Purchase Order > Purchase Orders and Quotes

When purchase quotes are approved, they are converted into valid purchase orders. Before you approve a purchase quote, consider the following conditions:

•The purchase quote is not cancelled.

•You must have access rights to approve purchase quotes.

The approval of the purchase quote using the Approve Purchase Quote function will result in the following:

•The PO backorder balance in the vendor record will increase.

•The on-order quantity in the inventory item record will increase.

Perform the following steps to approve purchase quotes:

1.Access the Approve Purchase Quote function from the Quote group in the Transactions menu of the Purchase Order module.

2.Enter in the Purchase Order # field the purchase quote number that you want to approve. Alternatively, you may click the List box button to display a list of purchase quotes; then, click the purchase quote number to select.

3.Once a valid purchase quote number is entered, the vendor # and name information is displayed in their respective fields.

4.The line items saved in the selected purchase quote are displayed in the Line Items page. Access the Line Items Page for more information.

5.View or update the vendor activities in the Activity page. Refer to the Activity Page section for more information.

6.When you are ready, click the Save button to initiate approval; otherwise, click Cancel to clear the Approve Purchase Quote function screen.

Notes:

•When you approve a purchase quote, it retains the PO # that was generated when you created the purchase quote.

•When a purchase quote is converted into a purchase order, the PO Backorder amount in the vendor record is increased by the net extended cost amount of the purchase order, and the on-order quantities of the affected inventory items are increased by the quantities ordered.

Q. Can I partially approve a purchase quote?

A. No, you cannot partially approve a purchase quote. If it is necessary to release one or some of the items in the purchase quote to a purchase order, you may amend the purchase quote and delete the items that are not to be released or approved. To do this, perform the following:

1.Access the Create Purchase Quote by Vendor function.

2.Enter the vendor # whose purchase quote you want to amend.

3.In the Line Items page, delete the items that are not to be released or approved in the purchase quote.

4. Click the Save button to save the changes.

5. Access the Approve Purchase Quote function and approve the purchase quote.

Approve Purchase Quotes

Approve Purchase Quotes

See Also