---
title: Create a quotation
summary: Enter a price you received from a supplier by phone or e-mail, copy an old quotation, or correct a quotation that is already saved.
order: 1
menu: Procurements > Quotations
route: /quotations/create
who: People who have the Add Quotations permission. Editing needs Edit. Copying needs Add or Edit.
---

Use this form when a supplier gives you a price outside an RFQ. For example, Alder Steel Works sends an e-mail with a price for steel bars. You type that price here, so it can be compared and turned into a purchase order. A quotation made here has no RFQ and is saved with the status **Submitted**.

![The Create Quotation form. Marks 1 to 6 are the Project, the Supplier, the Validity, the Credit Period, the Add line item icon and the Terms of supply.](../media/quotation-create-form.png)

## Before you start

- The supplier must exist in the system.
- Select the project. You cannot change the project or the supplier after you save.
- Keep the supplier's price, validity date and terms at hand.

## How to create a quotation

1. Open **Procurements > Quotations** and click **Create**.
2. Choose the **Project** (mark 1 in the picture of the form) and the **Supplier** (mark 2).
3. Set **Submitted On**, the date the supplier gave the price.
4. Type the supplier's **Reference No.** if there is one.
5. Set **Validity** (mark 3), the last date the price holds. The form fills it with a date six months ahead. Change it if the supplier said otherwise.
6. Set the **Delivery Date** the supplier promised.
7. Type the **Credit Period (days)** (mark 4). It must be between 0 and 1000.
8. Type the **Advance Amount** if the supplier asks for money in advance.
9. Add the materials. See the next section.
10. Write the supplier's **Terms of supply** (mark 6).
11. Click **Create**.

The screen returns to the list. **Net Amount** and **Total Amount** follow the lines. You cannot type in them.

## How to add the materials

1. In the table **Quotation Details**, click the **Add line item** icon (mark 5 in the picture of the form).
2. In the window **Add/Edit Quotation Detail**, choose **Resource Type**, **Resource Category** and **Resource Name** (mark 1 in the picture below).
3. Type the **Specifications**, such as the brand or grade.
4. Type the **Quantity** (mark 2).
5. Type the **Basic Rate** (mark 3), the price before discount.
6. Type the **Discount** in percent (mark 4). The **Discounted Rate** is calculated. You can also type the **Discounted Rate**.
7. Choose the **Taxes** that apply. **Net Total** and **Line Total** show the result.
8. Click **Save** (mark 5).

![The window to add one material. Marks 1 to 5 are the Resource Name, the Quantity, the Basic Rate, the Discount and the Save button.](../media/quotation-line-dialog.png)

To change a line, click its pencil icon. To remove it, click the trash icon and confirm.

The **Discounted Rate** is the rate used in the comparison and in the purchase order.

## How to copy a quotation

1. Open the details of a quotation and click **Duplicate**.
2. The form opens with the same lines. Change the supplier, the dates and the rates.
3. Click **Create**.

## How to edit a quotation

1. Open the details of the quotation and click **Edit**. This is offered only when the quotation has no RFQ and its status is **Submitted** or **Negotiating**.
2. Change the fields. The project and the supplier show as text.
3. Click **Save Changes**.

The system keeps the old version as a revision. The revision number in brackets after the **Ref No** goes up by 1. Use [Compare revisions of a quotation](compare-revisions.md) to see what changed.

## What the fields mean

| Name | What it means |
| --- | --- |
| **Supplier** | The company that gives the price. |
| **Submitted On** | The date the supplier gave the price. |
| **Reference No.** | The supplier's own number for the quotation. |
| **Validity** | The last date the price holds. |
| **Delivery Date** | The date the supplier promises to deliver. |
| **Credit Period (days)** | The days the supplier gives you to pay. |
| **Advance Amount** | Money the supplier wants before delivery. |
| **Notes** | Text for your own team. |
| **Comments** | A remark added to the history. The system writes your name before it. |
| **Terms of supply** | The supplier's conditions. They are copied into the purchase order. |
| **Basic Rate** | The price of one unit before discount. |
| **Discount** | The discount in percent. |
| **Discounted Rate** | The price of one unit after discount. |

## Rules to know

- You need at least one line.
- A material can appear only once.
- Every line needs a quantity and a rate above 0.
- If you change the project while you create a quotation, the lines are cleared. A copied quotation keeps its lines.
- The system works out the tax of each line itself when you save.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| Quotation Details not added | Add at least one line. |
| Quotation Details has duplicates | Remove the repeated material. |
| Quotation Details has line items with incorrect quantity | Type a quantity above 0 on every line. |
| Quotation Details has line items with incorrect rate | Type a rate above 0 on every line. |
| Please enter a valid credit period in days | Type a number from 0 to 1000. |
| Invalid vendor | Choose the supplier again. |

## Related pages

- [Quotations](index.md)
- [Compare revisions of a quotation](compare-revisions.md)
- [Create a purchase order](../purchase-order/create-purchase-order.md)