On the sheet of the Quote sent to supplier you put together the quote request that you send to the supplier: you select the partner, enter by when you want performance, and list the requested products with item number and quantity. The document contains no prices and values — the very purpose of the quote request is that the supplier gives a price. You record the priced reply of the supplier later on another document, the Incoming supplier quote sheet.
What this is and what it is not: this is the quote request towards the supplier. The quote request of a customer is the Incoming customer quote, the price quote sent to a customer is the Quote sent to customer, and the priced quote received from the supplier is found in the Incoming supplier quote module. The statuses of the document are: Draft, Closed, Cancellation, Cancelled.
To create a new quote request, click the Main menu / Procurement / Quote sent to supplier / New menu item (or the New button of the list). At the top of the sheet, on the Details tab you can fill in the header data. The screenshots were taken in the Hungarian demo interface.
The requested products are on the Items tab. The items can be edited only on a document in Draft status. The buttons of the tab:
In the window that opens with the New button you fill in the item on the Actions tab: Item number (required), Quantity, Name (required) and Comment. With the Add button the item is placed on the document, with the Close button the window closes. If the given product is not yet in the master data, the system asks whether to create it as a simple product or as a service — so the quote request is not blocked by a product that has not been recorded yet (this prompt is shown in Hungarian). The item table shows the Name, Item number and Quantity columns.
On the Settings tab you can enter the further data of the document: Billing address (required; you choose from the own billing addresses of your company), Project, Job number, Department number and Customer order number. Based on the project, job number and department number you can later filter in the list.
On the Customer comment and Internal comment tabs you can write free text; above the text box you can also choose from the previously saved comment templates, if there are any. On the Tasks tab you manage the tasks related to the document, on the Files tab the attached documents, and on the Custom fields tab the extra data fields tailored to your company. At the top of the sheet there are further tabs as well: History, E-mail, Parcel tracking, CRM, Status history and Events.
The buttons of the Actions tab:
After closing, the data of the document can no longer be modified. On the Additional functions and View and layout tabs you find further helper functions and display settings.
On a closed quote request the Document management menu offers three options: Incoming supplier quote, Worksheets and Cloning. Use the Incoming supplier quote option when the supplier has replied: the new sheet opens prefilled with the data of the quote request, and you only enter the prices and the validity. The new document is created only if you save it. Cloning can be used for a draft as well. On the Related documents tab, with the document number, date, type, issuing employee and action columns, you see the chain of documents: the earlier (for example a customer quote request) and later (for example an incoming supplier quote) documents belonging to the quote request.
Your customer asks you for 2 pencils. You create a new quote request to the supplier: you select the partner, enter the requested date in the Performance date field, and on the Items tab with the New button you add the product with item number CERUZA01 with a quantity of 2. You save it, close it (for example with Close and download) and send the PDF to the supplier. When the price arrives, from the closed quote request you record the reply with the Document management > Incoming supplier quote option.
Before closing, check the item numbers and quantities of the items and the partner: a closed document can no longer be modified, and in case of an error you can make a corrected version only with the Delete and copy option (list) or the Cloning option. If you ask several suppliers for a quote for the same list of items, copy the first one and only replace the partner.
The header data of the sheet:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The identifier assigned by the system; it cannot be edited. | |
| Document date | The day the document was created; it cannot be edited. | |
| Partner company name | The supplier from whom you ask for a quote. | |
| Status | The state of the document (Draft, Closed, Cancellation, Cancelled); it changes as a result of the actions and cannot be modified by hand. | |
| Performance date | The requested performance date. | |
| Partner contact person | The contact person at the supplier, from the contact persons of the partner. | |
| Currency | The currency of the document; it cannot be changed after the first save. | |
| Exchange rate | The exchange rate; it appears if you choose a currency other than the base currency of your company. | |
| Subject | A free-text subject to make identification easier. |
The fields of the Settings tab:
| Field / Element | Required | Description |
|---|---|---|
| Billing address | The own billing address of your company that appears on the document. | |
| Project | The project the document belongs to. | |
| Job number | An internal job number for tracking costs. | |
| Department number | The number of the department handling the document. | |
| Customer order number | The reference number used by the partner, if there is one. |
Item fields (in the window that opens with the New button):
| Field / Element | Required | Description |
|---|---|---|
| Item number | The item number of the requested product; if it is empty you get an error message. | |
| Quantity | The quantity requested from the supplier. | |
| Name | The name of the product or service; if it is empty you get an error message. | |
| Comment | A free comment attached to the item. |
The Required mark shows that filling in the field is necessary at saving (or when the item is added). The free-text fields of the Customer comment and Internal comment tabs are not required.
Because this is a quote request: you record on it what you would like to receive from the supplier, and the supplier gives the price. You can record the prices you receive on the Incoming supplier quote document, which you can start from the closed quote request with the Document management menu. That is why the item table shows only the name, the item number and the quantity.
Save stores the document as a draft, which you can still edit later. Close finalizes it: after that the data cannot be modified, but the Document management menu, the PDF and e-mail sending become available. Delete puts the document into Cancelled status; this cannot be undone. Save and close does the two in one step.
The items and the header data can be edited only in Draft status. After closing, the fields are locked. If you need to make a change, make a copy of the closed document with the Document management > Cloning option and correct it there. The Currency cannot be modified after the first save of the document, even in draft.
The Incoming supplier quote and Worksheets options are available only for a document that is closed (or beyond). Close the document and then select the option. For a draft only Cloning works.
The system asks whether to create the product in the master data as a simple product or as a service (the prompt is shown in Hungarian). If you accept, the product is added to the master data and you can use it elsewhere later. If you leave the item number or the name empty, the system gives an error message and the item is not added to the document.
For a new or independently created document the list is empty, because there is no related document yet. A row appears in it when the quote request was created from another document (for example a customer quote request), or when you start a further document from it (for example an incoming supplier quote). The text of the row shows the direction: “document created from document no. …” or “used on document no. …” (the wording of these rows is shown in Hungarian).
Close the document, then download it with the Download > PDF option and send it to the supplier; or use the Additional functions > New email option, with which you can start the e-mail from the document. Closing and downloading can also be done in one step with the Close and download option.
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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