# Pricing Quotation

## What Pricing Quotation is

Pricing Quotation is the own-company costing work you use to support a sales offer.
It connects the sales job to the work of requesting supplier information, preparing a
quotation, and handing the resulting work to procurement, project management, or the
warehouse.

An RFQ (request for quotation) is the request for supplier information. A quotation is the
supplier's costing response. The work starts from the sales context and moves through these
records before procurement, project management, or warehouse work takes over. The same
purchasing record can link back to its sales job, so you can keep the costing work with the
offer it supports.

| If you need to… | Go to |
| --- | --- |
| See all Pricing Quotation work | [Pricing Quotation active lists](doc:pricing-quotation-active-lists) |
| Prepare or send an RFQ | [Pricing Quotation RFQs](doc:pricing-quotation-rfqs) |
| Work with a supplier quotation | [Pricing Quotation quotations](doc:pricing-quotation-quotations) |
| Find cancelled, unquoted, rejected, or deleted work | [Pricing Quotation exception lists](doc:pricing-quotation-exception-lists) |
| Continue purchasing work | [Purchase jobs procurement chain](doc:purchase-jobs-procurement-chain) |
| Work from procurement lists | [Purchase job work lists](doc:purchase-job-work-lists) |
| Continue project work | [Project management workspace](doc:project-management-workspace) |
| Continue warehouse work | [Warehouse fulfillment flow](doc:warehouse-fulfillment-flow) |

The sales job's Purchasing tab is a cross-link to this work area. Use [Sales job record](doc:sales-job-record)
for the sales record itself.

```mermaid
flowchart LR
    S[Sales job] --> P[Pricing Quotation]
    P --> R[RFQ]
    R --> Q[Quotation]
    Q --> PR[Procurement]
    Q --> PM[Project management]
    Q --> W[Warehouse]
```

## Before you start

Before you open a record, know which sales job and package you are costing and which
supplier information belongs to the request. The record carries the job items into the
RFQ and quotation work, so selecting the right items and supplier keeps the downstream
request aligned with the sales offer.

Prerequisites

| Before you start | What must be true |
| --- | --- |
| Access | You can access the **Pricing Quotation** menu item and the Buyout Job Module. |
| Record stage | RFQ panels appear after the initial stage and before Offer; quotation panels appear from Offer until before Order. |
| New RFQ | The saved record has package items, and you select one or more of them. |
| Quotation action | The quotation is saved when the action requires a saved record, has no unsaved changes when the action requires an unchanged record, and is not Ordered. |
| Editing | You have permission to edit the record when you need to save or change it. |
| Company configuration | Some RFQ and quotation fields are mandatory only where your company configures them. |

The detailed RFQ and quotation field rules appear with the corresponding panels below.

With that context in place, confirm the conditions below before opening the work list.

## Find Pricing Quotation work

Use the list tab that matches the work you are looking for rather than opening a record
first and searching its panels.

### Open a list or an existing record

Prerequisites

- You know whether you need active RFQ work, quotation work, all records, or an archived
  exception list.

Steps

1. In the Sales menu, select **Pricing Quotation**.
2. Select the list that matches your purpose.

   | If you need to… | Select |
   | --- | --- |
   | Review the complete list | **All** |
   | Work with requests for quotation | **RFQs** |
   | Work with supplier quotations | **Quotations** |
   | Find exception records | **Archived** |

3. In **Archived**, select the filter that matches the record state.

   | If you need to find… | Select |
   | --- | --- |
   | RFQs without a quotation | **Unquoted RFQs** |
   | Cancelled RFQs | **Cancelled RFQs** |
   | Rejected quotations | **Rejected Quotations** |
   | Deleted records | **Deleted** |

4. Select a data row to open its Pricing Quotation record.

   ![The Pricing Quotation list with its tabs and visible column headers](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/2dfbdd15c2b9ed42fadc84c349c4bb2e.png)

**Result:** The selected list or record opens, ready for you to identify its columns or
record panels.

## Understand the list and record surfaces

The list answers which costing records need attention. A record then groups the RFQ or
quotation panels belonging to the purchasing job. The information shown in the list comes
from the list layout used by your company, so work from the headers visible in your list.

### List columns and actions

The RFQ list can show these nine headers:

| Header | What it identifies |
| --- | --- |
| **Package no.** | The package reference |
| **Sales job No.** | The linked sales-job reference |
| **Purchaser** | The person responsible for the purchase work |
| **Offer type** | The offer classification |
| **Bid due date** | The date requested for the bid |
| **Sub-supplier** | The supplier receiving or providing the request |
| **Client** | The client connected to the work |
| RFQ stage | The current RFQ state |
| **Package title** | The package description |

The quotation list can add **Offer price** and Offer price in € to the list information.
The list also provides the titled buttons **Refresh**, **Table Layout**, and Settings.

