Creating Quotation

Create Quotation

This page allows you to create a quotation document. Tell me more

Select the “Create Quotation” link under the “Purchase Quotation” business component.

The “Create 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.

Enter the following fields in the “Quotation Details” group box:

Quotation No.	The Unique identification number of the Quotation (Alphanumeric, 18) This field can be the combination of characters and digits.
Numbering Series	Use the drop down list to select the numbering type for generating the Quotation number if Quotation No is not provided.
RFQ No.	The Unique identification number of the Request For Quotation document. (Alphanumeric, 18). The Quotation is deemed to be created based on the RFQ number stated in this field.
	Help Facility Available
Supplier Code	Code or identification number of the supplier. (Alphanumeric, 16). Mandatory.

The system displays the following:

Name

Name associated with the supplier code mentioned.

Enter the following:

Address ID	Use the drop down list to select the address of the supplier.
Contact Person	Name of the supplier’s contact person. (Alphanumeric, 45)
Pay Term	The Terms and conditions pertaining to the payment to be made for the items specified in the quotation. (Alphanumeric, 15).
	Help facility available
Pay Mode	Use the drop down list to select the mode in which the payment for the items will be made.
DD Charges Borne By	Use the drop down list to select the partner’s name, who will bear the demand draft charges.
INCO Term	Use the drop down list box to select the corresponding International Commercial terms to be associated with the items. All the Inco Terms defined for the create quotation transaction available in the "Classes" component will be displayed.
INCO Place	The Place in which the International corporation terms are to be incorporated. (Alphanumeric, 40).
Supplier Offer No.	Unique identification number of the offer provided by the supplier. (Alphanumeric, 18). Mandatory.
Offer Date	The Date on which the offer was made. (Date Format). Mandatory
Received Date	The date on which the offer was received. (Date Format). Mandatory.
Effective From	The Date from which the quotation is effective for purchases. (Date Format). Mandatory.
Effective To	The Date up to which the quotation is effective for purchases. (Date Format). Mandatory.

The system displays the following:

Quotation Type

The Type of the quotation is displayed in this field.

Enter the following:

Buyer	Use the drop down list to select the corresponding buyer for whom the quotation is created.
Hold	Check the box to indicate that the quotation is put on hold and is not available for further processing.
Line-Schedule Qty. Mismatch	This box would indicate a mismatch in the line quantity and the sum of schedule quantities, if any.
Quotation Folder	Use the drop down list to select the folder or the type of quotation used as a means to classify the document.

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

Total Value	The total value of the quotation is displayed in this field.
Base Currency Value	The value of the quotation in base currency is displayed.
Exchange Rate	The Exchange Rate in which the quotation 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 base currency, then the exchange rate is 1(One).

Enter the following:

Currency

Use the drop down list to select the currency specified for the Quotation. This is the currency in which the rates are specified.

The system displays the following:

Basic Value	The basic value of the quotation, which is based on, the items present in the quotation.
Additional Charges	The additional charges that are incurred for the items are displayed.

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

Need Date	The date on which the items are needed for consumption by the buyers.
Receipt At	The OU where goods are expected tio be delivered by the supplier
Price Break	Use the drop down list to select whether price break is applicable or not. If Yes it means that the price of the item would vary with the quantity. For example if the purchased quantity is more then the price could be slightly less.
Cost Per UOM	The cost of the item per unit of measure is entered.

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 identification number of the line, which represents an item in the Request for Quotation document which is being referred by the current quotation line. (Alphanumeric, 20).
	Help Facility Available
Item Code	Code or identification number of the item. (Alphanumeric, 20).
	Help Facility Available
Item Variant	Name or identifier of the variant that is associated with an item. (Alphanumeric, 20).
Description	Description stating the nature of the variant (Alphanumeric, 60).
Quantity	The total quantity of the item for which the quotation is created.
UOM	The Unit of Measure in which the items are measured. (Alphanumeric, 32).
	Help Facility Available
Cost	Cost pertaining to the items for which the quotation is prepared.
Per	The Basic unit of the UOM specified in which the purchase quantity is measured.
Need Date	The Date in which the customer needs the items for consumption.
Schedule Type	Use the drop down list to select “Single” or “Staggered”. If Single is selected, the items are delivered all at a time. If “Staggered” is selected, the items are delivered in parts.
Receipt At	Use the drop down list to select the place in which the goods are received
Lead Time (Days)	The number of days required for the delivery of the item (Integer).
Drop Ship	Use the drop down list to select “yes” or “no”. If “yes” then goods are sent directly to the customers place else it is delivered in to the specified place.
Customer Code	Code or identification number of the customer.
	Help Facility Available

The system displays the following:

Customer Name

Name or identifier of the customer, which is associated with the customer code.

Enter the following:

Drop Ship ID	The Unique identification number assigned to a particular drop ship detail.
	Help Facility Available
Price Break	Use the drop down list to select “yes” or “no” to mention whether price break is applicable. If yes it means that the price at which the material is being offered varies with the quantity purchased.

The system displays the following

Basic Value	The Basic value of the purchased product based on the Quantity, cost and Per ratio.
	Basic Value = (Quantity * Cost) / Per
Total Value	The total value of the items present in the quotation, including any additional non-material charges.

Enter the following:

Adhoc Item Class

Use the drop-down list box to specify the whether the item belongs to 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.

Check the box in the “Select” column of the multiline to mark the Quotation Line No, which are to be added to the Quotation.

Click the “Get All RFQ Lines” pushbutton to list all the line number pertaining to the referred Request for Quotation. The Line information tab lists the Line numbers, which are related to the Request for Quotation. This would fetch all those RFQ lines which have been referred in any quotations sent by the current document supplier.

Click the “Create Quotation” pushbutton to create the Purchase Quotation.

The system updates the status of the Quotation

The system displays the following fields:

Created By	The Login ID of the person who created the Purchase Quotation.
Created Date	The date on which the Purchase Quotation is created.

To proceed, carry out the following

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 supplied free along with the main items

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 calculation details pertaining to the items in the quotation.

Select the “RFQ Details” link at the bottom of the page to view 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 “View Payterm Details” link at the bottom of the page to specify the payment terms related details.

Select the “View Buyer Details” link at the bottom of the page to specify buyer related details.
Select the "Edit Quotation" link at the bottom of the page to modify the quotation details.
Select the “Approve Quotation” link at the bottom of page to view the quotation details.
Select the "Operational Checklist" link to record the checklist details required during procurement process.
Select the “Tax Calculation - Summary” link at the bottom of the page to specify the tax details pertaining to the items in the quotation.

Creating Quotation – An overview

This page allows you to create a quotation by supplying data, such as the supplier from whom the document has been received, in response to which RFQ, the validity dates, the price details and other relevant information.. In a Quotation document, also contains details regarding the possible delivery times of items or services for the supplier, the quality specifications that the supplied material will meet, any promotional (free) items that are given along with the main items of purchase etc can be mentioned. It also indicates certain terms and conditions of purchase, which would govern the purchase transaction between the supplying party and the buying party.

A Quotation can be created with a RFQ reference and in that case, all the RFQ related details would be defaulted in the Quotation. If the Quotation does not refer a RFQ document, then the user should key in information for data elements like, items, descriptions, specifications, quantities, required dates of delivery, delivery addresses, Price break up, Quality Parameters etc at the line level. The Possible statuses of a Quotation are Draft, Fresh, Accepted, Rejected, Deleted and Ordered