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 several Buy-from Vendors (separated with a pipe) to create several purchase quotes. With the Order option, you can only select one vendor. |
| Buy-from Vendor | When a Vendor No. is specified on the project planning line, it shows here as default. You can select any vendor number. |
| 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 to show in the purchase document. When empty, the date defaults to the work date. |
| Append to Order | Select an existing purchase order when you want to add the selected lines to that order. This selection overrides the Buy-from Vendor. |
Click OK to create the purchase document.
When creating several 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 several vendor numbers. When entering several vendor numbers, separate them with a pipe (|). Or use the assist edit to open the vendor list and select several vendors by holding down the Ctrl key.
The project planning line shows Yes in the Transferred field. Click this field to open the list of related documents for the project planning line. These documents appear 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 complete, 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, number, and quantity), a pop-up asks: "Do you want to archive the related purchase quotes?"
- When Yes, the found purchase quotes are deleted and copied to archived purchase quotes. A comment line is added: "Purchase order awarded to [Purchase order No.]."
- When No, the found purchase quotes are not deleted or archived.
To archive the purchase quote that is made into a purchase order, set the archiving option in Purchase and Payable Setup.
The project planning line references the purchase order in the Replenishment Document Type and Replenishment Document No. fields. 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 may be necessary to update the project planning line accordingly. Use 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, add a new line for the same item with the additional quantity.
- The Expected Receipt Date: the expected receipt date updates the Planning Date on the project planning line.
- The Direct Unit Cost: updates the Unit Cost on the project planning line.
- Add Line: when selecting this option, 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. Also use it when the quantity must be increased from the original quantity.
See also