Convert Quotation into Purchase Order

Explanation

Use this activity to convert one or more order quotations into a purchase order(s). You can convert several order quotations of a single request, simultaneously, using the Order Quotation Approvals window. When converting quotations, you can include them to an existing purchase order, create a new purchase order or let the system add the quotation to the first available purchase order. If several quotations for different suppliers are converted simultaneously, several purchase orders will be created.

Prerequisites  

The quotation line(s) must be in the Approved status.

System Effects

• The quotation line(s) get converted, and receives the Converted status.
• If a new purchase order is created, it receives the Planned status. A message displays the assigned purchase order number and line. Any defined ship via codes, delivery terms, payment terms and price including tax settings will be valid for the purchase order.
• If the company tax regime is VAT, the tax code applicable to no-parts will be retrieved from the quotation line.
• The demand code on the purchase order line will also be copied from the purchase requisition line. If the purchase order is created from an order quotation that originates from a project-connected purchase requisition, the relevant purchase order line will inherit the project connection.

Window

Order Quotation Approval
Order Quotation Approvals

Related Window Descriptions

Quotation To Order Parameters
Order Quotation Approval
Order Quotation Approvals

Procedure

1. Open the Order Quotation Approval window or the Order Quotation Approvals window and query for the appropriate request.
2. Select the quotation line right-click and then click Create Purchase Order. By using the Order Quotation Approvals window, it is possible to select and convert several quotations, belonging to a single request, simultaneously. 
3. The Quotation to Order Parameters dialog box will open.

• To add to an existing purchase order: Select a purchase order from the table in the lower part of the dialog box. Click Add to Order. If the Order Quotation Approvals window was used and several lines were selected, this choice is only available if selected quotation lines are for the same supplier. Existing purchase orders are filtered based on the price including tax settings on the order quotation line. If you select multiple order quotation approval lines with different price including tax settings, the Quotation to Order Parameters dialog box will not show the existing purchase orders.
• To create a new purchase order: Click Create New. If you want a specific purchase order number, enter it in the Purchase Order No field. However it is not possible to specify a purchase order number, when multiple order quotation lines, belonging to different suppliers, are selected. If there are multiple quotation lines with different price including tax settings, separate purchase orders will be created.
• To let the system pick the order: Select Auto Select, and the system will pick the first available purchase order and add the quotation to it. If no purchase order exists and Auto Select is selected, a new purchase order will get created.

Note: You can modify the coordinator, quantity and the wanted delivery date, if required. However if converting multiple lines, you are not able to modify the quantity and the wanted delivery date.. 

4. A message displays the assigned purchase order number and line number. Click OK.

Note: Optionally you can enter a note for each quotation line you are going to convert. Select a line, right-click and then click Notes. Enter the required text and click OK. Entering a note for the quotation line, is not possible after it is converted.