Approve Quotation

This page allows you to Approve the Quotation, which is in “Open” status. You can add new line items for the Quotation, while approving the Quotation details. The Quotation details, amount details, and quotation line details are shown in this page. The amount information cannot be modified and it appears as read only fields. In the Quotation line details multiline, quotation line number, basic value, and total value appear as read only, and other fields can be modified.

Select the “Approve Quotation” link at the top of the “Select Quotation” page.

The “Approve Quotation” page appears.

The systems displays the following details in the header:

Work Flow Status

The workflow status of the purchase quotation.

Note: The field “Work Flow Status” is visible only when “Workflow Parameter” is set as “Yes” in the “Company Parameter Setup” component for purchase quotation.

Status	The status of the Quotation. The statuses of the Quotation are
	Draft – Indicates that the Quotation is created and in incomplete stage.
	Fresh – Indicates that the Quotation is filled up with all mandatory fields.
	Accepted - Indicates that the Quotation can be referred to in a purchase order. Or any other ordering document
	Rejected – Indicates that the Quotation cannot be referred to in a Purchase Order, indicating that the prices are not favorable for purchases
	Deleted - Indicates that a draft or a fresh quotation can be deleted.
	Ordered - Indicates that the quotation in question has been referred in an ordering document.

The system displays the following in the “Quotation Details” group box:

Quotation No.	The Unique identification number of the quotation document, which has to be approved.
RFQ No.	The Unique identification number of the reference RFQ document.
Supplier Code	Code or identification number of the supplier.
Name	Name of the supplier associated with the supplier code.

Enter the following:

Address ID	Use the drop down list box to select the address of the supplier.
Contact Person	The Name of the contact person.
Pay Term	The terms and conditions involved in the payment
	Help Facility Available
Pay Mode	Use the drop down list box to select the mode in which the payment is made.
DD Charges Borne By	Use the drop down list box to select whether you or the supplier, will take care of the demand draft charges.
INCO Term	Use the drop down list to select the default International Commercial terms.
	Help Facility Available
INCO Place	The Inco place is the place at which the ownership of the goods purchased is transferred. This is applicable based on the selected Inco Term.
Supplier Offer No.	The name of the Contact person.
Offer Date	Use the drop down list to select the name or identifier of the buyer.
Effective From	Check this box to enable rate control.
Effective To	Check this box to make the Quotation as a Letter Of Intent(LOI).
Received Date	Use the check box to put a hold to the Quotation.
Buyer Code	The date on which the Quotation was approved. (Date Format).
Quotation Type	Use the drop down list box to select the type of the quotation.
Approval Date	Comments or notes regarding the Quotation document can be given in this field.
Hold	Check this box to put the quotation on hold.

The system displays the following:

Line Schedule Qty. Mismatch

The line and schedule quantity mismatch is displayed.

Enter the following:

Quotation Folder

The sum of the Quotation value and the additional charges incurred for the items forms the total value. Total Value = Quotation value + Additional Charges.

The system displays the following in the “Amount Details” information tab:

Total Value	The sum of the Quotation value and the additional charges incurred for the items forms the total value. Total Value = Quotation value + Additional Charges.
Base Currency Value	The value of the Quotation is displayed in the base currency.
Exchange Rate	The exchange-rate in which the quotation’s value is calculated w.r.t. the base currency of the company, If the currency specified for the quotation is different from the base currency (Integer). If the quotation is in the base currency, then the exchange rate is 1(One).
Currency	The currency in which quotation amount is specified.
Basic Value	The Basic value of the purchased product based on the Quantity, cost and Per ratio.
	Basic Value = (Quantity * Cost/Per)
Additional Charges	The additional charges incurred due to tax and other fees.

Enter the following in the “Default Entries” group box:

Need Date	The Date on which the items are to be delivered. (Date Format).
Receipt At	Use the drop-down list box to select the name of the place where the buyer receives the items.
Price Break	Use the drop down list box to select “Yes” or “No” to state whether price break should be allowed for the payment for the items or not.
Cost Per UOM	The cost of the item per unit of measure is entered.

