A decision sheet for supplier quotes with missing fields

A comparison sheet should resist false precision. If freight, packaging, tooling, or inspection is blank, do not turn the blank into zero. Mark it as “to confirm” and ask for the missing answer with a deadline.

Sort the gaps

Separate scope gaps, monetary gaps, schedule gaps, and evidence gaps. A missing label requirement means the goods may differ; it is not merely an accounting line. For a monetary gap, you may show a range based on a documented estimate, but keep it distinct from the supplier's firm quote.

Decide on a defensible basis

Compare offers only after normalizing quantity, specification, and delivery point. If an offer remains incomplete, record why it was excluded or made conditional. A weighted score can express priorities, but it cannot repair missing facts. Keep the original responses, assumptions, and final approved quote version with the award note.

Worked incomplete-offer decision

Supplier A quotes 500 units at USD 7.50 with freight blank; Supplier B quotes USD 8.00 with confirmed USD 200 freight. Enter the same currency and quantity in the comparison tool, leaving A's freight field blank, not zero. The output will flag A's missing charge, so request a named-place freight answer before award. Common error: choosing A from the displayed partial total without reading the missing-field warning. Keep a dated estimate separately if a provisional decision cannot wait.

Source context: Microsoft Learn — Requests for quotation (RFQs) overview supports this limited point: An RFQ can request prices, delivery times, incidental charges, and discounts. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.