📘 Screen: Quote

This is where you ask several suppliers for prices and compare them before buying. You build the list of what you need — usually pulling it straight from the requisitions —, send the form to each supplier, receive the prices and choose the best offer item by item. Once the choices are made, the purchase order is generated from the quote with the Generate order button.

📍 Location in the system

Menu: Inventory > Quote

The same screen also appears under Fleet > Quote.

🧩 Main function

Centralize price gathering: one quote, several suppliers, side-by-side comparison and generation of the order from the best combination — with no side spreadsheet and no dependence on the buyer's chat history.

🖥 The list

The screen opens on the list of quotes for the period. The filters are Start Date (from), End Date (to) and Status (All, Open or Finalized). At the top are New, Reload, View Inventory and the Reports ▼ menu.

The grid shows Date, Code, Status in a colored tag (green for Finalized, red for Open), Description, Product & Service, Purchase Order (the number and date of the order generated, if any), Equipment, source Requisition and a Print button on each row. Each column has a search box below its title.

The Purchase Order column is the quick way to see what has already turned into a purchase and what is still only quoted.

📝 Header fields

🗂 The quote tabs

There are six: Product & Service, Price Collection (Supplier), Supplier, Simulation & Generate order, Requisition and File. They follow the natural order of the work: what to quote, for how much, with whom, what to buy.

Product & Service — what will be quoted

The list of items. Each row accepts a registered product or just a description, for something not yet registered, plus the quantity. The grid shows Product & Service, Quantity, the source Requisition (with number, date and sequence) and the Equipment.

• Import requisition — brings in the items from requisitions that have been finalized, which is the normal path: the buyer does not retype what the departments requested
• Delete all — clears the item list
• View Inventory — checks the balance before going out for quotes

Price Collection (Supplier) — the prices received

This is where each offer is recorded: you choose the product under Products in this quote and the Supplier — both required — and enter Quantity, Unit price, Total value, Discount Value or Discount %, arriving at the Net Value. The Brand, Consultant/Sales rep, Supplier Notes, Status and Lead time fields complete the offer. The Quantity in Purchase Order and Qty fulfilled fields are read-only and track what has already become an order and what has already arrived.

In the grid, each offer shows its status — this is where you see, for example, that a price was filled in by the supplier rather than typed in internally.

Supplier — sending the quote to whoever will respond

Lists the quote's suppliers and, on each row, three actions:

• Send WhatsApp — sends the invitation to the supplier's contact
• Send Email — the same invitation by email
• Open Link — opens the fill-in form, the same address the supplier receives

That form is a page where the supplier enters the prices themselves, without needing a user account in the system. They fill it in seeing separately what is pending and what they have already quoted, can export and import the list as CSV and, when done, click Send to Requester — and the offer lands on the collection tab already marked as filled in by them.

Simulation & Generate order — the decision

The tab is split in two. On the left, Selected products: all the offers (product, supplier, quantity, unit price, discount and value), each with a checkbox. On the right, Order simulation: as you check and uncheck, the order is rebuilt grouped by supplier, with quantity, unit price and net value — you can see how many orders will come out and how much goes to each before deciding.

The Generate order button, at the top of the simulation, is what turns the choice into a purchase order. It is a separate step: the quote does not become an order on its own.

Requisition — the source

Lists the requisitions whose products were imported into this quote, with code, description, quantity, product, equipment, department and maintenance work order. It is the traceability of who requested what is being bought.

Trail — where each item came from and where it went

Shows, as a tree, the complete path of this quote's items — and it is the most complete of the three trails in the system, because it starts before the requisition:

At the top is the maintenance work order that led to the part request — when there is one; an item with no work order becomes a root at the requisition itself. Going down the tree come the requisition, each requested item and, below it, what happened: the quote, the purchase order and the invoice that delivered it. An item that came straight out of the warehouse appears as an Inventory issue, without going through a purchase.

The columns show Type, Product & Service, Quantity, Unit price, Total value, Date, User and Status.

It answers, without leaving the quote, the two usual questions: which work order was this requested for? and has it become an order yet, has it arrived? The trail is described in full in the Requisition article.

File — attachments

Stores the quote's documents: the PDF offer the supplier sent, the price list, a screenshot of the conversation. Everything stays with the document, not in someone's email.

🔧 The document buttons

❓ Frequently asked questions