How To: Create Purchase Orders from Existing Supplier Quotations
Table Of Contents
Once suppliers have responded to your Supplier Quotations, you can enter their quoted prices and generate Purchase Orders directly from the quotation lines. This helps streamline the purchasing process by converting approved supplier quotes into purchase orders without re-entering information.
Open Supplier Quotations
- Open the Sales Orders screen.
- Press F9, or click the drop-down arrow next to the Other Actions button.
- Select:
- Quotes
- Supplier Quotes
- Open Supplier Quotes
Find the Required Quotation
- Enter the required Date From and Date To values to define the quotation date range.
- Click Go.
- Double-click the relevant Sales Order to load its associated Supplier Quotations.
- Use the Supplier lookup button to select the supplier who has responded to the quotation.
- Click Go to display the supplier's quotation lines.
Enter Supplier Pricing
- Press Alt+E or click Edit to enter edit mode.
- Enter the supplier's quoted price into the Price column for each relevant line.
Note: You can also update the quantity being ordered by changing the value in the Qty column.
- Press Ctrl+S or click Save to save your changes.
Create the Purchase Order
- Green-select the quotation lines you want to convert into a Purchase Order.
- Right-click within the grid and select Create PO from the context menu.
- Click Yes when prompted to confirm the Purchase Order creation.
The selected quotation lines will be converted into a Purchase Order for the chosen supplier.
Additional Information
- Supplier Quotations provide a record of supplier pricing before a Purchase Order is created.
- Multiple quotation lines can be selected and converted into a single Purchase Order.
- Updating prices before creating the Purchase Order ensures supplier costs are recorded accurately.
- Quantities can be amended during the quotation stage if supplier availability differs from the original requirement.