Quotation Compare
Every vendor's reply to one Purchase Quotation, line by line, in one matrix. The screen suggests a vendor for each line, you award the lines, and releasing the compare sends the awarded vendor and price to the Purchase Requisition the quotation came from.
What it is for
It is the comparative statement. On Create it reads every vendor on the quotation and every reply line, so a vendor who did not answer a line shows with no price.
The rule people get wrong: awarding lines changes nothing until the compare is released. Only then are the requisition lines given their vendor and price, ready for Generate Purchase Order.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Quotation | The quotation compared | Required. Locked after Create |
| Notes | Why the award was made | Required. Locked after Create |
| Purchase Organization, Purchase Group, Order Journal, Responsibility Central, Responsible, Project | Taken from the quotation | Shown |
| Purchase Reason, Reason Detail | The business justification | Shown |
Analytical Compare
| Part | What it shows | What you do |
|---|---|---|
| Suggest based on | The basis of the suggestion | Cost (lowest price), delivery (smallest deviation from the required date), or balanced (60 percent price, 40 percent delivery). Ties go to the cheaper quote |
| Award all suggested | Awards every line to its suggested vendor | |
| Price matrix | One row per item, one column per vendor | Click a price to award that line to that vendor. Awarding against the suggestion asks for a reason |
| Figures | Lines, vendors, totals | Amounts include tax when Required Tax on Quotation Compare is ticked in the setting, and exclude it otherwise |
| Print, Excel | The comparison as a report or a spreadsheet |
A price that was not quoted cannot be awarded: the screen says "Price not defined".
Line Compare
The same data as a grid, one line per vendor per item: the vendor, his rank and score, the price, discount, net and tax amounts, the required and promised delivery dates and the days of deviation, the last purchase price, and whether the line is selected.
Releasing
Releasing the compare without any vendor selected asks "Do you want to release document without select any vendor?" first. On release, for each selected line that came from a requisition, the requisition line gets the Vendor, the Price, the Discount %, the Quotation and the Quotation Compare, and its amounts are worked out again. The compare's status moves from open to completed, and the requisition's quotation status follows.
What it is connected to
- Purchase Quotation and Request For Quotation Reply - what it reads.
- Purchase Requisition - what it writes the award to.
- Purchase Order - made from the requisition once awarded.
- Procure to pay - the sourcing step.
If something looks wrong
- "Basic Data cannot be Empty". The quotation has no reply lines to compare.
- The requisition did not get the vendor. The compare is still a draft, or the quotation's lines were not taken from a requisition. Release it, or type the vendor and price on the requisition.
- "Price not defined". That vendor did not price the line.