A purchase quote records an offer by a supplier of goods or services at defined prices and terms. Strictly speaking, it is not an accounting transaction and has no financial or inventory impact. It does not involve actual purchase of services, movement of inventory, or payment of money. In fact, it is not really necessary at all, but can be used for a variety of purposes, such as:
If you accept a purchase quote from a supplier, it can be copied to a purchase order, purchase invoice, or goods receipt.
Before creating a purchase quote, enable the Purchase Quotes tab. Below the left navigation pane, click Customize, check the box for Purchase Quotes, and click Update:
Manager allows purchase quotes to be created in two different ways:
In the Purchase Quotes tab, select New Purchase Quote:
Complete the purchase quote form:
Issue datewill be prepopulated with today’s date. This may be edited.
Referenceis optional and may be used for internal or external sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing sales quotes and add 1.
Suppliercan be selected from the dropdown list.
Descriptionof the quote is optional.
Itemfield. Or they can be entered manually.
Taxcodes can be selected.
Near the bottom of the screen are checkboxes for various options. Additional fields appear when some options are checked:
Discountbox is checked, options appear for Percentage or Exact amount. The discount entry must be made line item by line item. Discounts would normally only be indicated if you have a prearranged agreement with the supplier.
Amounts are tax inclusive.
Custom themecan be selected if any theme besides the default is active.
Click Create when finished.
While purchase quotes can be prepared for suppliers already defined in the Suppliers tab, they can also be created without first defining a supplier. This is helpful when your acceptance of the purchase quote is doubtful, preventing unnecessary clutter in your supplier database.
To create a purchase quote without specifying an entity in your supplier list, leave the
Supplier field blank. Be aware, however, if the purchase quote is copied to another transaction, no supplier name or address will carry forward. You will have to define the supplier before other transaction forms can be completed.
Repeat purchase quotes can be easily prepared by cloning previous ones. While viewing a similar purchase quote, click Clone. The new purchase quote need not be identical to the previous one or even to the same supplier. Anything can be edited or added:
Two basic methods for using purchase quotes produce somewhat different results.
Unpriced request for quotation
When unit prices are not entered into a purchase quote, a form titled as a request for quotation is returned.
Northwind Traders sends a purchase quote to Leka Trading for aniseed syrup. No taxes are indicated. (These can be added, if necessary, to any resulting purchase invoice.) Nor is a discount entered, because Leka’s terms are unknown. Most importantly, the
Unit price field is left blank. The completed purchase quote looks like this, with the title changed:
Priced purchase quote
Two applications for priced purchase quotes are possible:
The only difference between an unpriced request for quotation and a priced purchase quote is that unit prices are entered for the latter.
Northwind receives a sales quote from Leka Trading for the aniseed syrup at 13 each. Leka’s sales quote also includes the VAT it will add to the order. Northwind edits the request for quotation from the previous example for its records, and the title changes along with other information: