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009 — Common Business Scenarios

Step-by-step recipes for the tasks you will do most often.

Scenario 1 — Place your first request

Goal: get a price for a set of products.

  1. Sign in. You land on Home.
  2. In the header, open the Request Selector and choose New.
  3. Give it a clear name — "Q3 lab restock", not "list 1".
  4. Browse using Products or Brands, or type in the search box.
  5. Open a product, choose a product variant if it has options, set the quantity, and Add.
  6. Repeat for everything you need.
  7. Open Company Profile → Draft Requests and open your draft request.
  8. Set the Requested Delivery Date — when you need the goods.
  9. Enter a Target Price on each line if you have a budget in mind.
  10. Click Submit RFQ.

What happens next: your Account Manager is notified. The request moves out of Draft Requests and into RFQs. You will be notified when the quotation arrives.

Scenario 2 — Accept a quotation and place the order

  1. You receive a notification and an e-mail that a quotation is ready.
  2. Open Company Profile → RFQs and open the record.
  3. Review the lines — check quantities, prices, discounts and the total.
  4. Read the Account Manager Note; conditions and lead times are recorded there.
  5. If you are happy, click Submit PO.
  6. Upload your Purchase Order. It must be a PDF.
  7. Confirm.

What happens next: your Account Manager confirms the order, and it moves to Orders.

If you are not happy: use Open Chat to discuss it, or Update RFQ to change the request and submit it again.

Scenario 3 — Reorder something you buy regularly

The fastest route is to copy.

  1. Open Company Profile → Orders.
  2. Find the previous order.
  3. Click 📋 Copy.
  4. A new draft request is created with the same products.
  5. Adjust quantities and the requested delivery date.
  6. Submit RFQ.

This works on any record at any stage — including archived ones.

Scenario 4 — Ask for something not in the catalogue

  1. Open the draft request or RFQ it belongs to.
  2. Go to the New Product Requests panel.
  3. Enter the product name, a description, the quantity, and a reference link if you have one.
  4. Submit.

What happens next: your Account Manager marks it Processing while sourcing. If they find it, the product appears as a normal line on your order automatically. If not, it is marked Product Not Found.

Tip: include a reference URL. It removes all ambiguity about what you are asking for.

Scenario 5 — Get advice before committing

Use Share Draft Request instead of Submit RFQ.

  1. Build your draft request as normal.
  2. Open it and click Share Draft Request.
  3. Use Open Chat to explain what you need help with.

Your Account Manager is notified and can see the list, but it stays a draft in your hands. Nothing is formally requested until you submit it.

Scenario 6 — Add a new colleague (Company Administrators)

  1. User menu → Company Profile → Users.
  2. Add user.
  3. Enter their full name and e-mail (both required), plus phone if you have it.
  4. Assign any tags.
  5. Save.
  6. Ask your Account Manager to send the invitation.

If they cannot sign in: check both switches — Status is yours, Account Manager Approved is SAMTIA's.

Quick Troubleshooting

Symptom Most likely cause
I cannot see a product I expect It may not be priced for your company yet — contact your Account Manager
I cannot sign in One of the two activation switches is off — see 002
A quotation looks different from what was sent It was edited without resubmitting — see 008
I never received a quotation e-mail Confirm your e-mail address is correct and check your spam folder
Prices look wrong Contact your Account Manager to review your pricing setup
Purchase Order will not upload It must be a PDF
Draft Request cannot be submitted It has no products, or it has already been submitted
Draft Request cannot be deleted Only its creator can delete it; after submission, archive instead