# Manage purchase job quotations

## Manage purchase job quotations

An RFQ is a request sent to sub-suppliers for an offer. A purchase quotation records the offer
that comes back, after the RFQ and before the purchase-order stage. Use it to check the offer,
keep a valid alternative or revision, and move the selected quotation forward as a purchase
order (PO).

| If you need to… | Go to |
|---|---|
| Prepare the record and identify the quotation stage | [Before you start](#before-you-start) |
| Reach the saved purchase job | [Find and open a quotation](#find-and-open-a-quotation) |
| Check fields, items, and related tabs | [Understand the quotation panel](#understand-the-quotation-panel) |
| Save, validate, or convert the quotation | [Validate and convert a quotation](#validate-and-convert-a-quotation) |
| Create an alternative, revision, or return | [Create alternatives, revisions, and returns](#create-alternatives-revisions-and-returns) |
| Correct a refused action | [When a quotation action is refused](#when-a-quotation-action-is-refused) |
| Continue after conversion | [Continue with the purchase order](#continue-with-the-purchase-order) |
| Work on the RFQ before the quotation | [Purchase job RFQs](doc:purchase-job-rfqs) |
| Continue with the order after conversion | [Purchase job orders](doc:purchase-job-orders) |
| Manage files and history on the record | [Purchase job comments, files, and history](doc:purchase-job-comments-files-and-history) |

## Before you start

Before choosing a stage action, prepare the saved record and the offer details.

Prerequisites

- Have a saved purchase job with an open **Offer** panel.
- Make sure the quotation is editable. **Save**, **Valid Offer**, **Alternative Offer**,
  **Revision**, and **Back to RFQ** depend on the record being saved and editable in the
  applicable quotation state.
- Have the offer number, offer type, offer date, validity period, delivery time, delivery
  term, payment method, and payment period ready.
- Check the quotation's item rows before validating it. An offer must contain at least one
  item.

The **Offer** panel applies while the purchase job is at Offer and before Order, and the
individual offer must be open. **Convert To PO** applies when the offer is valid or considered
valid. **Alternative Offer** and **Revision** apply when the offer is valid, considered valid,
or expired. **Back to RFQ** applies to a saved quotation that is not ordered.

## Find and open a quotation

A quotation is opened from the saved purchase-job record at `/procurement/edit/:ID`.

Prerequisites

- Know the saved purchase job you need to review.

Steps

1. Open the saved purchase job record.
2. Select **Offer** in the stage bar.
3. Open the quotation in the **Offer** panel.

![Look at the purchase-job record header and stage bar before opening the quotation panel.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/d9fa4ef8a606f4dbb282e2a37c52f306.png)

**Result:** The quotation is open in the **Offer** panel.

## Understand the quotation panel

The quotation panel contains the offer details, item information, stage actions, and related
record tabs. Review these areas before changing the offer.

| Area | What to check |
|---|---|
| Offer details | **Offer No.**, **Offer Type**, **Offer Date**, **Validity Period**, **Delivery Time**, **Delivery Term**, **Payment Method**, and **Payment Period** |
| Offer status | **Status** and **Vendor** |
| Item information | **Product**, **Offer Validation**, **Unit Price**, and **Currency** |
| Related record work | **Attachment**, **Purchase Invoices**, and **Last Modifications** |
| Stage actions | **Valid Offer**, **Convert To PO**, **Alternative Offer**, **Revision**, **Rejected Offer**, **Cancel RFQ**, **Denied To Extend**, and **Back to RFQ** |

The offer form applies the following value rules:

| Field | Rule |
|---|---|
| **Offer Date** | The date cannot be later than today. |
| **Validity Period** | The value cannot be below `0`. |
| **Delivery Time** | The value cannot be below `1`. |
| **Payment Period** | The value cannot be below `1`. |

The record also includes the product, offer date, offer validation, delivery time, delivery
term, payment method, payment period, unit price, and currency columns for quotation items.

## Validate and convert a quotation

Use this procedure to save the quotation, mark a saved draft as valid, and convert a valid
quotation into a purchase order.

