# Supplier buying brief and clarification sheet

ToolFlowKit original blank worksheet | Prepared 2026-10-20

Fill the bracketed fields with your own checked information. Keep the fictional practice material separate from actual work.

## 1. Define what must be bought

Product and must-have specification: [fill in]

Required quantity and acceptable alternative quantity: [fill in]

Destination and required delivery date: [fill in]

Budget and currency: [fill in]

Conversion rule/date/source if needed: [fill in or leave unresolved]

Decision criteria in priority order: [fill in]

Final buyer/reviewer: [fill in]

## 2. Choose an input route

Documents available: [readable PDF / scan / CSV or spreadsheet]

Chosen route: [manual / structured import / document extraction]

Reason and person responsible for checking fields: [fill in]

Source files and revisions: [list]

For extraction, test a representative page and record correction effort before batching.

## 3. Review one offer at a time

Quote ID / supplier / issue date / revision: [fill in or mark unstated]

Source file/page for each term: [record beside the term]

Product/specification: [fill in]

Currency, quoted quantity, minimum order, unit price: [fill in]

Shipping, tax, other charges: [stated amounts and scope, or unresolved]

Payment schedule and lead-time trigger: [fill in]

Validity and delivery terms: [fill in]

Known amount and exact included costs: [fill in]

Meets the buying requirement: [confirmed / needs clarification / does not meet stated requirement]

Reason with supporting source: [fill in]

## 4. Prepare supplier questions

| Quote / source position | Term needing clarification | Question | Why it affects this purchase | Reply / revision |
| --- | --- | --- | --- | --- |
| [fill in] | [fill in] | [fill in] | [fill in] | [awaiting reply] |

Request a revised dated quote when a price or condition changes. Retain the earlier version.

## 5. Approve the comparison

Aligned specification/quantity/currency/cost scope: [review result]

Unresolved conditions: [list]

Shortlist under the stated criteria: [fill in after checks]

Reviewer, date, and approved next action: [fill in]

Prepare the clarification or order separately for the buyer to approve and send.

License: CC0 1.0 Universal. https://creativecommons.org/publicdomain/zero/1.0/