# Purchasing and vendor workbook Updated 2026-09-19. ## Purpose Documented landed costs and usable-unit costs, separate from scenario and optional exit costs — what do the entered records support? ## Who uses this Owner, purchasing lead, clinical reviewer, and relevant contract reviewer ## Records to gather Three comparable annual quote scopes, quantities, usable fractions, prices, freight, tax, received rebates, evidence and operating-cost assumptions. ## Steps 1. Read Decision Summary and Use and Limits; review the separate Fictional Example and set your comparison period and years on Start Here. 2. Use Quote Inputs rows 7–9 for three offers. For each included offer, enter a coded offer, product or service, and exact comparable configuration in columns B–D; missing identity or scope displays MISSING OFFER / SCOPE. 3. Enter comparable annual quantities, usable-unit assumptions, price and costs. Enter 0 only for a known zero; missing price leaves landed cost unavailable and zero usable units leave unit cost unavailable. 4. Keep received rebates separate from promised rebates, operating scenarios and optional exit costs. Enter evidence status, supporting document locator and reviewer role, then review Sourcing Checks and GPO Review separately from the cost results. 5. Review unavailable or adverse results and supporting evidence; assign the missing record, reviewer, due date and next action in Review Actions. ## Key terms - **Usable-unit rate**: Fraction of purchased units assumed usable in the modeled denominator. - **Received annual rebate**: Rebate actually received for the comparable period. - **Operating scenario**: Entered labor, waste, downtime, recurring, or exit effect kept apart from documented invoice economics. ## Fictional example The separate Fictional Example preserves three coded annual quotes. An included offer without its code, product or comparable configuration displays MISSING OFFER / SCOPE. Clearing its price makes landed cost unavailable; setting usable units to zero makes unit cost unavailable. ## Next action Review each unavailable or adverse result, then assign the missing record, reviewer, due date and next action in Review Actions. ## Limits Formulas are editable and sheet protection is not enabled. Use only the prepared rows and keep a clean copy. Recalculation and XLSX reimport were checked with Artifact Tool; Excel desktop/web, Google Sheets and native printing have not been interactively tested. These are aggregate planning tools, not professional verification. ## AI coaching Help me complete this DenQAI file using the context below. Explain the supplied fictional example first, then ask one question at a time about my permitted fictional or aggregate, non-identifying inputs. Treat missing values as unknown, not zero. Keep example values separate from my case. Do not invent records, source verification, contract terms or professional conclusions. Identify the missing evidence and responsible reviewer before the next action. File: Purchasing and vendor workbook (XLSX). Question: Documented landed costs and usable-unit costs, separate from scenario and optional exit costs — what do the entered records support? Records to gather: Three comparable annual quote scopes, quantities, usable fractions, prices, freight, tax, received rebates, evidence and operating-cost assumptions. Fields or sheets: Start Here; Decision Summary; Quote Inputs; Calculations; Sourcing Checks; GPO Review; Hypothetical Charter; Questions; Definitions; Sources; Fictional Example; Review Actions; Use and Limits. Key terms: Usable-unit rate: Fraction of purchased units assumed usable in the modeled denominator. Received annual rebate: Rebate actually received for the comparable period. Operating scenario: Entered labor, waste, downtime, recurring, or exit effect kept apart from documented invoice economics. Steps: 1. Read Decision Summary and Use and Limits; review the separate Fictional Example and set your comparison period and years on Start Here. 2. Use Quote Inputs rows 7–9 for three offers. For each included offer, enter a coded offer, product or service, and exact comparable configuration in columns B–D; missing identity or scope displays MISSING OFFER / SCOPE. 3. Enter comparable annual quantities, usable-unit assumptions, price and costs. Enter 0 only for a known zero; missing price leaves landed cost unavailable and zero usable units leave unit cost unavailable. 4. Keep received rebates separate from promised rebates, operating scenarios and optional exit costs. Enter evidence status, supporting document locator and reviewer role, then review Sourcing Checks and GPO Review separately from the cost results. 5. Review unavailable or adverse results and supporting evidence; assign the missing record, reviewer, due date and next action in Review Actions. Fictional example: The separate Fictional Example preserves three coded annual quotes. An included offer without its code, product or comparable configuration displays MISSING OFFER / SCOPE. Clearing its price makes landed cost unavailable; setting usable units to zero makes unit cost unavailable. Limits: Formulas are editable and sheet protection is not enabled. Use only the prepared rows and keep a clean copy. Recalculation and XLSX reimport were checked with Artifact Tool; Excel desktop/web, Google Sheets and native printing have not been interactively tested. These are aggregate planning tools, not professional verification. Next action: Review each unavailable or adverse result, then assign the missing record, reviewer, due date and next action in Review Actions. ## AI review Review my permitted fictional or aggregate, non-identifying draft against the DenQAI file context below. Check the actual fields, units, periods, evidence and unresolved contradictions. Use arithmetic only where the stated model supports it; a CSV has no embedded formulas. Keep missing values unknown and separate facts, assumptions and the fictional example. Return specific corrections, questions for the responsible reviewer and the next action; do not invent professional approval. File: Purchasing and vendor workbook (XLSX). Question: Documented landed costs and usable-unit costs, separate from scenario and optional exit costs — what do the entered records support? Records to gather: Three comparable annual quote scopes, quantities, usable fractions, prices, freight, tax, received rebates, evidence and operating-cost assumptions. Fields or sheets: Start Here; Decision Summary; Quote Inputs; Calculations; Sourcing Checks; GPO Review; Hypothetical Charter; Questions; Definitions; Sources; Fictional Example; Review Actions; Use and Limits. Key terms: Usable-unit rate: Fraction of purchased units assumed usable in the modeled denominator. Received annual rebate: Rebate actually received for the comparable period. Operating scenario: Entered labor, waste, downtime, recurring, or exit effect kept apart from documented invoice economics. Steps: 1. Read Decision Summary and Use and Limits; review the separate Fictional Example and set your comparison period and years on Start Here. 2. Use Quote Inputs rows 7–9 for three offers. For each included offer, enter a coded offer, product or service, and exact comparable configuration in columns B–D; missing identity or scope displays MISSING OFFER / SCOPE. 3. Enter comparable annual quantities, usable-unit assumptions, price and costs. Enter 0 only for a known zero; missing price leaves landed cost unavailable and zero usable units leave unit cost unavailable. 4. Keep received rebates separate from promised rebates, operating scenarios and optional exit costs. Enter evidence status, supporting document locator and reviewer role, then review Sourcing Checks and GPO Review separately from the cost results. 5. Review unavailable or adverse results and supporting evidence; assign the missing record, reviewer, due date and next action in Review Actions. Fictional example: The separate Fictional Example preserves three coded annual quotes. An included offer without its code, product or comparable configuration displays MISSING OFFER / SCOPE. Clearing its price makes landed cost unavailable; setting usable units to zero makes unit cost unavailable. Limits: Formulas are editable and sheet protection is not enabled. Use only the prepared rows and keep a clean copy. Recalculation and XLSX reimport were checked with Artifact Tool; Excel desktop/web, Google Sheets and native printing have not been interactively tested. These are aggregate planning tools, not professional verification. Next action: Review each unavailable or adverse result, then assign the missing record, reviewer, due date and next action in Review Actions. ## Related guide [Open the related guide](https://denqai.com/independent/buying-power/workbench)