---
title: Quotations
summary: See the prices that suppliers offer, add a quotation you received by phone or e-mail, negotiate, and choose the winner to start a purchase order.
menu: Procurements > Quotations
route: /quotations
who: People who have the View Quotations permission. Creating needs Add, editing needs Edit, deleting needs Delete. Negotiating, awarding and archiving need Approve.
---

A quotation is a supplier's price for materials. There are two sources. A supplier answers your [request for quotation (RFQ)](../request-for-quotation---rfq/index.md) with a quotation. Or a supplier sends you a price by phone or e-mail, and you enter it here yourself. The second kind has no RFQ.

You compare quotations, choose the best one, and turn it into a [purchase order (PO)](../purchase-order/index.md).

![The Quotations list. Mark 1 is the Create button. Marks 2 to 4 are the row icons Mark Awarded, Negotiate and More Detail.](../media/quotation-list.png)

## Before you start

- A project and a supplier must exist.
- To enter a quotation yourself, you need the Add permission on Quotations.
- For quotations that answer an RFQ, the RFQ must be approved first. See [Request for quotation (RFQ)](../request-for-quotation---rfq/index.md).

## How to negotiate or award a quotation

1. Open **Procurements > Quotations**.
2. Find the quotation. The **Supplier**, **Net Amt** and **Total Amt** columns help you compare.
3. To ask the supplier for a better price, click the **Negotiate** icon (mark 3 in the picture of the list) and click **Confirm**. The status becomes **Negotiating**. The system sends an alert to the supplier.
4. To choose this quotation, click the **Mark Awarded** icon (mark 2) and click **Confirm** (mark 1 in the picture below).
![The window that asks you to confirm. Mark 1 is the Confirm button.](../media/quotation-award-dialog.png)

5. The new purchase order form opens. It holds the supplier, the lines, the rates, the discounts and the taxes of the quotation. Check it and save it. See [Create a purchase order](../purchase-order/create-purchase-order.md).

The icons are shown only when they apply:

| Icon | When it is shown |
| --- | --- |
| **Mark Awarded** | You have the Approve permission. The status is **Submitted** or **Negotiating**. The quotation has no RFQ, or its RFQ is **Closed**. |
| **Negotiate** | The status is **Submitted**. A quotation without an RFQ can also be negotiated while it is **Pending**. |
| **Re-send Quotation** | You have the Approve permission. The quotation has an RFQ and the status is **Pending**. |
| **Compare Quotation** | The quotation has revisions. See [Compare revisions of a quotation](compare-revisions.md). |
| **Archive** or **Un-Archive** | Always. Archiving needs the Approve permission. |
| **More Detail** | Always. |

> **Note:** To compare the quotations of one RFQ side by side, use the **Compare Quotation** icon on the RFQ list. See [Compare quotations of an RFQ](../request-for-quotation---rfq/compare-quotations.md).

## How to send an invitation again

If a supplier did not get the e-mail, click the **Re-send Quotation** icon and click **Confirm**. The system makes a new access code and sends the invitation to this supplier only. The message "Quotation sent successfully" confirms it.

## How to see the details of a quotation

Click a row or the **More Detail** icon (mark 4 in the picture of the list). A panel opens:

- **Items**: for each material, **Rate**, **Discount**, **Discount rate**, **Quantity**, **Tax amount** and **Net amount**, with a total.
- **Details**: submitted on, delivery date, valid until, credit period, payment terms, who created it, and notes.
- **Attachments** and **Remarks**.

In the panel you can also use **Edit**, **Duplicate** and **Delete**. See [Create a quotation](create-quotation.md).

![The details panel of a quotation, with its parts Items and Details.](../media/quotation-detail.png)

## How to archive a quotation

1. Click the **Archive** icon and click **Confirm**.
2. To see archived quotations, choose **Archived** in the filter below the table.
3. Click **Un-Archive** to bring one back.

## What the columns mean

| Name | What it means |
| --- | --- |
| **Submitted On** | The date the supplier gave the quotation. |
| **Ref No** | The supplier's reference. A number in brackets is the revision. |
| **Project** | The project. Hidden by default. |
| **Supplier** | The company that gave the price. |
| **Credit Period** | The days of credit the supplier offers. |
| **Net Amt** | The amount before tax. **Tax Amt** is shown under it. |
| **Total Amt** | The amount with tax. |
| **Status** | Where the quotation is. See the table below. |
| **Approved By** | The person who last changed the status. |
| **Actions** | The icons for this row. |

The list shows **Active** quotations by default. The filter below the table also has **All** and **Archived**. **Export to CSV** saves the list as a file.

## Rules to know

| Status | What it means |
| --- | --- |
| **Pending** | The supplier has not answered yet. |
| **Delivered** | The invitation was sent to the supplier. |
| **Opened** | The supplier opened the request. |
| **Viewed** | The supplier looked at the details. |
| **Draft** | The supplier started the quotation and saved it. |
| **Submitted** | The quotation is final. A quotation you enter yourself starts here. |
| **Negotiating** | You asked the supplier for new terms. |
| **Awarded** | This supplier won. |
| **Awarded to other** | Another supplier won. |
| **Not Submitted** | The time ended and the supplier did not submit. |

- A quotation that answers an RFQ is sealed. Its amounts, validity and delivery date stay empty until the RFQ is **Closed** and the supplier has submitted.
- You can edit or delete a quotation only when it has no RFQ and its status is **Submitted** or **Negotiating**.
- When you edit a quotation that was already submitted, the system keeps the old version as a revision.
- Deleting a quotation does not delete the purchase orders made from it. They lose the link.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| No **Mark Awarded** icon | Check the status. The quotation must be **Submitted** or **Negotiating**. If it has an RFQ, wait until the RFQ is **Closed**. |
| The amounts show 0 | The quotation is sealed. Wait until the RFQ is closed. |
| No **Edit** in the panel | The quotation has an RFQ, or its status is not **Submitted** or **Negotiating**. |
| The supplier cannot open the e-mail link | Use **Re-send Quotation**. |

## Related pages

- [Create a quotation](create-quotation.md)
- [Compare revisions of a quotation](compare-revisions.md)
- [Request for quotation (RFQ)](../request-for-quotation---rfq/index.md)
- [Purchase orders](../purchase-order/index.md)