The list can also provide a header filter and a **Filter Row** for narrowing the displayed
records. Paging displays 30 records at a time, and the selected layout controls the columns;
column reordering and resizing are enabled. **Export** is available only when the purchase/list
Export permission allows it. The export dialog offers Excel and PDF icon choices.

   ![The quotation list with quotation price columns](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/5dbf07cade72cd7c2e039ffb83c6468e.png)

### RFQ and quotation panels

An RFQ panel can show **Sub-supplier**, its RFQ state, and **Bid Due Date** when a date is
present. The RFQ editor carries **Required Offer Type**, **RFQ Date**, **Required Bid Due
Date**, and the selected **Items**.

A quotation panel can show **Sub-supplier**, an alternative or revision marker, its state,
**Offer No.**, **Offer Price**, **Offer Expiry Date**, **Expired Since**, and **Bid Due Date**.
The quotation editor carries the quotation fields and item rows. **Sub-supplier** is a
required single-choice field. **Offer No.**, **Offer Type**, **Offer Date**, **Validity Period**,
**Delivery Time**, and **Delivery Term** are mandatory only when the corresponding company
configuration requires them. **Offer Date** cannot be later than today. **Validity Period** and
**Delivery Time** must be within the configured period range. If entered, **Payment Period**
must be a whole number within that range.

Each retained quotation item needs a description, a quantity greater than zero and no more than
six digits, and a non-negative **Unit Price**. The quotation also requires at least one item with
a nonblank description.

For a saved standalone record, **Attachment** loads the attached documents and **Last
Modifications** loads the record's audit history.

   ![The RFQ list and its visible RFQ-stage columns](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/7755a3f67260be49d382d3a00d84c217.png)

### Order area

The quotation panel's active controls do not include **Convert To Order**. Use [Purchase job
orders](doc:purchase-job-orders) when the next work belongs to an existing purchasing-order
process.

### Quotation actions and recovery

On a saved, unchanged quotation that is not Ordered, the available action depends on its state.
**Valid Offer** moves a saved Draft quotation to the valid state. **Alternative Offer** and
**Revision** are available for a persisted quotation when they are shown.
**Rejected Offer**, **Cancel RFQ**, and **Regretted To Offer** open their corresponding flows.
**Back to RFQ** returns a persisted, unchanged, non-Ordered quotation to the RFQ flow.

The recovery actions **Consider Offer as Not Rejected**, **Consider RFQ As Not Cancelled**, and
**Consider As Not Regretted** restore the matching exception state when they are shown.

When a quotation is cancelled, regretted, or rejected, its popup requires the applicable date
and reason or comment fields. Cancellation requires **Cancellation Reason**, **Cancellation
Date**, and **Comment**. Regret requires **Regret Reason**, **Regret Date**, and **Comment**.
Rejection requires **Reject Date** and **Comment**.

## Follow RFQ and quotation hand-offs

Use the selected job items to prepare the RFQ, then continue with the supplier quotation and
the downstream hand-off. The focused RFQ and quotation pages own the complete editing
procedures.

### Move from selected items to the next record surface

Prerequisites

- The Pricing Quotation record is saved.
- The record has package items.
- You have selected one or more items for a new RFQ.

Steps

1. Select the job items that belong in the request.
2. Select **+ RFQ**.
3. In the Add New RFQ dialog, complete the RFQ fields and select **Save**.
4. Choose the submission route that applies to your access.

   | If you can send mail | If you cannot send mail |
   | --- | --- |
   | Select **Send RFQ To Sub-supplier**. | Select **Consider RFQ As Submitted To Sub-supplier**. |
   | The mail flow prepares the RFQ content and attachment before **Send To Principal**. | The RFQ is treated as submitted without the mail route. |

5. When the submitted RFQ is ready to become a quotation, select **Receive Offer**.
6. On the quotation panel, select **Save** after entering the quotation information and
   item values.

**Result:** The selected job items are represented in the RFQ, and a submitted RFQ can move
to the quotation surface. A saved quotation reports `Saved Successfully`.

### Continue the work after the quotation

Prerequisites

- The quotation work is complete and you know which downstream area receives the next task.

