In this module you review and manage the Quote sent to supplier documents. This is the document with which you ask a supplier for a quote (a price): you record which partner you want to buy what from, with what item number and in what quantity, and by when you want performance. The document contains no prices, only the requested items, so it is the quote request sent to the supplier. The list gives you access to all previously created requests in one place, lets you search among them, and lets you start the most important actions directly from it. When the supplier has replied, from the closed request you can start the Incoming supplier quote document with one click using the Document management menu, on which you record the prices you received.
Do not confuse the two procurement quote documents: Quote sent to supplier is the request that you send to the supplier (without prices); Incoming supplier quote is the priced reply of the supplier, which you record. The menu names follow the terminology of the system; the type of this document is shown as Supplier quote request in the Related documents list.
The possible statuses of the documents are: Draft, Closed, Cancellation, Cancelled — the meaning and restrictions of each status are detailed in the Frequently asked questions section.
Click Main menu / Procurement / Quote sent to supplier / List and all the quote requests created so far are displayed. Above the table, the buttons on the Actions tab let you work with the selected document. You can create a new document with the Main menu / Procurement / Quote sent to supplier / New menu item or with the New button of the list. The screenshots were taken in the Hungarian demo interface.
At the right end of the row of tabs, the Analytics link leads to the statistics page of the quote requests sent.
The Document management menu starts a new document from the selected, closed request. For a document in draft status only Cloning can be used.
Click the Search tab above the table to display the filter options. The fields visible right away are Partner company name, Document number, Currency and Status (you can select several statuses). With the “Expand” button more filters open: Document date and Performance date from–to, Employee, Project, Job number, Department number, and the Item number, with which you find the requests that contain a given product. Use the Search button to filter by the set conditions. With the floppy disk icon next to the button you can save the current search (the list then loads according to the saved state), and with the X icon you can delete the saved search, after which the full list is loaded again.
On the View and layout tab you can set how the list is displayed for you:
These settings are saved per user, so they are kept the next time you sign in. The labels Columns and Rows appear in Hungarian (Oszlopok, Sorok) in the interface.
In the panel below the list you can quickly view the details of a selected document without opening the document itself. The panel has two tabs:
The panel can be pinned (set to a fixed size) with the icon in its top right corner, and its size can be adjusted by dragging the divider line at the top of the panel.
On the Additional functions tab you find extra options for the selected document that help your daily work:
Suppose a customer asks you for 20 pieces of a product, but you do not know the purchase price yet. With the Quote sent to supplier / New menu item you create the request to the supplier with the item number and the quantity, enter the requested performance date, then close it and send it to the supplier (for example with the Close and download option). When the supplier replies, you select the request in the list and with the Document management > Incoming supplier quote option open the prefilled incoming quote, where you only need to enter the prices and the validity.
If you ask several suppliers for a quote for the same list of items, do not create each one separately: create the first request, then use the Cloning button and on the new document only replace the partner. With the Item number filter you can later quickly find whom you have already sent a request to for a given product.
The columns of the default table and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The unique identifier of the request (e.g. SZAJKER000003/2025), assigned by the system at the first save. | |
| Document date | The date the document was created. | |
| Performance date | The requested performance date; it must be filled in on the sheet. | |
| Partner company name | The supplier from whom you ask for the quote (required field on the sheet). | |
| Partner contact person | The name of the contact person on the supplier side. | |
| Currency | The currency of the document. | |
| Exchange rate | The exchange rate, if the document was not made in the base currency of your company. | |
| Employee | The name of the colleague who recorded the document. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled). |
The set of displayed columns can be customized in the View and layout > Columns setting — the list above shows the default view. This list has no price or value columns, because a quote request contains no price. The Required mark shows that filling in the field on the sheet is mandatory at saving.
The columns of the Items tab of the preview window and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the requested product or service. | |
| Item number | The item number of the product, through which it can be identified in the master data. | |
| Gross weight | The gross weight of the item, based on the data recorded in the master data of the product. | |
| Quantity | The quantity requested from the supplier. |
The columns of the Related documents tab of the preview window:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The identifier of the related document. | |
| Document date | The date the related document was created. | |
| Document type | The kind of the related document (for example Customer quote request, Supplier quote sent). | |
| Issuing employee | The colleague who issued the related document. |
Quote sent to supplier is the document that you issue and send to the supplier: a quote request without prices, only with the requested items, quantities and performance date. Incoming supplier quote is the priced reply of the supplier that you record in the system, with unit prices, VAT and a validity date. The two follow each other: first you ask for a quote, then you record the reply you received. The menu names follow the terminology of the system, not the direction of the document, so it is worth checking the document type (Supplier quote request or Supplier quote sent) in the Related documents list as well.
Only a document in Draft status can be closed, and only a document in Draft or Closed status can be deleted — documents in Cancellation and Cancelled status can be neither closed nor deleted. Closing makes the document final and it can no longer be modified. If closing stops with an error message, read the message and check the required fields of the document (for example the partner, the currency, the performance date and the item numbers of the items), then try again.
These actions are available only for a document that is closed (or beyond). For a document in draft status you can use Download > PDF Preview, XLSX items and Document management > Cloning — if you need the final copy, close the document first (for example with the Close and download option). Also make sure the row is selected in the table, because without a selection the buttons are not active.
A deleted document does not disappear for good: it gets the Cancelled status, and in this status it can still be found in the list if you filter for this status with the Status filter on the Search tab. Deletion cannot be undone, the document cannot be restored, and a cancelled document can neither be closed nor deleted again. If you want to create it again with the same data, use the Delete and copy option, which also makes a copy besides deleting.
A quote request contains no prices, so you record the prices on another document. Close the request, select it in the list, and from the Document management menu choose Incoming supplier quote. The system opens the sheet of the new document prefilled with the data of the request; it is created only if you save it. You can later find the new document on the Related documents tab of the request as well.
Filter the list to the documents you need on the Search tab, then with the Download > XLSX list option you can export the whole currently displayed list into a spreadsheet, even without a selection. If you need the items as well, use the XLSX item list option.
Select the document and open the Related documents tab in the preview window, or open the sheet of the document and use the Related documents tab there. The text of the rows shows the direction of the link, for example “document created from document no. …” or “used on document no. …” (the wording of these rows is shown in Hungarian).
The Quote sent to supplier module appears under Main menu / Procurement only if it is assigned to your user. If you do not see it, ask the system administrator to check the module assignment in your user settings.
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