Register and Print Quotes

Register and Print Quotes

Quotes

These are documents where products are registered to request the purchase price from suppliers.
This application allows you to enter, modify, duplicate, delete, print, update and search for inventory quotes.
It is required that the products are previously entered in the Inventory Product Catalog, as well as the suppliers in the Suppliers Catalog.
The warehouse where the quote will be made must be selected.
Go to: Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Quotes.
The initial screen displays the following sections:
Search Suppliers Quotes Registered: allows you to search for quotes already registered.
Supplier Quote Registered: Displays the registered quotes, allowing to show them according to the filters of Supplier, # Quote, Date, Cost Center and Status. In addition, massive actions can be performed by executing the Print and Update: quotes buttons.


Quote Status

  1. New: only the header of the quotes is registered, no details are registered.
  1. Register: the quotes are at register level, they can be printed, compared, modified or deleted.
  2. Updated: the information of the quotes cannot be modified. The quotes will be displayed during the supplier's goods receipt.

Search Quotes

You can search for quotes already registered by following the steps below:
Go to: Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Quotes.
In the Search Suppliers Quotes Registered section, enter one, several or all of the fields below:

Field
Description
Supplier
Select a supplier.
Cost Center
Select a particular cost center or all of them.
Quote Supplier
Supplier quotation number to be registered.
Quote ID
NVH quotation number. 
Date
Enter the date of the quotation in dd/mm/yyyy format or select from the calendar.
User Registered
Select a specific user or all users.
Press the Search button.
In the Supplier Quotes Registered section the quotes will be displayed or the message "No Records" will be displayed.

Register Quotes

To register a quote performing the following steps:
Go to Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Quotes.
In the Supplier Quotes Registered section, click the Insert icon.
In the Register Quote of Suppliers section register the header of the inventory quote, entering the corresponding information in the following fields:
Field
Description
# Quote *
Enter the number of the quotation received from the supplier. The field is alphanumeric with 20 characters.
Date *
Enter the date of the quotation in dd/mm/yyyy format or click on the calendar.
Supplier *
Identify the supplier and select the appropriate one.
Credit Days

Cost Center *
Select the cost center or department requesting the Inventory.
Comment
Enter information regarding quotes.
% Discount
If applicable, indicate the discount percentage applicable across the board for all products registered.
Quote Documents
Here the images and/or documents related to the uploaded quotations will be displayed.
Notes
The Quote Documents functionality may be subject to an additional cost.
Document storage is available for 18 months; any additional storage time will be subject to an extra charge.
Press the Add button.

Enter the details of the quote in the section Register Inventory Quote Detail No. ### by entering the information corresponding to the following fields:
Field
Description
Type *
Select the type of inventory to which the product you wish to enter the inventory receipt belongs.
Product *
Enter the name of the product you wish to enter to inventory.
Additional Product Description
Enter specifications of the quoted product.
Quantity *
Quantity of product mentioned in the quote.
Price *
Unit cost of the product.
% Discount
If applicable, indicate the applicable discount percentage specific to the product you are registering.
Press the Add button.



The Inventory Quote Detail No ### section shows the products already registered in the quote.
Repeat the above steps for each product in quote.
* These are required fields.

Process for Uploading Quotation Supporting Documents

Press the Add File icon: A window will open to browse for the file to upload. Select the file and click Open.
The files to be uploaded will be displayed in the Select files section.
Press Start Upload, and the uploaded documents will appear in the IMPORTACION de Cotizaciones section.
From that window, you will be able to Preview or Delete the documents before they are uploaded to the quotation. To proceed, click Upload.
To delete documents once they have been uploaded to the quotation, you must press the Delete icon.
In the Detalle de Cotización de Mercancías No ### section, the products already captured in the quotation will be displayed.
Repeat the previous steps for each product in the quotation.

Modify Quotes

You can modify the header and details of the inventory quote, if you have Register Status. Perform the following steps:
Go to Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Quotes.

