In this module you review and manage the Incoming supplier quote documents. This is the document on which you record the priced quote you received from a supplier: linked to a partner, with a validity date, a currency and a subject, and for each item a name, item number, quantity, unit price and VAT. Typically the reply to a request you sent to the supplier (Quote sent to supplier) is recorded here, so you see your procurement quotes together with their prices in one place. The list gives you access to all previously created documents, lets you search among them, and lets you start the most important actions directly from it. From a closed quote you can create a customer quote, a supplier order or a worksheet with the Document management menu.
Do not confuse the two procurement quote documents: Quote sent to supplier is the request you send to the supplier (without prices, only with the requested items and quantities); Incoming supplier quote is the priced reply of the supplier, which you record in the system. The menu names follow the terminology of the system; the document type is shown as Supplier quote sent 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 / Incoming supplier quote / List and all the incoming supplier quotes 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 / Incoming supplier quote / 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 incoming supplier quotes.
The Document management menu starts a new document from the selected, closed quote. 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 and Department number. 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. This list has no separate Item number filter.
Important: the Performance date filter and column handle the same date that you fill in on the sheet as Validity: the day until which the quote of the supplier is valid. If you want to filter expiring quotes by validity, use the Performance date field.
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 you asked a supplier for a price for 20 pieces of a product. If you have already closed the request in the Quote sent to supplier module, you can start this document from there with the Document management > Incoming supplier quote option, so the items are waiting prefilled and you only need to enter the prices, the VAT and the validity. When the quote of the supplier has arrived, you record it here and close it, then decide from the closed quote: you order from the supplier (Supplier orders) or pass it on to your own customer (Quote sent to customer).
Use the Performance date filter (this is the validity of the quote) to find supplier quotes that are about to expire in a short time: set the date range from today to next week and select Closed among the statuses. This way you can decide on the order before the quote expires.
The columns of the default table and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The unique identifier of the incoming supplier quote (e.g. SZAJKUL000005/2025), assigned by the system at the first save. | |
| Document date | The date the document was created. | |
| Performance date | The validity date of the quote; on the sheet it is called Validity and must be filled in. | |
| Partner company name | The name of the supplier giving the quote (required field on the sheet). | |
| Partner contact person | The name of the contact person on the supplier side. | |
| Net value | The net total of the quote in the currency of the document. | |
| VAT rate | The VAT rate applied to the items; you can see it item by item on the sheet. | |
| Gross value | The gross total of the quote in the currency of the document. | |
| Currency | The currency of the document. | |
| Exchange rate | The exchange rate, if the quote 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. 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 product or service on the item. | |
| Item number | The item number of the product, through which it can also 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 offered by the supplier. | |
| Net unit price | The net price per unit of the product offered by 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 Supplier quote request, Customer 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 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 quote 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 validity, the partner and the currency), 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.
Close the incoming supplier quote, select it in the list, and from the Document management menu choose Quote sent to customer (the quote for your own customer) or Supplier orders (an order placed with the supplier). The system opens the sheet of the new document prefilled with the data of the quote; it is created only if you save it. You can later find the new document on the Related documents tab of the quote as well.
The column and filter of the list and the sheet use the same date field, but the list shows as Performance date what you fill in on the sheet as Validity. Here the date means until when the quote of the supplier is valid, not when the goods will be delivered.
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 Incoming supplier quote 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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