Creating Quotes

Your purchasing agent(s) may choose to get quotes for some requested items. An agent will ask for quotes from vendors (who at this point are acting as “bidders”) and then choose a winning quote.

Current government purchasing standards generally require at least three quotes for individual items costing $500 or more. Please check your agency’s policy on obtaining quotes.

From the Main Menu screen, click REQUEST. The Browse Requests screen appears with all new purchase requests displayed in a table.

Click

on the toolbar and select "Create Quote" from the menu that appears. The Create New Quote Wizard is initiated.

Type a short description to identify the quote, such as “Quote for lawn mower,” and specify the quote date (when quote is issued and created) and due date (when you need the completed quote returned from the bidders).

Click START to continue. All purchase requests are displayed in a table.

Highlight the request in the top, available requests list and click

. The request now displays in the bottom, selected requests list. Repeat until all requests are placed in the selected requests list. If necessary, you may search for the purchase request using the filter drop-down lists at the top of the screen. To move all items to the bottom of the screen, just click

If necessary, edit the quantity, units, and/or UM conversion of any of the selected requests.

Hint: You also have the ability to “express add” a purchase request to the requisition. Click to access the Add Purchase Request Wizard. See "Requesting Items from Suppliers"

Click NEXT to continue to step three of the wizard where you can choose a vendor for the item(s) in the purchase request.

Note: Your bidder may already be displayed if a default vendor/bidder was set up during creation of the purchase request. To choose a different vendor besides the default, select the Select from list of all vendors radio button at the top, right-hand corner of the screen.

You may select to filter the vendor table by category (such as carpentry or plumbing). After selecting the information from the drop-down list, the vendors who meet your filter criteria display in the table below.

Select how you would like to order the vendor table from the ordered by drop-down list.

10.

Type your search criteria into the search for field and click GO. The table will sort accordingly. (This is an exact search field. For example, if you select to order by vendor number, you must enter the entire number for the search to be successful.)

11.

Highlight the vendor in the top, available bidders list and click

. The vendor now displays in the bottom, selected bidders list. Repeat until all bidders are placed in the selected bidders list. To move all bidders to the bottom of the screen, just click

12.

Click NEXT to continue.

13.

If necessary, select and highlight the warehouse to where the bidder should send the requested item(s). To choose a warehouse from only the PO request info or to choose the warehouse from all available shipping locations, select the appropriate radio button at the top of the screen. To not select a warehouse at all, choose the Don't Select option.

Hint: For consumable items, it should be the warehouse from where the purchase request came.

14.

Click NEXT. Verify and confirm that the information you entered is correct and click FINISH. The open quote now appears on the Browse Requests screen with a status of "Quote," and it is now available to work with in the Purchase Orders program.

To print or preview a quote form, select the appropriate option from the print drop-down list.If there is more than one bidder, a quote form will print for each bidder.

Using on the toolbar of the Browse Requests screen, you can now either create a requisition or purchase order from the quote. See "Creating Requisitions"; See "Creating Purchase Orders"