# Purchase Quotation

A Purchase Quotation records supplier pricing and terms before you commit to a purchase. Use it to compare supplier offers, track RFQ responses, and convert approved quotations into purchase orders, work orders, or purchase invoices.

On this page

Getting started

Overview & List View Quick Start

Form reference

Header Fields Item Lines

Actions & Status Master Update View Tabs & Widgets Best Practices FAQ Related & Videos

Overview & List View

The Purchase Quotations list shows all quotations with supplier, date, amount, and status. Use quick filters to view Approved, Draft, Cancelled, Closed, or Multi Level Approval quotations. From the list you can create new quotations, open existing ones, edit drafts, or delete draft quotations. List View Purchase Quotations list

List row actions | **Action** | **Available when status is** | |------------|------------------------------| | Edit | Draft, For Revisal | | Delete | Draft, For Revisal | | View | All statuses |

Quick Start — Create a Purchase Quotation

1. Navigate

Go to Purchase → Purchase Quotations from the left menu.

2. Create new quotation

Click New to open the quotation entry screen. New Purchase Quotation

3. Fill in details

Select Form Type and enter the Quotation Number.
Choose the Supplier and add item lines with Qty, Unit, and Rate.
Review totals, taxes, and discounts. Add Notes or Internal Notes if needed.

4. Save

save — keeps the quotation as a Draft.
Save And Approve — approves the quotation in one step.
Cancel — closes the form without saving.

Header Fields Reference

| **Field** | **Description** | |-----------|-----------------| | Date * | Date of the quotation. | | Form Type | Purchase type that controls numbering, tax rules, and print layout. Required when purchase types are enabled. | | Quotation Number * | Unique quotation reference. Auto-generated when numbering is configured on the purchase type. | | Employee In charge | Purchase employee responsible for this quotation. | | Supplier * | Supplier providing the quotation. | | Contact person | Supplier contact. Enabled after a supplier is selected. | | Reference name | Optional reference label. Shown when Show field for reference name is enabled in Purchase Settings. | | Supplier Billing Address | Auto-filled from the supplier. Read-only. | | Supplier Shipping Address | Auto-filled from the supplier. Read-only. | | Branch | Branch for the transaction. Shown when multi-branch is enabled. | | Brand | Brand for brand-wise profit tracking. Shown when enabled. | | Shipping Center | Shipping or receiving center. | | Billing center * | Billing center for the transaction. | | Payment Term | Supplier payment terms. | | Valid Until | Quotation validity date. Shown based on due-date settings. | | Project | Optional project link. | | Project Task | Task within the selected project. Enabled after a project is selected. | | Currency / Currency Exchange Rate | Shown when multi-currency is enabled. | | Payment Terms | Custom payment terms text. Shown when due-date option is set to custom. | | Notes | Remarks printed on the quotation. | | Internal Notes | Internal remarks not shown on print. | > Many optional header and line fields are controlled by Purchase Settings (additional item line fields, discounts, charges, bill layout).

Item Lines — ITEMS

| **Column** | **Description** | |------------|-----------------| | Sl.No | Line serial number. | | Item | Item being quoted. Required. | | Item code, Variant, Description, HSN, Brand | Optional columns enabled in Purchase Settings. | | Qty | Quantity quoted. Required. | | Unit | Unit of measure. Required. | | Rate | Price per unit. Required. | | Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |

Actions & Status

View toolbar actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Approve | Finalizes the quotation. | Draft | | Edit | Opens the quotation for editing. | Draft, For Revisal | | Delete | Permanently removes the quotation. | Draft, For Revisal | | Clone | Creates a copy of the quotation. | All (if permitted) | | Print | Prints the quotation. | All | | Export | Exports the quotation to Excel. | All |

More menu (⋮) actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Create Order | Opens a new Purchase Order pre-filled from this quotation. | Approved | | Create Work Order | Opens a new Work Order pre-filled from this quotation. | Approved | | Create Invoice | Opens a new Purchase Invoice pre-filled from this quotation. | Approved, Open | | Cancel | Cancels the quotation. | Approved | | WorkFlow Request | Starts a company process linked to this quotation. Does not approve the quotation. See WorkFlow Request. | Approved, Closed | | Add/Update Note | Adds or edits an internal note on the quotation. | All | | Update Secondary Status | Updates a custom secondary status. | Approved, Closed | | Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed | | Mark As Closed | Manually closes the quotation. | Approved | | Undo Close | Reverts a manual close. | Closed (only when manually closed) | | Mark Lost | Marks the quotation as not selected. | Approved | | Export Items | Exports item lines to Excel. | All |

Statuses

| **Status** | **Description** | |------------|-----------------| | Draft | Saved but not yet approved. Can be edited or deleted. | | For Revisal | Sent back for changes. Treated like Draft for edit and delete. | | Approved | Finalized. Can be converted to order, work order, or invoice. | | Open | Active quotation not yet fully processed. | | Closed | Quotation is closed — typically after conversion or manual close. | | Cancelled | Quotation has been cancelled. | | Multi Level Approval | Awaiting multi-level approval workflow. | | Lost | Quotation was not selected (another supplier was chosen). | Posting note: Purchase Quotations do not post to accounts or inventory. They are planning documents only.

