What this screen is for
This is where supplier responses are recorded and tracked. Each quotation carries a status — received, under review, accepted, rejected or expired — and the list can be searched by quotation number or supplier and filtered by supplier, by quotation date range and by validity period.
Quotations are recorded here whether they arrived in response to an RFQ or unprompted.
When to use it
Record each quote as it comes in, so the comparison screen has something to work with and so a quote's validity date is captured before it lapses. Update the status as you decide, since an accepted quotation is what a purchase order is normally raised from.
What you see on this screen
- Quotation # — the supplier's quotation number, a link to the record.
- Vendor — who sent it.
- RFQ — the RFQ it answers, or a dash where the quote arrived unprompted.
- Total — the quoted amount, shown in the quotation's own currency rather than yours, so two quotes in different currencies cannot be read as directly comparable.
- Valid Until — the date the quote lapses.
- Status — where the quotation has reached.
- Actions — view, edit and delete.
Filters and actions
- Search — by quotation number or supplier, with a button beside the box.
- Show Filters — opens the rest; a badge counts how many are set.
- Status — All Status, Received, Under Review, Accepted, Rejected or Expired.
- Vendor — narrows by supplier name.
- Quote Date From and Quote Date To — when the quotation is dated.
- Valid Until From and Valid Until To — when it lapses.
- Min Amount and Max Amount — a value window.
- Sort By — Created Date, Quotation Date, Valid Until, Amount or Quotation Number.
- Clear All — removes every filter.
- Record Quotation — enters a quote that has come in.
Status values
- Received — logged, not yet looked at.
- Under Review — being considered.
- Accepted — chosen. This is what a purchase order is normally raised from.
- Rejected — not chosen.
- Expired — past its validity date.
Related
- Quotation Comparison — quotes against one RFQ, side by side
- Request for Quotations — the requests these answer
- Purchase Orders — what an accepted quotation becomes