Creating a Purchase Quotation

About Purchase Quotations

A Purchase Quotation is the written financial proposal received by you from the supplier that you register on the system with the agreed-on prices for the items to be restocked.

To create a purchase quotation

Select “Purchases” from the navigation menu.
Select “Purchase Quotations“.
Click the button “Add Purchase Quotation“.
Select the “Supplier” to be issued the purchase quotation using the drop-down menu.
- Click the button “New” to add a new supplier on-screen.
  - For more information on adding Suppliers, please refer to the tutorial “Adding a new Supplier“.
Click the “Currency” abbreviation next to the button “New” to edit the invoice currency using the drop-down menu.
Input the purchase quotation information
- “P.Q. Number”: an automatic, unique purchase quotation number/ ID.
- “Date”: the purchase quotation creation date; set by default as the current date.
- “Valid Until”: Input the number of days before the P.Q. becomes due as agreed with the supplier, calculated from the issue date.
- +: Click the “+” sign to add an extra Custom Field to the Purchase Quotation.
  - Input the custom field label.
  - Input the field’s value.
Input the purchase quotation item details
- Item: Input the invoice item to be purchased or search products or services using the drop-down.
  - For more information on adding products or services to the inventory database, please refer to the tutorial “Adding a product“.
- Description: Add a description to the item or find it filled automatically in case the item has been previously registered.
- Unit Price: Input the item purchase price per unit or find it filled automatically according to the item’s previously registered buy price.
- Quantity: Input the item quantity to be purchased.
- Tax: Select the tax using the drop-down menu.
  - Click “Tax Settings” in the drop-down menu list to add a new tax using a pop-up window.
    - For more information on adding taxes, please refer to the tutorial “Adding Taxes“.
Input the purchase quotation’s Discount as required.
- Discount: Input a discount to be set on the total invoice amount using the drop-down menu to select from “Percentage” or “Amount“, in case a discount has been set with the supplier.
Input the purchase quotation’s Shipping details as required.
- Warehouse: Select the warehouse to which the products are shipped using the drop-down menu.
  - Note that the “Warehouse” field is only visible if you have more than one registered warehouse.
    - For more information, please refer to the tutorial “Creating a Warehouse“.
- Shipping Fees: Add the shipping fees required by the supplier.
Attach documents to the P.Q. as required by clicking the tab “Attach Documents”.
- Upload a New Document by browsing your device or drag and drop the file to attach it, or attach a Previously Uploaded Document using the drop-down menu.
Add additional “Notes/ Terms” as needed.
Click “Preview” to preview the P.Q. before saving.
Click the “Save” button.
- Click “Save and Email” or “Save and Print” as required.

Creating a Purchase Quotation

About Purchase Quotations

To create a purchase quotation

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