Master Update

Master Update lets you change selected header fields on an approved or closed quotation without editing the full document or item lines. Open the three-dot menu on the quotation and select Master Update. Purchase Quotation actions menu

| **Field** | **Can be updated?** | **Notes** | |-----------|---------------------|-----------| | Date * | Yes | Cannot be set before the accounts closing date. | | Employee In charge | Yes | | | Payment Term | Yes | | | Valid Until | Yes | Quotation validity / due date. | | Branch | Yes | Shown when multi-branch is enabled. | | Brand | Yes | Shown when brand-wise tracking is enabled. | | Project | Yes | | | Supplier, centers, item lines, totals | No | Edit the full quotation (Draft / For Revisal) or cancel and revise. | Click Confirm to save changes or Cancel to close without saving.

View Tabs & Side Panels

When you open a purchase quotation in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.

Top panel

| **Tab** | **What it shows** | |---------|-------------------| | Summary | Linked documents created from this quotation — purchase orders, work orders, and related follow-up transactions. See Purchase Transaction Summary. | | Supplier Info. | Quick supplier stats: recent purchases, outstanding balance, and activity for the supplier on this quotation. See Supplier Summary. |

Bottom panel (all transactions)

| **Tab** | **What it shows** | |---------|-------------------| | History | Activity log — who created, approved, edited, or cancelled the quotation and when. | | Attachments | Files uploaded to this quotation. | | Secondary Status | Custom secondary status history and updates, when secondary status is configured. |

Best Practices

Create separate quotations per supplier when comparing prices for the same requirement.
Approve the selected quotation before using Create Order so item and rate details carry forward automatically.
Use Mark Lost on quotations you did not select to keep the pipeline accurate.
Use Mark As Closed when a quotation is no longer active but should remain on record.
Configure Purchase Types for correct numbering and tax rules before creating quotations.

FAQ

Can I edit an approved quotation?
No. Use Master Update for allowed header fields, or Cancel and create a revised quotation. What is the difference between Mark As Closed and Mark Lost?
Mark As Closed ends an active quotation without selecting it as lost. Mark Lost specifically records that another supplier was chosen. Can I create a purchase invoice directly from a quotation?
Yes. On an Approved or Open quotation, use Create Invoice from the more menu. Does approving a quotation affect stock or accounts?
No. Only Purchase Invoice, Debit Note, and Purchase Expense post to accounts and inventory. Why is Approve hidden on my quotation?
When multi-level approval is configured on the purchase type, approval follows the approval workflow instead of the direct Approve button. What happens when I approve a purchase order or work order from a quotation?
The linked quotation closes automatically when the order or Work Order is approved. Should I create a purchase order or work order from a quotation?
Create a Purchase Order for goods and inventory purchases. Create a Work Order for service purchases (repairs, maintenance, consulting). Can a cancelled order re-open my quotation?
Yes. Cancelling a purchase order or work order that was created from a quotation can return the quotation to Approved so you can revise or convert it again. Does Create Invoice on a quotation post to stock?
No until the invoice is approved. The quotation itself never posts to accounts or inventory — only approved purchase invoices, debit notes, and purchase expenses do. Which header fields can I change with Master Update?
Date, Employee In charge, Branch, Brand, Project, Due Date, and payment/delivery terms. Item lines and rates cannot be changed through Master Update. When should I use Mark As Closed instead of Mark Lost?
Use Mark As Closed when the quote is no longer active but was not lost to a competitor — for example, the requirement was dropped. Use Mark Lost when another supplier was selected. Related documentation

Purchase Order — convert an approved quotation into a confirmed order.
Work Orders — convert a quotation for service purchases.
Purchase Invoice — bill directly from a quotation when applicable.
Purchase Settings — configure fields, discounts, and bill layout.
Quotation Wise Purchase — report on quotation activity.

Video — Purchase Quotation overview Video — Purchase Quotation to Order