Steps

1. Open the downstream area that matches the next task.

   | If the next task is… | Open |
   | --- | --- |
   | Procurement work | [Purchase jobs procurement chain](doc:purchase-jobs-procurement-chain) |
   | Project work | [Project management workspace](doc:project-management-workspace) |
   | Warehouse fulfillment | [Warehouse fulfillment flow](doc:warehouse-fulfillment-flow) |

**Result:** You are at the downstream work area that matches the next part of the job.

## Handle stage and availability branches

The available action depends on the record's stage and whether it is saved without
unsaved changes. Read the stage shown on the RFQ or quotation panel before selecting an
action.

| What you see | What it means for your next action |
| --- | --- |
| A Draft RFQ | Use **Send RFQ To Sub-supplier** or **Consider RFQ As Submitted To Sub-supplier** when the RFQ is saved and unchanged. |
| A submitted RFQ | Use **Receive Offer** to move into quotation work, or **Enable Editing** where the editing route is available. |
| A valid quotation | **Alternative Offer**, **Revision**, **Rejected Offer**, **Cancel RFQ**, and **Regretted To Offer** follow the saved, unchanged, non-Ordered conditions. |
| A cancelled, regretted, or rejected quotation | Use the corresponding recovery action when it is shown: **Consider RFQ As Not Cancelled**, **Consider As Not Regretted**, or **Consider Offer as Not Rejected**. |
| A record opened read-only | Review the fields and use the focused page for a role with edit access. |
| The Buyout Job Module is unavailable | The list or record area is replaced by **Upgrade needed**. |

The active list has no Orders tab.

If the available action differs from the expected stage or access, use the branch table
above before continuing.

   ![The rejected-quotation filter selected under Archived](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/eaf9ed18af174b8074bb884d61023979.png)

## When list or record work goes wrong

Use the exact message on screen to identify the correction. The shared messages below are
listed only where this Pricing Quotation work can raise them; shared attachment, mail,
order, milestone, package, and contact messages belong to their owning pages.

| Message | What to check or do |
| --- | --- |
| `This field is required` | Complete the field marked as required before saving. |
| `Invalid input. The value must be greater than 0 and cannot exceed 999,999.00` | Enter a positive value within the displayed limit. |
| `Invalid input. Please enter a non-negative value` | Enter zero or a positive value. |
| `Please select one or more items to create a RFQ.` | Select one or more job items before selecting **+ RFQ**. |
| `Inquiry must have at least one item` | Keep at least one item in the RFQ. |
| `Offer must have at least one item` | Keep at least one item in the quotation. |
| `Check mandatory field(s)` | Complete the required fields shown on the RFQ or quotation panel. |
| `Saved Successfully` | The RFQ or quotation save completed. |
| `Saving Error` | Review the fields and try **Save** again. |
| `Inquiry cancelled` | The RFQ cancellation completed. |
| `Inquiry regretted` | The RFQ regret action completed. |
| `Are you sure you want to delete this request for quotation?` | Confirm that the Draft RFQ is the one you want to remove before selecting **OK**. |
| `Purchasing job must have at least one RFQ` | Keep at least one RFQ on the purchasing job. |
| `Purchasing offer cancelled` | The quotation cancellation completed. |
| `Purchasing offer regretted` | The quotation regret action completed. |
| `Offer rejected` | The quotation rejection completed. |
| `Upgrade needed` | The required Buyout Job Module subscription is unavailable for this work. |
| `Forbidden characters detected. Please remove them and try again.` | Remove forbidden characters from the list filter and apply the filter again. |
| `Required Offer Type` | Treat the field as part of the RFQ information when it is shown. |
| `Required Bid Due Date` | Treat the field as part of the RFQ information when it is shown. |

### Out of scope

The shared message `An error occurred while processing your request` belongs to general
request-error handling rather than a Pricing Quotation-specific correction.

## Know what happens next

After you select a destination, continue in the page that owns the next job.

| After you reach… | Continue with… |
| --- | --- |
| The active Pricing Quotation tabs | [Pricing Quotation active lists](doc:pricing-quotation-active-lists) |
| An Archived filter | [Pricing Quotation exception lists](doc:pricing-quotation-exception-lists) |
| A new or editable RFQ | [Pricing Quotation RFQs](doc:pricing-quotation-rfqs) |
| A quotation panel | [Pricing Quotation quotations](doc:pricing-quotation-quotations) |
| Procurement work | [Purchase jobs procurement chain](doc:purchase-jobs-procurement-chain) |
| A procurement work list | [Purchase job work lists](doc:purchase-job-work-lists) |
| Project-management work | [Project management workspace](doc:project-management-workspace) |
| Warehouse fulfillment | [Warehouse fulfillment flow](doc:warehouse-fulfillment-flow) |

The list and record surfaces use company setup for some fields and list columns. The
quotation and RFQ procedures explain those fields where you enter or change them. The
record-level order area remains a separate gated path.

   ![The RFQ list ready for a record to be selected](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/7755a3f67260be49d382d3a00d84c217.png)