Recording What a Vendor Quoted

When a supplier comes back with prices — by email, on the phone, on their own printed quote — you record what they said against the request. Each vendor's answer becomes its own column in the comparison.

StepsCopy Anchor Link

1. Open the request under Purchases → Requests for Quote.
2. Either click Record a quote at the top, or find the vendor in the Vendors Invited panel and click Record beside their name. Coming in from the panel fills the vendor in for you.
3. In Quote Header, fill in:
   • Vendor — who this quote is from.
   • Their reference — the number printed on the supplier's own quote, so you can match paperwork later.
   • Quote date — the date on their quote.
   • Price holds until — how long they promised the price for. After that date the quote can no longer be awarded, and a rate remembered from it stops pricing new orders.
4. In What They Quoted, every line of the request is listed. For each line the vendor actually priced, tick the box and fill in:
   • Rate — their price per unit.
   • For qty — the quantity that rate is for. Suppliers often quote a pack size rather than the quantity you asked for; enter what they said.
   • Lead time (days) — how long they will take for this order. Leave it blank to use their usual lead time.
   • Min order qty — the smallest amount they will supply. Leave it blank to use their usual minimum.
   • Their rate includes tax — tick if their number is tax-inclusive.
   • A note on the line, if they said something that is not a number.
5. Leave a line unticked if the vendor did not price it. That line is left out of their quote entirely — it is never recorded as zero, because zero would read as free and win every comparison.
6. Save from the amber bar. The request moves to Quoted, and that vendor now reads "Priced it".

One quote per vendorCopy Anchor Link

A supplier gets one quote per request. If they revise their price, open their existing quote and edit it — a revision is an edit, not a second quote. Trying to record a second one is refused, and the message tells you to edit the first.

Correcting or withdrawing a quoteCopy Anchor Link

• Edit — on the request's Quotes tab, click Edit on the quote. This is available while the request is still open and nothing on that quote has been awarded.
• Withdraw — click Withdraw to drop a mis-keyed quote out of the comparison. The record of what the vendor was asked and what they answered is kept: quotes are never deleted.
• Once a line on a quote has won, that quote can no longer be changed. It is the evidence behind a purchase order that already exists.

Where to go nextCopy Anchor Link

• Comparing Quotes Side by Side