Approve/Reject a Purchase Quotation and Create Agreements from Quotation

This document explains how you approve/reject Purchase Quotation after evaluating the suppliers' responses and then create a Purchase Agreement for the accepted Quotation.

Outcome

A Purchase Quotation is accepted or rejected. 'No thank you' letters are printed for rejected Quotation and a purchase agreement is created for the accepted Quotation.

The following files are updated:

The accepted purchase quotation is used to create a purchase agreement in 'Purchase Agreement. Create fr Quotation' (PPS150).

Before you start

Follow These Steps

Accept Purchase Quotation

  1. Start 'Request for Quotation. Open' (PPS130).

  2. On the E panel, select the accepted purchase quotation and manually set the status to 80 (Quotation accepted).

  3. Go to Create Agreement from quotation to create a purchase agreement for the accepted quotation.

Reject Purchase Quotation

  1. Start 'Request for Quotation. Open' (PPS130).

  2. On the E panel, select the rejected purchase inquiry and manually set the status to either 60 or 65 (Quotation not accepted).

    • 'No thank you letters' for the rejected quotations are printed from 'Request for Quotation. Print Reply Doc' (PPS612). You can also use option 38 = 'Prt answer' from 'Request for Quotation. Open' (PPS130)
    • The status is set automatically to 70 after printing.

Create Agreement from quotation

  1. Start 'Purchase Agreement. Create fr Quotation' (PPS150). You can also use option 32 = 'Crt Agreement' from PPS130.

  2. On the E panel enter, the Priority code(s), Facility, Supplier number, Agreement type and activate Crt for style.

    Activate Crt for style to create agreement for style items. This is generally used in the fashion industry.

  3. If the quotation is not complete or some data is missing in the header and/or on the lines, select the copy code and enter the supplier and the agreement number.

    • The Supplier Number and Agreement Number fields refer to the supplier and agreement mentioned above
    • Information can be copied automatically from an existing agreement and supplier by specifying the copy code.

    The valid alternatives are:

    0 = The agreement created must not be supplemented

    1 = The agreement header created must be supplemented with information from the supplier and the agreement entered in the E panel.

    2 = The agreement header and lines must be supplemented with information from the supplier and the agreement entered in the E panel.

  4. Press Enter.

  5. On the F and the G panels enter information about the Status, Agreement Priority and Renewal date.

    The Valid from and Valid to dates are retrieved up from the Quotation. These can be modified

    The status of the agreement must be set manually. The valid alternatives are:

    10 = Preliminary agreement (some data may be missing)

    20 = Complete agreement (can not be used)

    30 = Agreement sent/printed

    40 = Valid agreement (can be used).

  6. Press Enter.

    The status of the purchase quotation changes to 90.

  7. Start 'Purchase Agreement. Open' (PPS100).

    The agreement created, can be displayed and the information on the header and lines can be changed.

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