archived” and your archived L2Q projects will be displayed.

You are able to reinstate projects for redistribution, by ticking the boxes under the reinstate column and clicking on “Actions”.

From the drop-down menu under “Actions”, select “Re-instate Job(s)” (L2Q project(s)). This will move the project back to your active L2Q Projects.

 

View Pending L2Q Projects

Your Pending L2Q Project application can be defined as:

•Your Bill of Quantities is being processed.

•We have received your request and are awaiting your Bill of Quantities or trying to source the BoQ.

To view your Pending L2Q Project application, click through to the Buyer Home. Click on “Pending” and once redirected, your pending L2Q projects will be displayed.

View Active L2Q Projects

Your active L2Q projects can be defined as follows:

An active L2Q project is where we have received the Bill of Quantities, processed and uploaded it, and the bill is ready for distribution by the Buyer.

To view your active L2Q projects, you would need to click through to the Buyer Home. Once redirected, your active L2Q projects will be displayed.

 

Create a New Bill Request

In order to send out trades to vendors and/or subcontractors on a BoQ to gather your prices for the contract you are tendering on, you are required to “Create a New Bill Request” (also referred to as an “L2Q Request”). The Bills of Quantities (BoQ’s) are preferably received as Excel documents, however, should a .pdf be the only available format, we are able to process these documents.

Due to the conversion process, this will incur additional lead time.

In order for us to assist you with uploading of a Bill of Quantities on your Buyer homepage, we require the following crucial information which appears on the RFQ:

•The Contract Number.

•The Description.

•The Closing Date (Your Tender / Project closing date).

•The Respond By Date (The last date you wish Vendors to respond to you by, in order for you to accept their pricing information).

•The Contract Start Date (The date upon which the proposed tender will commence).

•The Professional Details (Name of the Quantity Surveyor in order to source the BoQ).

•Professional Contact details, specifically their phone number and e-mail address.

•Specific Site Delivery Location.

•The Client Details: The Organisation funding the Tender.

•Client contact details.

•Comments: For any additional information you wish to include and communicate with the L2Q support team.

Any application submitted to the Leads 2 Quotes Department must allow for a 3 day pricing period from the date the RFQ’s are dispatched until the respond date stipulated.

 

Please note that the L2Q Request comprises 4 steps:

1. Contract Details – as found in the tender document or invitation to tender.

 

2. Trade Mappings – the trades mapped here, will be added to the permanent Trade Mapping, which will be applied to all future bills.

3. Uploading of Drawings or Specifications relating to the Tender / Project – only one file can be attached and may not exceed 4MB, if the file exceeds this size, please email to BoQ@L2B.co.za.

4. Summary and Confirmation of the Request Details – confirm that details and documents added are correct.

Once confirmed you can submit your new project for processing by clicking ‘Submit’. The L2Q Department will receive the request and bill, and once processed will advise via email that the bill has been uploaded. Please note that processing times are as follows:

Electronic Bills of Quantities (Excel, Word, Bill, WinQS, CCS, etc.) – a minimum of 24 hours depending on size and quality.

Scanned or PDF Bills of Quantities – a minimum of 48 hours depending on size and quality.

Leads 2 Quotes (L2Q)

L2Q is an electronic pricing platform that is used by Main Civil and Building Contractors (Buyers and Estimators) to send the request for quotes to their Vendors (Sub-Contractors and Suppliers).
The Vendors are able to respond electronically to the Buyers by means of pricing their inquiries online, e-mail and fax.