Modify Header:

In the Supplier Quotes Registered section, click on the Edit icon of the product entry to be modified in the Sel column.
Modify the appropriate field in the Register Quote of Suppliers section.
Click on the Save button.


Modify Details:

In the Inventory Quote Detail No ### section, click on the Edit icon of the product to be modified in the Edit column.
Modify the appropriate field in the Register Inventory Quote Detail No ### section.
Click the Save button.


Duplicate Quotes

To copy the products from an already registered quote to a new quote, you must indicate the new supplier data, cost center, date and quote number. The data not indicated will be taken from the original quote.
To duplicate the quote, perform the following steps:
Go to: Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Quotes.
In the Supplier Quotes Registered section click on the Edit icon of the inventory quote to be duplicated in the Sel column.
Click on the Duplicate button in the Register Quote of Suppliers section.
Enter the new information for the following fields:
Field
Description
# Quote *
Enter the number of the quotation received from the supplier. The field is alphanumeric with 20 characters.
Date *
Enter the date of the quotation in dd/mm/yyyy format or click on the calendar.
Supplier *
Identify the supplier and select the appropriate one.
Cost Center *
Select the cost center or department requesting the inventory.
Comment
Enter information regarding quote.
% Discount
If applicable, indicate the discount percentage applicable across the board for all products registered.
Data not indicated will be taken from the original quote.
Press the Duplicate button.
If necessary, make the appropriate modifications and press the Save button.


Delete Quotes

You can delete the inventory quote if it has Register status. Perform the following steps:
Go to: Administration (Back Office) → Inventory Management → Quotes and Purchasing → Register and Print Quotes.

Delete Inventory Quote:

In the Supplier Quotes Registered section, click on the Edit icon of the product quote you wish to delete in the Sel column.
Click on the Delete button in the Register Quote of Suppliers section.
Confirm the deletion of the product quote by clicking on the Ok button, or on the Cancel button to not perform the deletion.

Delete Quote Details:

In the Inventory Quote Detail No ### section, click on the Edit icon of the product to be modified in the Sel column.
Modify the appropriate field in the Register Inventory Quote Details No ### section.
Click the Save button.


Print Quotes

You can print the inventory quote in two ways:

Entering the quote:

In the Supplier Quotes Registered section click on the Edit icon of the product quote to be printed in the Sel column.
Press the Print button.
Press the Ignore button to return to the application screen.


From the Supplier Quotes Registered:

Click on the Print button in the Supplier Quotes Registered section.

The Proposals section will be displayed, in the Define Parameters Values for Report section enter the information for the following fields:
Field
Description
Date From
Enter the start date in dd/mm/yyyy format or select from the calendar.
Date To
Enter the end date in dd/mm/yyyy format or select from the calendar.
Supplier
Select one or all suppliers.
Cost Center
Select one or all cost centers.
Press the Show button.
In the Proposals section, press the Back button to return to the initial screen of the application.


Update Quotes

Once the quote has been updated, no changes can be made. It is not necessary to update the quote in order to compare it with other quotes.
The update can be done individually (a single debt) or by groups (several or all debts at once).
To update the quotes the following steps are performed:
Go to: Administration (Back Office)→ Inventory Management → Quotes and Purchases → Register and Print Quotes.
Press the Update button in the Supplier Quotes Registered section.


The Quotes section will be displayed, in the Update Quotes section select the quote(s) to be updated by clicking on the check box in the Sel column or "Select All". 
Confirm the quote update by clicking on the Update button.
In the Quotes section, press the Back button to return to the initial screen.
You can search for quotes to be updated by performing the following steps:
In the section Quotes shows the section Search of Documents, to perform the search you can fill in one, several or all of the fields shown below:
Field
Description
Supplier
Select the supplier.
Date
Enter the date in dd/mm/yyyy format of the document.
# Document
Number of the registered quote.
Press the Search button.
The Update Quotes section will display the registered quotes or display the message "No Records".
In the Quotes section, press the Back button to return to the initial screen.

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