Purchase Quotation
The enquiry you send out: which items and quantities you want priced, to which vendors, by when, and what each vendor must send back. The vendors' answers are recorded on Request For Quotation Reply and compared on Quotation Compare.
What it is for
One quotation can go to several vendors for the same lines, so their replies can be compared like for like. The Quotation Type decides what each vendor is scored on and which documents and answers you expect from them.
The rule people get wrong: the Quotation Type, Currency and Requisition are fixed once the quotation is created. Pick them before Create.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Quotation | The quotation number | Given on Create |
| Quotation Date | The date of the enquiry | Required. Changing it clears the Requisition |
| Notes | Free text | |
| Currency | The currency you want prices in | Required. Starts at the local currency |
| Requisition | The requisition being quoted | Optional. With one, the lines are picked from that requisition and their quantity cannot be typed over |
| Quotation Type | The rules for this enquiry, from Quotation Type | Required |
| Required Quotation Sealed | The bid type | Picked from the list |
| Project | Internal reference | |
| Expiration Date, Expiration Time | Until when vendors may answer | |
| Purchase Organization, Purchase Group, Order Journal, Responsibility Central, Responsible | Who buys | |
| Purchase Reason, Reason Detail | The business justification |
Quotation Date, Currency, Requisition, Quotation Type, Project, Expiration Date and Time, Purchase Organization, Purchase Group, Order Journal, Responsibility Central, Responsible, Purchase Reason and Reason Detail are locked after Create.
Vendor
| Column | What it means | What to put |
|---|---|---|
| Vendor, Name | Who is asked to quote | At least one vendor |
| Contact Number, Email | How to reach them | |
| Line Text | Free text |
Purchase
| Column | What it means | What to put |
|---|---|---|
| Purchase, Purchase No, Name | What is to be priced | Item, item variant, procurement category, fixed asset or cost element |
| Item Variant | The variant | Required for an item kept by variant. The column shows when Item Variant is ticked in the setting |
| Special Indicator | A special kind of line | |
| Unit, Quantity | How much | Quantity above zero. A line from a requisition cannot ask for more than the requisition line |
| Required Date | When it is needed | |
| Origin columns | The requisition line it came from | Filled when copied |
| Line Text | Free text |
Vendor Scoring, Required Document, Required Questions
Filled from the Quotation Type when the quotation is created: the scoring criteria with their ranges, the documents each vendor must send, and the questions each vendor must answer, each marked Mandatory or not. A tab with nothing in it is hidden.
Header, Footer
Rich text printed above and below the lines.
Scenarios
- Three vendors are asked to price the same requisition. Create the quotation with the Requisition, add the three vendors, copy the lines with the Purchase Requisition button, save. Print Purchase Quotation To Vendor for each vendor.
- A tender with a scoring sheet. Pick a Quotation Type whose Scoring Method lists price, delivery and quality. The vendors are scored on their replies.
- Publishing from the requisition. Publish to Portal on Purchase Requisition makes the quotations for you, one per set of vendors.
What it is connected to
- Purchase Requisition - the lines it prices; the requisition's quotation status follows it.
- Request For Quotation Reply - each vendor's answer to it.
- Quotation Compare - compares the replies and awards the lines.
- Procure to pay - where quoting fits.
If something looks wrong
- "Vendor cannot be Empty". Add at least one vendor.
- "Item cannot be Empty" or "Purchase Quotation Lines cannot be empty". Add at least one line.
- "Purchase Quotation - Line ID: 0001 - Item Variant Cannot be Empty". Pick the variant.
- "Purchase Quotation - Line ID: 0001 - Quantity cannot be zero or less then zero". Type a quantity.
- "Basic Data - Line ID: ...- Purchase Requisition Quantity: ... cannot exceed Balance Quantity ..." The line asks for more than the requisition line holds.