SUPPLIER QUOTATION Window

General Description

The window Supplier Quotation is the module where formal requests for prices and commercial conditions to suppliers are managed. Unlike a Purchase Order, the quotation it does not generate a purchase commitment; it is a consultation document that allows you to compare offers before making a decision.

This window follows the standard pattern of all the document windows in Kardex Tauro (inbound and outbound modules), which means that if you already know a document window, you will be able to handle this one without difficulty.

Window Structure

The window is organized into three main zones:

Upper Zone - Search Box

A text box that allows you to search quotations by typing any data: document number, supplier name, status, or any information contained in the quotations. The search is performed in real time as you type.

Upper Central Zone - Master Grid

Shows the list of all the quotations with their headers: document number, supplier, status, total, and date. When you click on any quotation, it is selected and its details are shown in the lower area.

Lower Central Zone - Detail Grid

Presents the items (products) of the selected quotation, showing the code, name, requested quantity, unit value, and total value of each product.

Bottom Area - Action Buttons

Three main buttons that control the operations on the quotations.

Action Buttons

New Quotation

Creates a new quotation document from scratch. When you click, the form opens to select the supplier and add the products you want to quote.

View Quotation

Opens the selected quotation in view mode (read-only), allowing you to review all its details without the possibility of modifying it.

Delete Quotation

Removes the selected quotation from the system. This button is automatically enabled and disabled according to the status of the document. You can only delete quotations that have not been finalized or converted into other documents.

Context Menu

When you right-click on any quotation in the upper list, a menu is displayed with the following options:

Export to Excel

Generates an Excel file with the visible quotations (respecting applied filters and configured columns). Opens a dialog to select the file location.

View Report

Shows the listed quotations in a professional report format, ready for review, printing, or export to PDF.

Print Quotation

Generates the physical document of the selected quotation to send it to the supplier.

Filters

It allows you to apply advanced filtering criteria: by supplier, by status, by greater/lesser value, by greater/lesser date. The filters can be combined to refine the search.

Remove Filters

Restores the complete view by removing all applied filters, showing all the quotations in the system again.

Convert Document


Transforms the selected quotation into another type of document, keeping all the information. It can be converted into:

  • Purchase order (when you decide to buy from the quoted supplier)
  • Customer quotation (to resell the quoted products)
  • Sales Invoice
  • Warehouse consumption

Edit Notes

It allows you to add or modify general observations to the quotation document.

Configure Columns

Customizes which columns are shown in the master grid and in the detail grid. It also allows you to adjust the column width. The system remembers this configuration when you close and reopen the window.

Detail Context Menu

When you right-click on a specific item in the lower grid, a menu is displayed with options specific to that product:

Edit Item Notes

It allows you to add observations specific to the product within the quotation (color, size, special instructions, etc.).

View Item Serial Numbers

Shows the serial numbers associated with the product, if the item has the use of serial numbers configured. In quotations, the serial numbers are generally not yet defined.

Configure Columns

Customizes the columns visible in the item detail grid.

Permission Behavior

The Supplier Quotation window has a special behavior regarding permissions:

Users without permission to view quotations

If a user does not have the "View supplier quotation" permission and the quotation is in design mode (still editable), they are not allowed to view the document. This protects the quotations in the process of being prepared.

Users with "view only" permission

Users who have only the consultation permission (without the "Make supplier quotation" permission) can only view documents that are already fully completed. They cannot view quotations in draft or in the process of being edited.

Independent print permission

Viewing the document does not mean it can be printed. To print quotations, the user needs to have the "Print permission" specifically assigned. This is a cross-cutting permission that enables the printing function throughout the system.

Permission to create documents

The "New Quotation" button (and all the create-document buttons in the list windows) is only enabled for users who have the permission corresponding to preparing that specific document. If a user without permission clicks the button, the system displays a small informative message indicating exactly which permission they lack to perform that operation. This is not an error, but useful information that tells the user which permission they need to request from the administrator.

The Supplier Quotation Document

The supplier quotation is a consultation document used in the stage prior to the purchase. Its purpose is:

Request formal offers

It allows you to request prices, delivery times, and commercial conditions from one or several suppliers before making a purchase decision.

Compare alternatives

It facilitates the evaluation of multiple offers to select the most convenient in terms of price, quality, and service.

Document the process

It creates a formal record of the quotations requested and received, useful for audits and historical price analysis.

Become a purchase order

Once the best quotation is selected, it can be converted directly into a Purchase Order, taking advantage of all the information already recorded without the need to type it again.

Document statuses

Quotations go through different states:

  • In design/draft: It is still being prepared, it is not visible to users with limited permissions
  • Completed: Completed and ready to send to the supplier
  • Converted: Transformed into another type of document (generally Purchase Order)
  • Deleted: Voided and removed from the system

Typical Workflow

Identify purchase need

It is detected that products are needed and it is decided to quote before buying.

Create the quotation

Click on "New Quotation", select the supplier, and add the products with the desired quantities.

Send to the supplier

The quotation is finalized and printed or exported to send it to the supplier (by email, fax, or physically).

Receive the response

The supplier sends their offer with prices, availability, and conditions.

Compare offers

If several suppliers were quoted, the responses received are compared.

Convert into Purchase Order

Once the best offer is selected, the winning quotation is converted into a Purchase Order, formalizing the purchase.

Differences from the Purchase Order

Although both windows have a similar structure, the documents they manage are different:

Supplier Quotation

  • It does not generate a purchase commitment
  • It is a reference document
  • It is used to compare offers
  • It can be converted into a Purchase Order
  • It does not affect the inventory or the accounts payable

Purchase Order

  • It generates a formal purchase commitment
  • It is an executive document
  • It is used to formalize the purchase
  • When received, it updates the inventory
  • It generates an account payable to the supplier

Usage Recommendations

Use quotations for important purchases

Before making high-value purchases or purchases from new suppliers, always request quotations to obtain the best conditions.

Quote multiple suppliers

Do not limit yourself to a single supplier. Quoting several allows you to compare and negotiate better conditions.

Convert quickly

Once the decision is made, convert the winning quotation into a Purchase Order so as not to lose time or information.

Document the responses

Record the offers received from suppliers in the system to maintain a history of prices and conditions.

Take advantage of the filters

Use the filters to analyze quotations by period, by supplier, or by amount, facilitating decision-making.

Customize your view

Configure the columns that best suit your role and work needs.

Respect permissions

Do not share credentials. Each user must have the permissions appropriate to their functions to maintain the security and traceability of the system.

Kardex Tauro - Professional Inventory Management System

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