Prerequisites

- Open a saved, editable quotation in the **Offer** panel.
- Complete the quotation fields and keep at least one item in the offer.

Steps

1. Select **Save** after completing or changing the quotation.
2. Check the quotation fields and item rows if the screen displays `Check mandatory field(s)`.
3. Add an item if the screen displays `Offer must have at least one item`.
4. Enter a value that meets the field rule.
5. Select **Valid Offer** when the saved quotation is a draft.
6. Select **Save** again.
7. Select **Convert To PO** when the quotation is valid or considered valid.

**Result:** The quotation is marked valid or continues as a purchase order.

## Create alternatives, revisions, and returns

These actions keep a quotation's correction and return paths with the quotation stage. Choose
one action that matches the quotation's current status.

Prerequisites

- Open a saved quotation that is not ordered.
- Make sure the quotation is editable.

Steps

1. Select the action that matches the quotation's current status.

   | Quotation situation | Select |
   |---|---|
   | Valid, considered valid, or expired; you need another offer | **Alternative Offer** |
   | Valid, considered valid, or expired; you need a changed version | **Revision** |
   | Valid, considered valid, or expired; you need to reject it | **Rejected Offer** |
   | Valid, considered valid, or expired; you need to cancel the RFQ path | **Cancel RFQ** |
   | Expired; the extension must be refused | **Denied To Extend** |
   | Saved and not ordered; the quotation must return to the RFQ stage | **Back to RFQ** |
   | Rejected; you need to restore the quotation | **Consider Offer as Not Rejected** |
   | Cancelled; you need to restore the RFQ path | **Consider RFQ As Not Cancelled** |
   | Regretted; you need to restore the quotation | **Consider As Not Regretted** |
   | Extension rejected; you need to restore the extension path | **Undo Denied To Extend** |

**Result:** The quotation follows the selected alternative, revision, rejection, cancellation,
extension, or RFQ-return path.

## When a quotation action is refused

Quotation validation messages identify the information or item state that must be corrected.

| Message | What to do |
|---|---|
| `Check mandatory field(s)` | Complete the required quotation fields. |
| `Offer must have at least one item` | Add an item to the quotation. |
| `Please insert at least one product` | Add a product to the package. |
| `Check RFQ mandatory field(s)` | Complete the required RFQ fields before continuing the quotation flow. |
| `Please insert at least one RFQ` | Add an RFQ before continuing. |
| `Inquiry must have at least one item` | Add an item to the inquiry. |
| `Check PO mandatory field(s)` | Complete the required purchase-order fields. |
| `Please insert at least one PO` | Add a purchase order before continuing. |
| `Order must have at least one item` | Add an item to the order. |
| `Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted` | Keep the protected item in the order. |
| `Package products cannot be empty` | Add a product to the package. |
| `An error occurred while processing your request` | Check the quotation data and try the action again. |

The quotation actions can also return these messages:

| Message |
|---|
| `Converted to offer successfully` |
| `Item(s) Regretted` |
| `Item(s) Cancelled` |
| `Item(s) Rejected` |
| `Item(s) Reactivated` |
| `Product package deleted from all inquiries` |
| `Product package deleted from all offers` |
| `Product package deleted from all orders` |
| `Order updated successfully. Undelivered. A draft invoice was deleted` |
| `Job reactivated successfully` |
| `Email sent to client. Added to emails list activity` |
| `Invalid input. The value must be greater than 0 and cannot exceed 999,999.00` |
| `Invalid input. Please enter a non-negative value` |
| `Invalid input. The tax rate must be between 0 and 100` |

## Continue with the purchase order

A purchase order is the next purchase-job stage after a quotation is converted. Continue the
order work on the purchase-job order page, and use the record's related tabs for companion work.

| Next task | Page |
|---|---|
| Work on the converted purchase order | [Purchase job orders](doc:purchase-job-orders) |
| Return to RFQ work | [Purchase job RFQs](doc:purchase-job-rfqs) |
| Manage files, invoices, and change history | [Purchase job comments, files, and history](doc:purchase-job-comments-files-and-history) |

**Result:** The quotation work ends at the purchase-order handover or at the selected RFQ
return path.