Section 7: HR, finance-accounting, legal-compliance, procurement and operations

Scenario 68: Comparing supplier quotations

Level: Beginner · Tools: ChatGPT file and data analysis; the **compare responses** function in Dynamics 365 RFQ [71] [79].

Who and in what situation

Zeynep is a procurement specialist at a packaging company in İzmir. Price, delivery, minimum order, payment and technical scope are presented in different formats across three PDF quotations.

How it is done today

Zeynep opens the quotations, manually enters them into Excel and asks suppliers about missing terms. The difference in scope in the lower-priced quotation may become apparent at the meeting.

How to do it with AI

  1. She standardizes file names and removes confidential bank details and unnecessary personal data in accordance with company policy.
  2. She attaches the PDFs, technical specifications and procurement criteria using Add photos & files; ChatGPT supports PDF and table analysis [71] [79].
  3. She extracts the price, currency, delivery, minimum order, validity, payment, excluded items and clarification questions for each supplier.
  4. She has missing information marked as “awaiting confirmation”; the committee checks the original quotations and makes the decision itself.

Example prompt

Work with {quotation files} and {procurement criteria}. Compare each supplier under the headings of product scope, unit price, currency, delivery, minimum order, payment, validity, excluded items and clarification questions. Do not guess missing information. Do not select a winner or assign scores; prepare the table for the committee to review.

Evidence and real-world example

The Microsoft Cloud Sourcing story reports that Dynamics 365 centralizes supplier responses and compares quotations side by side using compare responses [129].

Points to consider

This customer story is not a guarantee of results. File and analysis capabilities in ChatGPT may vary by plan, model and workspace [71]. Check KVKK and company policy before uploading pricing, bank details or contract attachments [11].

Sources for this scenario

  1. İş Yerlerinde Üretken Yapay Zekâ Araçlarının Kullanımı (kvkk.gov.tr)
  2. Data analysis with ChatGPT (help.openai.com)
  3. Uploading files and audio to ChatGPT (help.openai.com)
  4. Microsoft Cloud Sourcing Team reduces manual work with automated RFQs (microsoft.com)