Transaction ID (Purchase Quotation ID)

• This is a unique identifier that represents a transaction.
• This is a system generated field when a transaction is initially recorded.

Workflow Type

• DEFAULT is the default value on add mode.
• This is a required field and used to determine the business process of the transaction whether it requires approval or not.

Supplier

• This is a required field. User can use magnifying glass to search for existing Supplier ID or Supplier Name

• If the user knows already the Supplier ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Supplier ID entered is valid.
• The blue hyperlink next to the magnifying glass is the Supplier Name which allows users to easily navigate to the Supplier Page if he has access to view Supplier Information.

Note
• Supplier record must exist prior to creating a purchase quotation transaction.
• After selecting a Supplier, the contact person (if present), currency, and exchange rate fields are automatically filled in based on the supplier information configuration.

Contact Person

• This is a required field and is already defaulted after selecting a supplier. When adding new contact person, this should be configured under Contacts tab on the Supplier Page.
• User should only select from the provided list.

Supplier Reference No.

• This is an optional field as a reference related to the supplier.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
• This field is visible in the printed document.

Notes

• This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
• This field is not visible in the printed document.

Currency

• This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the currency.
• User can also use magnifying glass to search for existing currency ID or currency name.

• Currency record must exist in Currency Page prior creating purchase quotation.
• If the user opts to change the currency and he knows already the currency ID, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the currency ID entered is valid.

• The blue hyperlink next to the magnifying glass is the currency description which allows users to easily navigate to the Currency Page if he has access to view currency Information.

Exchange Rate

• This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the exchange rate.
• Value should be based on the current exchange rate, particularly when converting from foreign to local currency.

Mode of Shipment

• This is an optional field and is utilized to specify how the product will be transported.
• User should only select from the provided list.

Date Needed

• This is a required field. This field indicates the date on which the item is needed to be acquired.

Date Sent

• This is an optional and this field indicates the actual date on which the item is sent.

Date Quoted

• This is an optional and this field indicates the actual date on which the quotation for the item(s) is created.

Valid Until

• This is an optional and this field indicates the validity on up to when the quotation for the item(s) is valid.

Reference ID

• This field is blank if the quotation is not imported from another record, otherwise:
• This field is populated with Stock Replenishment ID if the quotation is imported from Stock Replenishment record.
• This field is populated with Internal Sales Quotation ID if the quotation is imported from Request For Price record.
• This field is populated with Purchase Requisition ID if the quotation is imported from Purchase Requisition record.

Status

• This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

Sort Sequence Number

• This is a primary key used to sort the products in ascending order.
• In add mode, this is editable. This cannot be edited after it has been saved.

Product

• This is a required field. If transaction is imported, this will be automatically filled in. However, user can update by using the magnifying glass to search for existing product.

• Product record must exist in Product Page prior creating purchase quotation.
• This field is used to identify what specific items / services that the customer purchases.
• If the user knows already the product code, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the product code entered is valid.

• The blue hyperlink next to the magnifying glass is the concatenated brand name, catalog number, product description and product code which allows users to easily navigate to the Product Page if he has access to view product Information.

Purchase Quantity

• This is a required field that allows number with two decimal places. It is used to indicate the number of products that a customer has purchased. If transaction is imported, this will be automatically filled in.

Purchase UOM (Unit of Measurement)

• This is a required field. If transaction is imported, this will be automatically filled in. However, user can update by using the magnifying glass to search for existing purchase UOM.

• If the product has only one purchase UOM, this is automatically filled in by clicking the magnifying glass or by pressing the “enter” key in the field.
• Purchase UOM record must exist under the Purchase UOM tab in Product Page. When adding new purchase uom, navigate to Product Page under Purchase UOM tab.
• The blue hyperlink next to the magnifying glass is the purchase uom description which allows users to easily navigate to the Purchase UOM Page if he has access to view product Information.

Quoted Quantity

• This is a required field that allows number with two decimal places. It is used to indicate the number of products quoted by the supplier.

Quoted UOM (Unit of Measurement)

• This is a required field. User can use magnifying glass to search for existing purchase UOM. It is used to indicate the unit of measure of the product quoted by the supplier.

• If the product has only one purchase UOM, this is automatically filled in by clicking the magnifying glass or by pressing the “enter” key in the field.
• Purchase UOM record must exist under the Purchase UOM tab in Product Page. When adding new purchase uom, navigate to Product Page under Purchase UOM tab.
• The blue hyperlink next to the magnifying glass is the purchase uom description which allows users to easily navigate to the Purchase UOM Page if he has access to view product Information.

Unit Price

• This field allows number with four decimal places. It is used to identify the price / cost per unit of a product / service.
• The system generated unit price will only function if the currency, product, and purchase uom have already been entered.
• This field is automatically filled in with the most recent selling price depending on the selected price level, currency, and purchase uom defined on the Product Selling Price Page.

Discount

• This is an optional field that is utilized to apply a per-item and per-unit discount to the customer.
• If the user enters a percentage value, the discount amount is calculated automatically based on the unit price and discount percentage.
• If the user enters a discount amount value, the discount percentage is calculated automatically based on the unit price and discount amount.

Price After Discount

• This is a system generated field that calculates the remaining amount after the discount has been applied.

Tax

• This field is utilized to impose a tax on the goods / service per unit that the customer purchases.
• This field is automatically filled in when a customer is selected depending on the specified default tax on the Customer Page.
• If the user enters a percentage value, the tax amount is calculated automatically based on the unit price and tax percentage.
• If the user enters a tax amount value, the tax percentage is calculated automatically based on the unit price and tax amount.

Unit Price with Tax

• This field is utilized to determine the price/cost per unit including tax.
• This field is modifiable if the selected price level is the Custom Price.

Total Amount

• This is automatically computed and is utilized to determine the overall price/cost per item.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information about the specific item.
• o This field is visible in the printed document.