On the Incoming supplier quote sheet you record the priced quote you received from a supplier: you select the partner, enter how long the quote is valid, and add the items with quantity, unit price and VAT. This way purchase prices enter the system on a document that can be looked up later, and from the closed quote you can move on with one click: create a customer quote from it (based on the purchase price), order the goods from the supplier, or start a worksheet.
What this is and what it is not: this is the supplier priced answer, which you record. The quote request that you send to the supplier is in the Quote sent to supplier module (without prices). The price quote for a customer is the Quote sent to customer. In the Related documents list the document type appears as Supplier quote sent. The document statuses are: Draft, Closed, Cancellation, Cancelled.
To record a new quote, click the menu item Main menu / Procurement / Incoming supplier quote / New (or the New button of the list). If the quote arrived in response to an earlier quote request, it is more convenient to start it from the Quote sent to supplier list with the Document management > Incoming supplier quote option, because then the items arrive pre-filled. The screenshots were taken in the Hungarian demo interface. At the top of the sheet, on the Details tab, you can fill in the header data:
The quoted products are listed on the Items tab. Items can be edited only on a document in the Draft status. The buttons of the tab:
In the window that opens with the New button, you enter the item data on the Properties tab: Item number, Name (required), Quantity (required), VAT rate (required), Net base price, Discount / Surcharge, Net unit price, Gross unit price and Item comment. Enter the price quoted by the supplier in the net base price or in the unit price. On the Warehousing master data tab, selecting the Site is required. In the right-hand panel of the window, the Basic data and Other tabs show the selling and purchase price of the product and the stock (Physical, Reserved, Available, Incoming), so you can compare the quoted price with your own prices. The buttons of the window: Add, Add and new product, New product, Product card, Product search, Identifiers. The columns of the item table: Name, Item number, Quantity, Net unit price, VAT rate, Net value, VAT value and Gross value; the summary is below it.
On the Settings tab you can enter the other data of the document: Billing address (required; you choose from your own company billing addresses), Project, Job number, Department number and Customer order number. Later you can filter the list by project, job number and department number.
On the Customer comment and Internal comment tabs you can write free text; above the text field you can also choose from 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 (for example the PDF received from the supplier), and on the Custom fields tab the extra data fields tailored to your company. There are further tabs at the top of the sheet: 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 will find further helper functions and display settings.
On a closed quote, four options are available in the Document management menu: Quote sent to customer (the quote for your own customer), Supplier orders (an order with the same supplier), Worksheets and Cloning. Except for cloning, these are available only on a closed (or further advanced) document; the new sheet opens pre-filled with the data of the quote, and a document is created only if you save it. On the Related documents tab, with the columns document number, date, type, issuing employee and action, you see the chain of documents: the history of the quote (for example the quote request it was created from) and the documents started from the quote.
Your supplier has sent you its prices for 2 pencils. You create a new incoming supplier quote (or start it from your quote request), select the supplier, type the expiry day into the Validity field, enter the quantity, unit price and VAT rate for the item, also fill in the Site field, then save and close. From the closed quote you can prepare the quote for your own customer with the Document management > Quote sent to customer option, or order the goods with the Supplier orders option.
Attach the quote received from the supplier on the Files tab, and type the supplier own quote number into the Subject field. This way, later on the Search tab of the list or when you open the document, you immediately see which quote it is, and the original document is at hand.
The header data of the sheet:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The identifier assigned by the system; cannot be edited. | |
| Document date | The day the document was created; cannot be edited. | |
| Partner company name | The supplier giving the quote. | |
| Status | The state of the document (Draft, Closed, Cancellation, Cancelled); it changes as a result of actions and cannot be changed manually. | |
| Validity | The date until which the quote is valid; it appears as Performance date in the list. | |
| Partner contact person | The supplier contact from the contact persons of the partner. | |
| Currency | The currency of the document; cannot be changed after the first save. | |
| Exchange rate | The exchange rate; it appears if you do not select 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 any (for example the supplier own quote number). |
Item fields (in the window that opens with the New button):
| Field / Element | Required | Description |
|---|---|---|
| Item number | The item number of the product, by which it can be identified in the master data. | |
| Name | The name of the product or service on the item. | |
| Quantity | The quoted quantity; a number must be entered. | |
| VAT rate | The VAT rate applied to the item (e.g. 27%). | |
| Net base price | The net base price of the item. | |
| Discount / Surcharge | A percentage discount or surcharge on the item. | |
| Net unit price | The net price of one unit of the item on the document (the supplier quote). | |
| Gross unit price | The gross price of one unit of the item on the document. | |
| Item comment | A free-text comment on the item. | |
| Site | The site that can be selected on the Warehousing master data tab; the window marks it as required. |
The Required marker shows that the field must be filled in to add the item; for Quantity a numeric value must be entered.
The columns of the table on the Items tab:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product or service on the item. | |
| Item number | The item number of the product. | |
| Quantity | The quantity of the item. | |
| Net unit price | The net price per unit. | |
| VAT rate | The VAT rate applied to the item. | |
| Net value | The total net value of the item. | |
| VAT value | The VAT amount of the item. | |
| Gross value | The total gross value of the item. |
At the bottom of the sheet, the Net value, VAT value and Gross value summary row shows the total amount of the document in the selected currency.
Quote sent to supplier is the quote request that you send to the supplier, without prices. Incoming supplier quote is the supplier priced answer, which you record here together with the prices. The two documents build on each other: you can start this document from a closed quote request with the Document management menu.
Save stores the document as a draft that 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 the Cancelled status; this cannot be undone. Save and close does both in one step.
Items and header data can be edited only in the Draft status. After closing, the fields are locked. If you need to change something, make a copy of the closed document with the Document management > Cloning option and correct it there. The Currency cannot be changed after the first save of the document, even in a draft.
The Quote sent to customer, Supplier orders and Worksheets options are available only on a closed (or further advanced) document. Close the document, then select the option. On a draft only Cloning works.
In the item window, the Site can be selected on the Warehousing master data tab, and the window marks it as required. If you get an error message when adding the item, switch the window to this tab and select a site.
On a document created on its own the list is empty, because there is no related document yet. A row appears in it when the quote was created from another document (for example from a supplier quote request), or when you start a new document from it (for example a customer quote or a supplier order). 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).
The Validity field of the sheet and the Performance date column and filter of the list handle the same date: the day until which the supplier quote is valid. If you are looking for expiring quotes, use the Performance date filter in the list.
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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