Purchase Quotation

Record and compare vendor quotations against purchase enquiries. When a vendor responds to an RFQ, create a quotation linking it to the original enquiry. Line items are auto-populated from the enquiry — just enter unit prices. This guide covers creating quotations, pricing, comparison, and converting the winning quote into a Purchase Order.

Module: Procurement · 7 steps · all roles

Browse Quotations
1Open Quotation List

Navigate to Procurement → Quotations or go to /procurement/quotations.

Quotations list showing quotation numbers, vendor names, enquiry references, priority and status badges, and total amounts
2Filter & Columns
ColumnDescription
NumberAuto-generated quotation reference.
VendorQuoting vendor name.
EnquiryLinked enquiry reference.
PriorityHigh, Normal, or Low.
StatusActive, Accepted, Rejected, or Converted.
TotalQuoted total amount.
Create a Quotation
3Link to Enquiry

Click + New Quotation at /procurement/quotations/new. Select the source enquiry and vendor:

FieldRequiredDescription
EnquiryYesSelect from SENT enquiries. Shows item and vendor counts.
VendorYesAuto-populated from enquiry vendors. Shows “already quoted” if pending.
Quotation DateYesDate the vendor quoted.
Validity DateYesQuote valid until (minimum 7 days after quotation date).
PriorityNoHigh, Normal, or Low.
Delivery TermNoFOB, CIF, DDP, EXW, or FCA.
Payment TermNoNET30, NET45, NET60, Advance, or COD.
Quotation form with enquiry selector, vendor dropdown, date fields, delivery and payment term selectors
4Enter Pricing

Line items are auto-populated from the enquiry. Enter the Unit Price for each line. The line amount is calculated automatically (Qty × Unit Price).

All unit prices must be greater than zero. The line amounts update in real time as you type prices.
5Tax & Total
FieldDescription
SubtotalSum of all line amounts (auto-calculated, read-only).
TaxTax amount (editable, optional).
Shipping CostFreight / shipping charges (editable, optional).
TotalSubtotal + Tax + Shipping (auto-calculated, highlighted).
Workflow
6Accept & Convert
StatusMeaningNext
ActiveQuotation recorded, under review.Accept / Reject
AcceptedVendor selected as winner.Convert to PO
RejectedQuotation declined. Terminal.—
ConvertedPurchase Order created from this quote.—
Only Active quotations can be edited or deleted. Once accepted, the quotation can be converted into a Purchase Order with line items and pricing carried over.
7Cross-Links
ActionGuide
Create an enquiry firstPurchase Enquiry
Convert to purchase orderPurchase Orders
Track delivery follow-upsPO Follow-ups