Supplier quotations serves to store current price information from suppliers. In general it is only used in conjunction with the optional purchase planner module. However they can also be used for reference and selecting prices when making a purchase order manually. The purchase planner will generate a multitude of purchase orders based on the current demands for purchased materials. If you wish the system to choose the best of current supplier quotations automatically during the planning process, items need to matched to manufacturers, manufacturers need to be matched to suppliers (unless they are OEM manufacturers) and supplier quotations must be present in the system.
Note that supplier quotations are often uploaded by Excel. See the article on importing data.
Licensing
The following optional extentions are related to supplier quotations.
| Supplier quotations | Required |
| Purchase planner | The purchase planner can use data from supplier quotations to automatically select the best supplier best on price (as opposed to preferred supplier). |
Creating a new quotation
In the Purchase menu, open the Supplier Quotations dashboard and click ‘New’. Alternatively press the New button on an existing quotation.
Entering a purchase quotation
A quotation has a header and lines. Additional tabs are Line details and Activity (if the PRM module is licensed)
Header
Purchase order header contains following information of the quotation received from a supplier:
| Supplier reference | The supplier’s reference for this quotation |
| Company ID | Retrieve the partner ID in the same way as for orders. |
| Quote date | |
| Supplier person | Contact person at the supplier. |
| Currency | |
| Last valid date | |
| Comments | For internal use. |
Press [Save] in the upper left corner of the screen to save any changes.
Lines
Data recorded on a purchase quotation line:
| Item | Retrieved from the system using the action button [-] The [?] button will open the pop-up info window for this item. |
| Line | Line number from the quotation |
| Supplier id | The id of the item used in the supplier’s system |
| Manufacturer’s part number | Retrieved from the system using the action button [-]. The manufacturer’s part number is linked to the item id in the Design section, although it is also possible to add new references here when retrieving to an quotation. |
| Tracking currency, rate, band and proportion | These fields are used if the supplier is offering prices which are linked to a specific currency. Note that this is separate from the currency of the quotation. The rate tells the currency rate used at the time of the quotation. The band tells the range in which the price will not be adjusted. The proportion tells how much of the currency fluctuation will be passed through if currency rates change outside of the band from the time of quotation to the time of deliver. |
| Do not offer | The supplier does not supply this item, but it is included here because it was requested. |
| Preferred | This is the preferred line when there are multiple lines for the same item, for instance the supplier is quoting different alternative manufacturers. |
| Minimum quantity | The minimum quantity that should be purchased under this quotation. |
| Package size | The number of units in one package. |
| Delivery days | Delivery time in days. |
| Offered price | Price per unit in the currency of the quotation. |
| Comments. | For internal use |
To delete purchase quotation lines. Check the lines to be deleted and press [Delete].
Using quotations in purchase orders
When entering a purchase order line, press the action button next to the price field. This will display all the quotations made for the item that is being ordered. If there are valid purchase quotations for the item, it can be selected. This requires that the supplier defined in the purchase order header has made the quotation, or that the supplier has not been defined yet for the order.