Purchase Quotes and Orders
Create a Purchase Quote or Purchase Order
You can create a purchase quote or purchase order from a, Released, project planning line with the Create Purchase Quotes or Order action.
The action opens a pop-up where you must complete the following fields:
| Field | Description |
|---|---|
| Document Type | Select Quote to create a Purchase Quote or Order to create a Purchase Order. For a Purchase Quote you can select multiple Buy-from Vendors (separated with a "pipe"), to create multiple purchase quotes. With the Order option you can only select 1 vendor. |
| Buy-from Vendor | When a Vendor No. is specified on the project planning line it will be shown here as default. You can select any vendor no. |
| Ship-to Address | Optionally select a Project Ship-to Address. The Ship-to address must be set in the address list of the Project |
| Posting Date | Select the posting date you want to show in the purchase document, when empty the date will default to the work date. |
| Append to Order | Select an existing purchase order when you want to add the selected lines to this purchase order. This selection will override the Buy-from Vendor. |
Click OK to create the purchase document
When you create multiple Purchase Quotes for a Project Planning Line use the "Create Purchase Quotes" action.
In the Buy-from Vendor No. field on the "Do you want to create purchase documents for the selected project planning lines?" pop up you can select multiple Vendor Nos. When typing the multiple Vendor No's separate them with a |. Or use the assist-edit to open the Vendor list and select multiple vendors by holding down the Ctrl key.
The project planning line will show Yes in the Transferred field. You can click on the field to open the list of related documents for the project planning line. These documents are shown in the Project Relation List. Click on the document in the Source Record ID column to open the selected document.
When the quotation process is completed you can select the winning purchase quote and use the Make Order action, from the Process menu, to promote the Purchase Quote to a Purchase Order.
When matching purchase quotes are found (same project, project task, type, no. and quantity) a pop-up will ask: "Do you want to archive the related purchase quotes?".
- When yes, the found purchase quotes will be deleted and copied to archived purchase quotes. A comment line will be added to these archived purchase quotes: "Purchase order awarded to [Purchase order No.].
- When no, the found purchase quotes will not be deleted and archived.
Note: to archive the purchase quote that is made into a purchase order you must set the Archiving option in Purchase and Payable setup.
The Project Planning Line will reference the purchase order in the Replenishment Document Type and Replenishment Document No. fields. You can open the replenishment order from the Replenishment menu on the project planning line.
Synchronizing a Purchase Order
When a purchase order is confirmed by the Vendor it might be necessary to update the Project Planning Line accordingly. You can do this with the Change Project Planning Line wizard. With this wizard you can update the following information:
- The quantity, you can only lower the quantity. To increase the quantity you must add a new line for the same item with the additional quantity.
- The expected receipt date, the expected receipt date will update the Planning Date on the project planning line.
- The direct unit cost, will update the Unit Cost on the project planning line.
- Add Line, when selecting this option you can go to the Next page of the wizard and add quantity and item number.
- Add line is necessary when the vendor specifies a new, replacing, item number in the confirmation, make sure there is an item card for this number! Or when the quantity must be increased from the original quantity
See Also