Enter a Quote for Purchase Order Home | FAQs & Troubleshooting

 

Overview

Use this procedure to enter a quote to send to vendors to find the lowest cost for purchased materials.

You can create a quote for a single vendor or multiple vendors, and then print or email the quote to vendors using Paperless Office. After vendors return their quotes and you select the winning bid, you can generate a purchase order from the quote if you have the appropriate security setup.

To enter a quote for a purchase order

1. Select Purchase Order Main menu > Purchase Order Entry.

2. In the Order Number field, enter a number to identify this quote. For more information, see Purchase Order Entry - Fields.

   You can copy an existing quote by entering a new order number in the Order Number field, then clicking Copy From. For more information, see Copy Purchase Order Information.

3. Enter the order date.
4. In the Order Type field, select Quote. The expire date defaults based on the value entered in the Default Days Until Quote Expires field in Purchase Order Options, but you can change the expire date.
5. In the Vendor No. field, select the vendor that you're requesting a quote from.
6. If you're requesting a quote from multiple vendors, click the Request Quote from Vendors button (next to the Vendor No. field) and in the Request Quote from Vendors window:
   1. Enter the additional vendors.
   2. Select the Print Quote check box for each vendor.
   3. Click OK.
7. Verify the Print Quote check box is selected on the Header tab.
8. Click the Address tab, and verify the purchase and ship-to addresses.

9. Click the Lines tab.

   Note To the right of the buttons located above the primary grid, a label indicates the unit cost used for the quote. If Prompt is selected in the Select Unit Cost for Quote field in Purchase Order Options, a message displays asking you to select the unit cost to use for items.

10. In the Item Code field, enter the first inventory item for the quote.
11. In the Ordered field, enter the item quantity for the quote.
12. Enter text in the Comment field if you want a comment associated with this line item.
13. Repeat steps 10–12 to enter additional line items as needed.
14. Click Accept.

The quote is created. Click Quick Print in Purchase Order Entry, or next to the Print button, select the drop-down button > Quote Printing to print or send the quote electronically (if Paperless Office is set up) to vendors for their bids. The Request for Quote form is created using a vendor's alias item numbers, if applicable.

After vendors return their quotes and you select the winning bid, you can generate a purchase order from the quote if you have the appropriate security setup.

To generate a purchase order from the quote

1. Select Purchase Order Main menu > Purchase Order Entry.
2. In the Order Number field, select the original quote.
3. In the Vendor No. field, select the vendor with the winning bid.
4. Click the Lines tab, and enter the unit cost from the vendor for each item.
5. Click the Header tab, and select the Quote Ready to Generate check box.
6. Click Generate Order (next to the Accept button).
7. In the Generate Order from Quote window, select the appropriate options and click Proceed.
8. In the Next Purchase Order Number window, click OK to use the next automatic purchase order number.

The purchase order is generated with the Standard Order type and New order status, and the Quote No. field displays the quote that generated the purchase order. The original quote is assigned a Completed order status, and the Generated Order No. field displays the purchase order number created from the quote.