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Record a supplier's quotation

A purchase quotation records the price a supplier offered. It books nothing and moves no stock. It can be made from a requisition, turned into an order with one button, and compared with other quotations on a report.

  • Accounting Requests and orders
  • 4 min read
  • Updated October 20, 2026

For Purchase clerk Owner or manager Accountant

On this page

What a quotation is

A purchase quotation is the supplier's offer written down: the products, quantities, rates, adjustments and the terms. Nothing is booked and no stock moves. It keeps the offers together so you can compare them and order from the one you choose.

Open Purchase quotation (menu Purchase Entries). The Status is Not used, Used on order or Expired. Tiles above the list count the quotations, the ones already ordered and the ones still outstanding.

Record a quotation

  1. Choose Add
    Who
    Purchase clerk
    Where
    Purchase quotation > Add. With more than one numbering series for your branch, choose the series first.
    What changes
    Create purchase quotation opens.
  2. Start from a requisition, if there is one
    What changes
    In Purchase Requisition no, find the approved requisition. Its lines still to be quoted come in (Raise a purchase requisition, From requisition to order, goods received note and invoice).
  3. Fill the header
    What changes
    Date, Supplier (the + adds one), Agent, Currency, Project/Business Unit, the Expiry date (the date plus the company's Order expiry day, 7 days if not set), Payment term and Delivery time.
    Needs
    A currency other than the local one needs a rate for the day: "Please set the rate for the currency selected."
  4. Add the product lines
    What changes
    For each line choose the product and the Warehouse, then the quantity, Rate and any Adjustment. The screen works out the amount and the Net amount.
    Needs
    A quantity above 0 and a warehouse on every line: "Transaction with zero (0) quantity not allowed." and "Warehouse not selected".
  5. Check the adjustments
    What changes
    VAT and discounts are worked out in their order and shown as Adjustment (Set up VAT, discounts and other purchase adjustments).
  6. Add Notes and an attachment such as the supplier's printed offer
  7. Save
    What changes
    "Purchase quotation (number) saved successfully."

What the screen checks before saving

CheckMessage
The date is before the fiscal year startsThe financial year for this transaction date has already been closed, so you are not allowed to make a transaction on this date.
No product linesPlease provide data details to save the transaction.
A line's amount does not match quantity times rateAmount based on quantity and rate is wrong.
A product with an alternative unit has no alternative quantityYou have set alt unit for this product so please provide alt quantity for this product.

The full list is in Messages you may see.

Compare the offers

Open the Quotation analysis report. Its tabs are Requisition (the quotations made for one requisition, side by side), Quotation with minimum cost (the cheapest quotation for each product of the requisition), Quotation (the quotations of a period by supplier and product) and Requisition wise order decision. On the last tab choose a requisition, tick the lines of one quotation and choose Order Decision: after you confirm, a purchase order is made from those lines and printed. It makes the order of one supplier at a time: "Please select only one quotation at a time to create purchase order from this data." The Purchase quotation report and the Outstanding Purchase Quotation Report list the quotations and what is still to be ordered.

After saving

You want toDo this
Order from this supplierOrder on the quotation asks for the order's Expiry date and makes a purchase order with all the quotation's lines (Place a purchase order). Or start an order and find the quotation in Quotation no
Compare offersThe Quotation analysis report (below)
Approve itApprove, where your company uses approval (Approvals for purchases and vouchers)
Change itEdit, until an order has used it, it is approved (where approval is on) or its year is locked
Remove itDelete, until an order has used it or its year is locked. When your company has IRD on, Delete is not offered
Send itEmail or Print

Related guides

Raise a purchase requisition A requisition is an internal request to buy something. It books nothing and moves no stock. An approver says what each line is… Place a purchase order A purchase order is a promise to buy. It books nothing and moves no stock; it keeps a list of what is still to arrive so a goods… From requisition to order, goods received note and invoice Each purchase document can be started from the one before it. The supplier and lines come over, the quantity is limited to what… Approvals for purchases and vouchers Approval is off for every document until the administrator switches it on for that kind of document. With it on, an approver must… Give a customer a quotation A quotation offers prices to a customer until an expiry date. It records nothing in the books and holds no stock. When the… The purchase register and purchase reports The purchase register lists every purchase invoice with its quantity, basic amount, adjustments and net amount, grouped the way…

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