Manually register a supplier quotation

This can be useful if the supplier sends the quotation on paper.

Prerequisites
A supplier quotation is always entered on a Request for Quote (RFQ). This means that if no RFQ exists in the system, you have to start with entering the RFQ. See About requesting quotations from your suppliers.

To exemplify, assume that the supplier has quoted three items on the RFQ.

Select the Work with requests for quote menu item.
On Work with requests for quote, RFQ-headers, mark the RFQ that you wish to add the quotation to and click the Suppliers option.
On RFQ-suppliers, mark the supplier from which you received the quotation and click the Add supp quot option.
You access Supplier quotation header maintenance. On this panel you define main information about the quotation. The following fields are mandatory:

Expiry date: Enter the date when the quotation expires.
Currency: Displays the currency defined on the RFQ header, but can be changed.
From date: Enter the date from which the quotation is valid.
Terms of payment: Displays the terms of payment defined on the RFQ header, but can be changed.
Terms of delivery: Displays the terms of delivery defined on the RFQ header, but can be changed.

Supplier agreement
If the quotation is to result in a supplier agreement, the following fields should also be completed. (Note: If you do not know if the quotation is to end up in an agreement, leave the fields blank now. You can complete them later).

To date: Enter the date from when the agreement is valid.
Suppl agreement no: Enter the number of the agreement to be created.

For information about creating agreements from a quotation, see Create a supplier agreement from a supplier quotation.

Click OK to update.

You access Supplier quotation lines, displaying all the items that were requested for quotation from this supplier. Select the item(s) that the supplier offered on the received quotation and click Create quotation line.
You access Supplier quotation line for the first selected item. The following fields are mandatory:

Item
Unit
Qty dep pric: Indicate if the purchase price is dependent on the quantity purchased.

Purchase order
If the quotation is to result in a purchase order, the following field also has to be completed:

Quantity

If you do not enter any price for the quotation line, the system will send a warning message, telling you that no price is defined, when you create a purchase order from this quotation line. However, the message can be ignored.

Supplier agreement
If the quotation is to result in a supplier agreement, the following fields also have to be completed:

Quantity
Price 1

Click OK to update.

You access Supplier quotation line for the second item. Complete the fields as described above and click OK.
You access Supplier quotation line for the third item.

For this item, no code is displayed in the Item field. This is because the item is not part of your company’s regular item assortment. To be able to request quotations on items that are not registered in the Item file, you have the possibility to enter only the Description of the item when entering RFQs. See Add a temporary item.

You can choose between the following options:

Leave the Item field blank and enter the quantity and price information from the quotation on this panel. This option is preferred if, at this stage, you do not know whether you want to accept the quotation, i.e. add this item to your regular item assortment.
Enter an item code in the Item field that does not already exist in the Item file. Then click Generate item to register the item in the Item file. This option is preferred if you have accepted the quotation, i.e. you will add this item to your regular item assortment.

For this example, you will accept the quotation and do the following:
Assign an item code to the new item by completing the Item field on this panel. Click the Generate item function key.

You access Generate new item. Complete the applicable fields. (For a detailed description of the fields, see Enter a sale for a non-stocked item). Click OK.
You return to the Supplier quotation line panel. Complete the following fields:

Quantity: Enter the quantity offered on the quotation
Price 1: Enter the purchase price offered on the quotation.

Click OK to update.

The same panel is displayed, with the following warning message displayed at the bottom part of the panel: Warning: Item code differs from the item requested on the RFQ. This message is displayed because you now have assigned an item to this RFQ line. Click OK to ignore the message and accept the quotation line.
You access Supplier quotation lines.

Quot rec: This field is set to YES, meaning that a quotation was received from the supplier.

Exit the routine. You now have the following options from which to choose:

create a purchase order from one, or all, of the quotation line(s). See Create a purchase order from a supplier quotation.
create a supplier agreement from one, or all, of the quotation line(s). See Create a supplier agreement from a supplier quotation.
update the purchase prices in the Item file for one, or all, item(s) on the quotation line(s). See Update purchase prices from a supplier quotation or supplier price catalogue.

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