REQUEST FOR QUOTATION AND PURCHASE ORDER
CREATING REQUEST FOR QUOTATION
Any purchase procedure begins from a purchase order and finishes with the gathering of goods/services. In Odoo you can either directly make a purchase order (PO) or you can demand for a quotation and make PO only upon confirming the quote by the merchant. You can go for Purchase Tender if there is a case of competitive bidding. Be that as it may, in each purchase, you will have a purchase order and the PO will produce an invoice, and relying upon the agreement with your provider, you will be required to pay the receipt before or after the delivery.
A Request for Quotation (RfQ) is utilized when you intend to buy a few products and you might want to get a quote for those products. In Odoo, the Request for Quotation is utilized to send your rundown of wanted or desired items to your provider. When your provider has answered your quotation, you can proceed with the offer. Either you can purchase or to turn down the offer.
Configuration
Go to the Purchases module, open Purchase > Orders> Requests for Quotation and click on Create.
Upon clicking the CREATE button, you will be navigated to a new window with Request for Quotation/New.
The creation form will look like:
Vendor: Under the option, one can select the Supplier/Vendor. One can find a vendor by its Name, TIN, Email or Internal Reference. One can select the supplier from the Vendor menu,
or create it on-the-fly via clicking on Create and Edit.
- Vendor Reference: It is the reference of the sales order or offer sent by the vendor. The vendor reference is typically composed on the delivery order sent by your seller and is for the most part used to do the matching of your items while you receive it.
- Purchase Agreement: A purchase agreement is a kind of legal document illustrating the diverse conditions and terms that are identified with the sale of products. It makes a legally binding contract between the purchaser and the vendor. By default, the Purchase Agreements isn't initiated in Odoo.
- To initiate the Purchase Agreements-In the Purchases module, open the Configuration menu and click on Settings. In the Order section, you will find the Purchase Agreements. Tick the option and click on SAVE to mark the changes.
Under the Agreement Type field, the end user would find two options: Call for Tender and Blanket Order.
- Call for Tender: A Call for Tender is a unique method to demand offers from various merchants to get the most fascinating cost.
- Blanket Order: A Blanket Order is an agreement between you (the client) and your provider. Blanket order is preferred when there is a recurring need for expendable goods. Blanket orders are preferred when customer purchases goods in large quantities.
SETTING PURCHASE AGREEMENTS
Upon clicking the create button under Purchase Agreements Types, you will be navigated to a new create form like below:
The creation form has the following fields:
- Agreement Types: Blanket Order/Call for Tender.
- Agreement Selection Type:
- Select only one RFQ: When a purchase order is confirmed, cancel the remaining purchase order.
- Select Multiple RFO: Allows multiple purchase orders. On confirmation of a purchase order, id does not cancel the remaining orders.
- Lines: Use lines of agreement/do not create RFQ lines automatically.
- Quantities: Use quantities of agreement/Set quantities manually.
Managing Blanket Oders
A Blanket Order as defined above is a kind of purchase order that a customer gives off to the supplier, offering the feasibility of multiple delivery dates over a period of time.
Configuration
Purchases > Configuration >Settings and activate the Purchase Agreements feature
Starting a Blanket Order
Upon creating a purchase agreement, select Blanket Order as the Agreement Type.
Later then, you can make a new blanket order via filling other fields such as purchase representative, vendor, agreement deadline, ordering date, delivery date and so on.
Once satisfied with purchase agreement, confirm it via tapping the CONFIRM button.
Thus you can see its status getting changed from DRAFT to ONGOING. Also a new RFQs/Orders will appear on top right hand side of the page.
RFQ from the Blanket Order
From the created blanket order, the user can create a new quotation.
Note: Odoo auto-fills the quotation document with all details using blanket order. One needs to choose only the quantity and later confirm the order.
Now if you go back to the blanket order, you can get a vicinity over the quantities you ordered from your blanket order.
Vendors prices on your product
Upon validating the blanket order, a new vendor line gets added to the product. Thus one can identify which all are linked to a blanket order.
Managing Call for Tender
For that Go to Purchase > Configuration >Settings and activate the Purchase Agreements feature.
Creating a Call for Tender
Upon creating a purchase agreement, select Call for Tender as the Agreement Type.
Later then, you can start a call for tender via filling other fields such as purchase representative, vendor, agreement deadline, ordering date, delivery date and so on.
Once satisfied with purchase agreement, confirm it via tapping the CONFIRM button. You can see the status changing from DRAFT to CONFIRMED. Also new RFQs/Orders appears on the top right corner of page.
Request new quotations from the Call for Tender
From the Call for Tender, Odoo auto-fills the RFQ.
You can select the best offer from various RFQs and orders linked to the Call for Tenders, under the RFQ/Order button.
Close the Call for Tender
Once you're done with Call for Tender. Tap the CLOSE button.
This is how we manage purchase agreement types.
Coming back to our RFQ, other fields in the creation form includes:
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- Order Date: The purchase order date is the date that the buy request or a purchase order is produced by the purchaser, yet it can likewise mean the date that the vendor gets the purchase order. In the Order Date field, select the date to which you wish to continue to the actual order
- Product: Under Products, click on Add an item. Select the product you wish to order in the Product menu.
Also you can specify here, the product quantity and unit of measure for the product. In the Unit Price field, you can specify the price at which you shall offer the product.
SENDING REQUEST FOR QUOTATION BY MAIL
Once you have entered every essentials in the RFQ, Click on SAVE button.
You will be navigated to a new window like below:
You can either Print RFQ or Send RFQ by email (make sure you have specified an email address to the supplier).
Upon clicking Print RFQ button, you will get the pdf copy of your QUOTATION.
Upon clicking Send by Email,
An automated email will be readied dependent on the predefined layout. One can seamlessly review the email content and furthermore can include the extra substance in the event that you wish to do. Later send by clicking on the SEND button.
Once you send the MAIL, RFQ's status will switch over from RFQ to RFQ Sent.
Once your supplier reverts to the quotation, you can proceed with the order.