Negotiating the best terms and conditions when purchasing from suppliers can be a daunting task for the uninitiated. With so many variables to consider, it can be difficult to know where to even begin. But with the right approach and the right tools, negotiating with suppliers can be a straightforward process. This step-by-step guide will provide you with the information and resources necessary to ensure that you are getting the best terms and conditions on all of your supplier purchases. We will cover topics such as researching suppliers, setting up an efficient negotiation process, and how to evaluate the terms and conditions they offer. By the end of this guide, you should have a clear understanding of the best practices for negotiating with suppliers and be well on your way to getting the best deal possible. 

Establishing a Negotiation Process 

Before you even start negotiating, it’s important to establish a negotiation process that works for you. This will help to ensure that you are completing all of the necessary steps, but also spending the appropriate amount of time on each one. This will vary depending on the type of product you are purchasing and the supplier you are buying from, but there are a few general rules that you should follow. 

• Define the Goal of the Negotiation - Before you can start the negotiation process, you need to know what you want. This means not only knowing the “must-have” terms and conditions of the contract, but also defining the maximum that you are willing to spend on the item.  
• Assess the Supplier’s Needs - Once you know what you want, it’s time to assess the supplier’s needs. This includes conducting supplier due diligence, reviewing their terms and conditions, and getting a sense of their needs.  
• Negotiate the Best Deal Between Both Parties - Once you have assessed the supplier’s needs and you know what you want, it’s time to negotiate the best deal between both parties. 

Negotiating Terms and Conditions 

The most important part of negotiating terms and conditions is understanding exactly what you are negotiating. In order to do this, you first need to know exactly what your supplier is offering. This is why it is essential to review the supplier’s terms and conditions prior to the start of negotiations. Understanding the supplier’s terms will help you to determine which items are negotiable. While some terms and conditions are non-negotiable (such as payment terms and product specifications), others can be negotiated to your benefit. The terms and conditions that are most likely to be negotiable are those related to the pricing, payment, and delivery of the product.  

FactWise offers holistic supplier analytics and RfX management analytics for teams to negotiate lower costs, lead times, and better payment terms to maximize their cash flow. FactWise Source-to-Pay features an insightful and easy quotes comparison screen and also an intelligent negotiation automation that can be configured to respond on your behalf as per pre-defined parameters. Our supplier selection algorithm helps you prioritize preferred and well-performing vendors, and also discover new suppliers that match your requirements and quality standards. 

• Pricing: The pricing of the product is likely to be one of the first items negotiated. While you might want to get the best possible price, you also don’t want to price yourself out of a deal. The best way to approach this is to establish a price range that you would be comfortable spending and then negotiating until you hit the high end of that range. If you go too high too soon, the supplier may walk away from the deal entirely.  
• Payment: The terms of payment can vary greatly depending on the product being purchased. For example, when purchasing materials or services, you may be able to choose between paying at once or paying a portion upfront and the rest at the end of the contract. When purchasing inventory, you may have the option between paying in full before receiving the product or paying a portion upfront and the rest at the end of the contract. The supplier’s terms and conditions will outline the exact details of their payment terms.  
• Delivery: The terms of delivery can also vary depending on the product being purchased. For example, when purchasing materials or services, you may be able to choose between a standard lead time or an expedited delivery. When purchasing inventory, your supplier may have a standard lead time, an expedited delivery, or an option to provide on-site manufacturing. The supplier’s terms and conditions will outline the exact details of their delivery terms. 

Assessing the Risk of Negotiations 

Even if the supplier is willing to negotiate the terms and conditions of the contract, there is always a risk that those negotiations will go poorly. This risk can be broken down into three risk categories: financial, reputational, and operational. Financial risk is the risk that the supplier will be unable to make the required payments under the contract. Reputational risk is the risk that the supplier will damage their standing in the industry through unethical business practices. Operational risk is the risk that the supplier will not be able to fulfill their contractual obligations. The best way to manage these risks is to identify them before negotiations begin and then take steps to mitigate them. You can do this by requiring that the supplier provide third-party trade references, confirming their financial viability, and conducting a thorough background check. 

Closing the Deal 

Once you and the supplier have settled on the best terms and conditions, it’s time to close the deal. There are a few different ways that you can go about closing the deal, depending on your needs. For example, if you are purchasing materials or services, it may be best to sign a letter of intent. However, if you are purchasing inventory, it may be best to sign a purchase order. Regardless of what type of contract you use, you should make sure to include standard terms and conditions that protect you from the risks that have been discussed in this article. 

Conclusion 

Negotiations are an essential part of doing business with suppliers. No two suppliers will ever offer you the same terms and conditions, which means that you have to be willing to negotiate with them in order to get the best deal possible. This is why it is so important to follow a negotiation process that works for you and to use the right tools to assess the supplier’s terms and conditions. The supplier’s terms will determine which items are negotiable, and your negotiation process will help you to get the best possible terms and conditions on all of your supplier purchases. 

FactWise is committed to transforming the procurement journey for buyers and suppliers globally. Our source-to-pay solution increases savings by up to 25% and efficiency by up to 20%.