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Purchase Quotation

Quotations

Purpose

The Quotations feature is used to request, receive, manage, and approve vendor pricing proposals for goods and services. Quotations can be created by employees through the Admin Portal or by vendors through the Vendor Portal.

Quotations may be created directly from approved Purchase Requests or from available items in the item catalog.

The quotation process supports approval workflows, discussions, tasks, attachments, and email communication between buyers and vendors.

Create

Create a New Quotation

To create a quotation:

Step 1

(Optional) Configure an approval workflow for Quotation in:

Purchase → Settings → Approval Settings

Step 2

Navigate to:

Purchase → Quotations

Step 3

Click New.

Step 4

Complete the required information:

  1. Select the Vendor.

  2. Select the quotation source:

    • Approved Purchase Request

    • Available Items

  3. Select the required items.

  4. Select the Currency.

  5. Select the Buyer.

  6. Select the Estimate Date.

  7. Select the Expiry Date.

Step 5

Click Save.

The quotation is created and becomes available in the corresponding Vendor Portal account.

Item Selection

Purchase Request

Items can be loaded directly from an approved Purchase Request.

Available Items

Items can be selected directly from the item catalog.

Add Item

Click Add Item to include an item in the quotation.

Remove Item

Click Remove Item to remove an item from the quotation.

View

To view quotation details:

Step 1

Navigate to:

Purchase → Quotations

Step 2

Select a quotation.

Step 3

Click View.

The Quotation Details screen displays:

  • Quotation Information

  • Vendor Information

  • Items

  • Pricing

  • Approval Status

  • Discussions

  • Tasks

  • Attachments

  • Activity History

Approval Process

Purpose

Quotations can be submitted for approval when an approval workflow has been configured.

Submit for Approval

Step 1

Open a quotation with Draft status.

Step 2

Click Send Approval Request.

Step 3

The system sends approval notifications to assigned approvers through:

  • Email

  • Web Notifications

Approve or Reject

Step 1

The approver opens the approval request.

Step 2

Review the quotation.

Step 3

Enter a reason if required.

Step 4

Select:

  • Approve

  • Deny

Result

The quotation status is updated accordingly.

Administrative Status Control

Administrators can manually change quotation status to:

  • Approved

  • Rejected

when necessary.

Status Behavior

Status Description
Draft Quotation has been created but not approved.
Pending Approval Quotation is awaiting approval.
Approved Quotation has been approved and is available for purchasing processes.
Rejected Quotation has been denied.
Expired Quotation validity period has expired.

Discussions

Purpose

The Discussions feature allows buyers and vendors to communicate directly regarding a quotation.

Both parties can view and respond to messages.

Add Comment

Step 1

Open the quotation details.

Step 2

Select the Discuss tab.

Step 3

Enter the message content.

Step 4

Click Add Comment.

Result

The comment becomes visible to both the buyer and vendor.

Notifications are sent to the opposite party.

Workflow Rules

  • Buyers can view vendor comments.

  • Vendors can view buyer comments.

  • Comments are stored as part of the quotation history.

Tasks

Purpose

The Tasks feature allows employees to create internal tasks associated with a quotation.

This feature is available only in the Employee (Admin) view.

Create Task

Step 1

Open the quotation details.

Step 2

Select the Tasks tab.

Step 3

Click New Task.

Step 4

Enter task information.

Step 5

Click Save.

The task becomes linked to the quotation.

Workflow Rules

  • Tasks are internal records.

  • Vendors cannot view quotation tasks.

  • Tasks support follow-up activities and quotation management.

Attachments

Purpose

The Attachments feature allows employees to upload supporting documents related to a quotation.

This feature is available only in the Employee (Admin) view.

Add Attachment

Step 1

Open the quotation details.

Step 2

Select the Attachments tab.

Step 3

Upload the required file.

Step 4

Save the attachment.

The file becomes available within the quotation record.

Workflow Rules

  • Attachments support documentation, specifications, contracts, and quotation-related files.

  • Vendors cannot access internal employee attachments unless explicitly shared.

Send Quotation by Email

Purpose

Quotations can be emailed directly to vendor contacts.

Send Email

Step 1

Open the quotation details.

Step 2

Click Send Quotation.

Step 3

Complete the required information:

  1. Select one or more contacts.

  2. Enable or disable Attach Purchase Quotation PDF.

  3. Enter any Additional Content.

Step 4

Click Send.

The selected contacts receive the quotation by email.

Workflow Rules

PDF Attachment

When enabled:

  • A PDF version of the quotation is attached to the email.

When disabled:

  • Only the email message is sent.

Additional Content

Users can include custom notes or instructions within the email.

Synchronization

Quotation data is synchronized with:

  • Vendors

  • Vendor Contacts

  • Purchase Requests

  • Items

  • Approval Workflows

  • Discussions

  • Tasks

  • Attachments

  • Emails

  • Vendor Portal

  • Purchase Orders

  • Reports

Permissions

Permission Description
View Allows users to view quotations.
Create Allows users to create quotations.
Edit Allows users to modify quotations.
Delete Allows users to remove quotations.
Send Approval Request Allows users to submit quotations for approval.
Approve Allows users to approve quotations.
Reject Allows users to reject quotations.
Add Comment Allows users to participate in quotation discussions.
Manage Tasks Allows employees to create and manage quotation tasks.
Manage Attachments Allows employees to upload and manage quotation files.
Send Email Allows users to send quotations by email.

Important Notes

  • Quotations can be created by both employees and vendors.

  • Quotations may be based on approved Purchase Requests or item catalog entries.

  • Approval workflows are optional and depend on system configuration.

  • Discussion messages are visible to both buyers and vendors.

  • Tasks and Attachments are available only in the Employee view.

  • Approved quotations may be used to create Purchase Orders.

  • Vendors automatically see quotations associated with their accounts in the Vendor Portal.

  • Quotation emails can optionally include a PDF attachment for easier review.

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