Quotation

Once you click the Quotation under Purchase, a list of quotations will be displayed on the screen.

Create Quotation

To create a quotation, proceed with the following steps:

1. Navigate to Purchase / Quotation.
2. Click the “Create” button. (Top right corner)
3. Insert the following information:

Quotation Fields

• Supplier (Required: Select the specific supplier providing this quotation)

• Request for Quotation (Optional: Select an RFQ previously sent to this supplier.)
  This automatically links the quotation to the RFQ and popoulates all relevant fields

  • Listed RFQs depend on the selected supplier (RFQs associated with the selected supplier will be displayed as options in this field)

• Department (Required: Select the department associated with this quotation)

  • The departments listed are based on the ones assigned to the user.

• Tax (Optional: Select the tax category applicable to this quotation)

  • Only applicable if the supplier is non-resident.

• Discount (Optional: Enter the discount percentage offered by the supplier)

• Reference Number (Optional: Enter the reference number from the supplier's quotation document)

• Date (Required: Enter the date of the quotation)

  • By default, this field is set to the current date.
  • You can modify this date if a different effective date is applicable.
    The selected effective date must be on or after the date of the last recorded invoice in the system.
  • Quotation date cannot be within "Locking period".

• Validity Date (Optional: Specify the date until which the prices and terms of this quotation are guaranteed)

  • To commit to this quotation, a Purchase Order must be issued on or before this date.

• Delivery Date (Optional: Indicate the expected date for the delivery of the quoted items)

• Project (Optional: Select the project associated with this quotation)

• Description (Optional: Provide any additional details or specifications.)

• Notes (Optional: Add any comments that are relevant to this quotation)

• Attachments (Optional: Upload any supporting documents)

• Exchange Rate (Ensure the correct exchange rate is entered to save this invoice.)

  • The exchange rate is only displayed if the "Multi-Currency" and "Allow Rate Change" features are enabled in the settings.
  • As such, an exchange rate will appear, displaying the currency rate used for converting the supplier's currency to your base currency.

Items Table

To add item(s) to this quotation, proceed with the following steps:

• Click the “Add Entry" button located at the top right corner of the table.

• The following information should be inserted:

  If inventory is enabled, proceed with the following steps:

  • Item (Required: Select an item that you need to acquire for this quotation)
    • A search feature allows you to find an item by item name, barcode, SKU code, or category by typing in the field.
  • Selling Unit (Required: Select the selling unit of this item)
    • Selling units listed are "piece" and "package".
    • If the item has no pre-defined package, "piece" will be selected as the default selling unit.
  • Package (Optional: Select the specific package type for this item)
    • Only applicable if item has a package defined, and selling unit is selected as “package”.
    • Packages displayed are those previously created and linked to this specific item.
  • Unit of Measure (Select the unit of measure for the quantity)
  • Quantity (Required: Enter the specific quantity of the item being requested)
  • Unit Price (Required: Enter the quoted price per unit of the item)
  • Taxes (Optional: Select the applicable tax category for this item)
    • Applicable only if the supplier is a resident supplier.
  • Discount (Optional: Enter the discount percentage for this item)

  If inventory is disabled, proceed with the following steps:

  • Item Name (Required: Enter manually the item(s) name that you need to acquire)
    • No item dropdown available.
  • Item Type: Select the type of item acquired for requisition (e.g., goods, works, service.)
  • Quantity (Required: Enter the specific quantity of the requested item)
  • Unit Price (Required: Enter the quoted price per unit of the item)
  • Taxes (Optional: Select the applicable tax category for this item)
    • Applicable only if the supplier is a resident supplier.
  • Discount (Optional: Enter the discount percentage for this item)

Item Table Actions

Actions:

• Delete Item Entry (Click on the “Delete” icon to delete the item entry, located at the right end of the row)
• Reset all Entries (Click on the “Reset” Icon to remove all entries, located next to the “Add Entry" button)

Quotation Summary

• A table at the bottom of the page will display the key financial totals for this quotation in a multi-currency format, including:
  Subtotal, Discounted Total, Tax Amount, Total.
  • The table displays these key financial totals in the transactional currencies, depending on the system's Multi-Currency settings and the Supplier's designated currency.

4. Click “Save” or “Save to Draft” once all information is entered.

Edit Quotation

To edit an existing quotation, proceed with the following steps:

If quotation is not in "Draft" status, refer to Reset Quotation to Draft section for instructions.

1. Navigate to Purchase / Quotation.

2. Choose one of the following methods to edit the desired request:

   • Click on the desired quotation to view or edit and then click the "Edit" button (Top right corner)
   • Right-click on the desired draft quotation and select “Edit”.

3. Once in edit mode, you can adjust the information for this quotation.

   For detailed explanation of fields, please refer to "Quotation Fields".

4. Click “Save” or “Save to Draft” once all information is entered.

Reset Quotation to Draft

This action reverts the quotation to an editable “Draft” status.

To reset a “Quotation” to draft, proceed with the following steps:

1. Navigate to Purchase / Quotation.
2. Click on the desired quotation to view.
3. Click the “Reset to Draft” button. (Top right corner)
4. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

View Quotation

Performing this action will display the detailed information of the selected quotation.

To view a “Quotation”, proceed with the following steps:

1. Navigate to Purchase / Quotation.
2. Choose one of the following methods to view the desired quotation:
   • Click on the desired quotation to view.
   • Right-click on the desired quotation, then click “View” from the context menu.

Cancel Quotation

To cancel a quotation, proceed with the following steps:

1. Navigate to Purchase / Quotation.

2. Right-click on the desired request and select "Cancel".

3. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action permanently marks the quotation as “Canceled”, preventing any further modifications.

Delete Quotation

• Quotations linked to other records or documents cannot de deleted.

To delete a quotation, proceed with the following steps:

1. Navigate to Purchase / Quotation.

2. Right-click on the desired quotation and select “Delete”.

3. Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action will permanently remove the quotation!

Convert Quotation to Order

• Executing this action will automatically direct you to the “Create Order” page.
  All relevant fields from the original quotation will be populated in the new order.

To convert a quotation into an order, proceed with the following steps:

1. Navigate to Purchase / Quotation.
2. Click on the desired quotation to open its detailed view.
3. Click the “Convert” icon. (Top right corner, next to “Reset to Draft” button)

To access detailed instructions on common system actions, please refer to the following resource: Common Actions