A quotation records pricing a vendor has offered you for a set of products, so you can compare it before raising a purchase order.
Before you start
- You need Purchasing › Quotations › View to open the list and profiles, Create to add a quotation and Edit to change one. With the own-records permissions you see and edit only the quotations you created. See Access and permissions.
- Add the Vendor the quotation is from first, and make sure the products it covers exist.
The Quotations list
Open Purchasing > Quotations.
| Column | Notes |
|---|---|
| Id | The quotation's custom ID. Links to its profile. |
| Name | The quotation's name. Also links to the profile. |
| Vendor | The vendor the quotation is from. |
| Total | The quotation's total value, written with your organization's number settings. |
| Status | Normally blank — see Current limitations. |
| Business unit | The quotation's business unit, or the main business (shown as your organization's name with "(main business)"). Shown only when your organization has business units. |
Sort defaults to the Id column, newest first. When your organization has business units, the funnel icon opens a filter with Business unit: All business units, your main business only, or a unit with its sub-units. Without a choice, the list starts with the unit chosen in the header. The Id shows the legal entity's prefix when there is one (PH-7). The toolbar shows a Create icon.
Create a quotation
- From the list, select the Create icon.
- Leave Auto checked to let OCTO Ops assign the Quotation ID, or uncheck it and type your own.
- Enter a Name.
- Optionally choose a Vendor, and set the Date and Due date.
- Add product line items with the line item editor — this form also has a Memo field per line and shows pricing.
- Optionally enter Description and notes.
- When your organization has business units, check the Business unit. It starts with the unit chosen in the header.
- Select Create quotation.
| Field | Required | What to enter |
|---|---|---|
| Quotation ID | No | Leave Auto checked, or uncheck it and type your own. |
| Name | Yes | The quotation's name. |
| Vendor | No | The vendor the quotation is from. |
| Date | No | The quotation date. |
| Due date | No | When the quotation is due. |
| Product line items | No | Product, Memo, Qty, Unit price, Discount per line. |
| Description and notes | No | Free text. |
| Business unit | No | Shown only with business units. Choose your organization (main business) for none. |
On success, you see a toast reading "Your quotation has been saved successfully" and you're taken to the quotation's profile.
Edit a quotation
Open the quotation and select Edit. The form is the same as Create, pre-filled. You can move a quotation to another business unit in the same legal entity. A unit that has since been deactivated stays selectable, marked (inactive).
Saving an edit replaces the line items by matching each submitted line's Product to the existing lines: a line for a product that's already on the quotation is updated in place, a line for a new product is added, and any existing line whose product is no longer in what you submit is removed. Because lines are matched by product, you can't have two separate lines for the same product on one quotation.
The quotation profile
Shows the name, status (if set), Order ID, Vendor, Date, Due date, the line items table, and the Total. Amounts follow your organization's number settings, and the Total carries the currency label. With business units, the profile shows the Business unit, with its legal entity in brackets when that is another unit.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| Check your records before submitting this form again. | The quotation failed to save — usually a missing Name. | Check the highlighted field and try again. |
| This document is numbered under {legal entity}. Its business unit can only be changed to one in the same legal entity. | It was numbered in that legal entity's sequence. | Choose a unit in the same legal entity, or raise a new one. |
| Choose an active business unit. | The chosen unit was deactivated, or is not one of yours. | Choose another unit, or your main business. |
| Business units are not set up for this organization. | A business unit was sent, but your organization has no active business units. | Leave the field empty, or set up business units first. |
Current limitations
- No status options are set up for quotations, so the Status column and field are normally blank.
- There is no print option for quotations.
- There is no Delete control for quotations.