1. Start with the same item definition
Keep your requested reference and quantity unchanged in the comparison sheet. Give each supplier separate offered-reference, manufacturer and supply-option fields. Differences in kit contents or proposed substitutions belong in the comparison, not in a hidden note.
Exclude an unresolved application from a confirmed order total until the question has been answered. A supplier's willingness to quote does not establish that the offered item meets the request.
2. Align quantities and units
Check whether a price is per piece, pair, set or carton and whether the minimum order differs from your requested quantity. Record the currency and the date of the offer. Leave blank fields as “not provided” rather than entering zero.
If exchange rates or freight estimates are added later, date them and keep them separate from the supplier's original quotation. No exchange rate or estimated freight price is assumed in this briefing.
3. Separate item price from supply responsibilities
Record availability, the stated lead time and what event starts that lead time. Write down transport, packaging and inspection scope. For a delivery term, include its named place and the agreed Incoterms edition; the ICC checklist is a useful reference for deciding responsibilities.
A freight-inclusive price and a price for collection at a named point cannot be compared as though their scopes were identical. Ask the relevant parties to clarify what remains outside each proposal.
4. Keep a compact comparison record
Make differences easy to locate without inventing a numerical quality score. Identify missing evidence, unconfirmed timing or an alternative reference directly.
Requested line | Supplier | Offered OEM | Manufacturer / option | Qty / unit | Currency / unit price | Available? | Lead-time basis | Delivery scope | Questions
5. Return specific questions
Ask each supplier about the unresolved fields for its own proposal. Request a revised, dated quotation when the scope changes. The lowest displayed number is meaningful only after the actual offers can be compared.
Sources and related resources
Sources support the scope stated in this guide. LAIYI's purchasing guidance does not certify fitment, current stock or dealer status.