Converting Quotation to Order

Converting Quotation to Order

Once you've reviewed and accepted a purchase quotation from a supplier, you can easily convert it into a purchase order. This feature saves time and ensures accuracy by transferring all quotation details automatically.

When to Convert a Purchase Quotation

Convert a purchase quotation when:

• You've reviewed and accepted the supplier's quotation
• You're ready to place an order with the supplier
• You need to create a purchase order to track the order fulfillment
• The quotation terms and prices are acceptable
• You've completed vendor comparison and selected a supplier

Prerequisites for Conversion

Before converting, ensure:

• The purchase quotation status is "Accepted"
• All quotation details are correct and verified
• The supplier information is accurate
• Items, quantities, and prices are as expected

Step-by-Step Conversion Process

Step 1: Open the Purchase Quotation

1. Navigate to Purchase → Purchase Quotation
2. Find and open the quotation you want to convert
3. Review the quotation details to ensure everything is correct
4. Ensure the quotation status is "Accepted" (you may need to update the status first)

Step 2: Update Quotation Status (if needed)

If the quotation is not yet marked as "Accepted":

1. Click on the status dropdown or action menu
2. Select "Mark as Accepted" or "Accept Quotation"
3. Confirm the status change

Step 3: Convert to Purchase Order

1. Click the "Convert to Purchase Order" button or link
2. This option is available in the action menu when the quotation status is "Accepted"
3. The system will open the Purchase Order creation page with all quotation details pre-filled

Step 4: Review the Created Purchase Order

After conversion, review the purchase order:

• All supplier details are copied from the quotation
• All items, quantities, and prices are transferred
• Tax calculations are preserved
• Terms and conditions are copied
• Shipping details are included
• A new purchase order number is generated

Step 5: Modify if Necessary

You can make adjustments to the purchase order:

• Add or remove items if needed
• Adjust quantities
• Modify prices (though this should match the quotation)
• Update terms and conditions
• Change shipping details
• Add notes or special instructions

Note: Changes made to the purchase order do not affect the original quotation.

Step 6: Save the Purchase Order

1. Review all details one final time
2. Click "Save" to create the purchase order
3. The quotation status will be updated to reflect the conversion
4. The purchase order is now ready for processing

What Gets Transferred During Conversion?

When converting a purchase quotation, the following information is automatically copied:

• Supplier Details: All supplier information and contact details
• Items: All products/services with quantities and prices
• Pricing: Unit prices, discounts, and additional charges
• Taxes: All tax calculations and tax rates
• Terms: Payment terms, delivery terms, and special conditions
• Shipping: Shipping address, method, and delivery details
• References: Reference numbers and notes
• Branch: Branch/location information

Alternative: Converting Directly to Purchase Bill

If you don't need an intermediate purchase order, you can convert the quotation directly to a purchase bill:

Direct Conversion Process

1. Open the accepted purchase quotation
2. Click "Convert to Purchase Bill" from the action menu
3. Review the purchase bill details
4. Save the purchase bill

When to Use Direct Conversion

• When you've already received the goods/services
• When you want to record the purchase immediately
• When order tracking is not necessary
• For immediate billing and accounting purposes

Conversion Status Tracking

The purchase quotation status helps you track its lifecycle:

• Draft: Quotation is being prepared
• Sent: Quotation has been sent to the supplier
• Accepted: Quotation has been accepted (ready for conversion)
• Declined: Quotation has been declined or rejected
• Converted to Order: Quotation has been converted to a purchase order
• Converted to Bill: Quotation has been converted to a purchase bill

Best Practices

• Always review the converted purchase order before finalizing
• Verify that all items and prices match the quotation
• Ensure quantities are correct before converting
• Update quotation status appropriately to maintain accurate records
• Keep the original quotation for reference and audit purposes
• Use the conversion feature to maintain data consistency
• Document any changes made during conversion

Common Scenarios

Scenario 1: Standard Conversion Process

Purchase Quotation → Purchase Order → Purchase Bill (for businesses that need to track order fulfillment)

Scenario 2: Direct Billing

Purchase Quotation → Purchase Bill (for immediate recording without order tracking)

Scenario 3: Partial Conversion

If you only need part of a quotation:

• Modify the purchase order after conversion to remove unwanted items
• Or create a new quotation with only the required items first

Troubleshooting

Conversion Button Not Available

• Ensure the quotation status is set to "Accepted"
• Check that you have permissions to create purchase orders
• Verify that the quotation is not already converted

Missing Information After Conversion

• Review the original quotation to ensure all fields were filled
• Check if there are any required fields that need to be completed
• Manually add any missing information in the purchase order

Related Articles

Learn more about:

• Creating Purchase Quotations
• Comparing Vendor Quotes
• Purchase Quotation Management