Purchase Quotation Settings

Purchase Quotation Settings

Purchase Quotation settings in EquiBillBook allow you to configure how purchase quotations are created, managed, and converted to purchase orders or bills. These settings control numbering, workflow, and comparison features.

Accessing Purchase Quotation Settings

To configure purchase quotation settings:

1. Navigate to Settings → Purchase Settings
2. Go to Purchase Quotation Settings section
3. Configure various options for purchase quotations
4. Click "Update" to save changes

Purchase Quotation Numbering

Configure numbering for purchase quotations:

• Numbering Format: Set prefix and format for quotation numbers
• Prefix: Common prefixes include PQ, PQUOT, PUR-QT
• Number of Digits: Set sequence number length (e.g., 4 digits = 0001)
• Starting Number: Set initial counter value
• Year/Month Reset: Configure if numbering resets annually or monthly
• Branch-Specific Numbering: Separate numbering per branch if applicable

Purchase Quotation Enable/Disable

Control purchase quotation functionality:

• Enable Purchase Quotation: Enable or disable quotation feature
• When enabled, you can request quotations from suppliers
• When disabled, quotation options are hidden

Default Values

Configure default values for new quotations:

• Default Validity Period: Set default quotation validity (days)
• Default Location: Set default branch/location
• Default Currency: Set default currency for quotations
• Default Terms: Set default terms and conditions

Workflow Settings

Configure quotation workflow:

• Status Tracking: Enable status tracking for quotations
• Validity Tracking: Track quotation validity period
• Expiry Alerts: Alert when quotations are about to expire
• Comparison Tools: Enable quotation comparison features

Conversion Settings

Configure conversion options:

• Convert to Purchase Order: Allow converting quotations to orders
• Convert to Purchase Bill: Allow direct conversion to bills
• Auto Convert on Acceptance: Auto-convert when quotation accepted
• Preserve Prices: Lock prices during conversion

Comparison Features

Configure quotation comparison:

• Enable Comparison: Allow comparing multiple quotations
• Comparison Criteria: Set fields for comparison (price, terms, delivery)
• Best Price Highlight: Highlight best price automatically

Supplier Settings

Configure supplier-related options:

• Multiple Suppliers: Allow requesting quotations from multiple suppliers
• Supplier Notifications: Automatically notify suppliers
• Response Tracking: Track supplier responses

Validity and Expiry

Configure validity settings:

• Default Validity Period: Set default validity in days
• Expiry Handling: Configure what happens when quotations expire
• Renewal Options: Allow renewing expired quotations

Print Settings

Configure printing options:

• Auto Print: Automatically print quotation after creation
• Default Template: Select default print template
• Print Terms: Include terms and conditions

Email Settings

Configure email options:

• Auto Send Email: Automatically email quotations to suppliers
• Email Template: Select default email template
• Bulk Email: Allow sending to multiple suppliers

Best Practices

• Enable quotations for better price comparison
• Set appropriate validity periods
• Use comparison features to select best quotations
• Enable notifications for timely responses
• Track quotation status for better procurement decisions

Purchase Quotation settings help you efficiently manage supplier quotations and make informed procurement decisions in EquiBillBook.