Click the “Default” push button to default the values specified in the Default Entries information tab to the multiline.
Click the “Get All RFQ Lines” push button to populate the multiline with the request for quotation details.

The system displays the following in the “Quotation Line Details” multiline

Quotation Line No.

The Unique identification number of the Line, which represents an item in the Quotation.

Enter the following:

RFQ Line No.	The Unique identification number line, which represents an item in the Request For Quotation document.
	Help Facility Available
Item Code	Code or identification number of the item, which has to be procured by raising a Quotation. (Alphanumeric, 40). Mandatory.
Item Variant	Name of the variant associated with the item code. (Alphanumeric, 8).
Description	A textual description of the item is entered.
Quantity	The Quantity required for consumption is mentioned. (Integer).
UOM	The Unit Of Measure in which the items are measured.
Cost	The Cost of the items associated with that particular line.
Per	The unit associated with the UOM for the specified cost.
Receipt At	Use the drop-down list box to select the name of the place where the customer receives the goods. This field will be filled automatically if the “default entries” push button is accessed.
Lead Time (Days)	The number of days required for the delivery of the item (Integer).
Drop Ship	Use the drop down list box to select “Yes” or “No” stating that whether dropship is required or not.
Customer Code	Code or identification number of the customer.

The system displays the following:

Customer Name

The name of the customer associated with the customer code.

Enter the following:

Drop Ship ID	The Unique identification number of the dropship assigned for delivering the items directly in the customer’s place.
	Help Facility Available
Price Break	Use the drop down list box to select “Yes” or “No” stating that price break would be allowed in the payment for the items or not.

The system displays the following:

Basic Value	The Basic value of the Line Item based on the quantity, cost and Per ratio. (Integer).
	Basic Value = (Quantity * Cost/Per)
Total Value	The Total Value comprise of the Quotation value and the additional charges. (Integer).

Enter the following:

Adhoc Item Class

Use the drop down list box to select the adhoc item class

The system displays the following:

Drawing No	The number identifying the document containing the drawing reference.
Drg Revision No	The revision number of the drawing document.

Click the “Save Changes” push button to save the changes done to the quotation document or “Approve Purchase Quotation” push button to approve the details of the quotation or “Reject” push button to reject that particular quotation.

To proceed, carry out the following

Select the “Item Details” link at the bottom of the page to view the item related details.
Select the “Drop Ship Address Details” link at the bottom of the page to view the address information pertaining to the dropship id’s.
Select the “Schedules” link at the bottom of the page to specify the schedules for the purchase quotation.
Select the “Quantity Price Details” link at the bottom of the page to specify the quantity and its price details of the items present in the quotation.
Select the “Taxes Charges and Discounts” link at the bottom of the page to specify the taxes, charges and discounts incurred for the items in the quotation.
Select the “Terms and Conditions” link at the bottom of the page to specify the terms and conditions pertaining to the quotation.
Select the “Quality Attributes” link at the bottom of the page to specify the quality attributes of the items present in the quotation.
Select the “Promotional Items” link at the bottom of the page to specify the items that are classified as promotional in the quotation.
Select the “Attach Notes” link at the bottom of the page to specify the notes to the quotation.
Select the “ Tax Calculation - Summary” link at the bottom of the page to specify the tax details pertaining to the items in the quotation.
Select the “RFQ Details” link at the bottom of the page to specify the Request For Quotation document details.
Select the “Supplier Details” link at the bottom of the page to specify the supplier related details.
Select the “Payterm Details” link at the bottom of the page to specify the payment terms related details.
Select the “Buyer Details” link at the bottom of the page to specify buyer related details.
Select the “Create Purchase Order from Quotation” link to create purchase order from the quotation document.
Select the “Operational Checklist” to specify the operational checklist details of the quotation.

The system displays the following:

Created By	The Login ID of the user who created the Quotation.
Created Date	The date on which the Quotation is created.
Last Modified By	The Login ID of the user who recently modified the Quotation.
Last Modified Date	The date on which the Quotation was last modified.