Topic overview

This article describes the application-related actions that are available in the Supplier quotations application and in the query applications Cockpit: Supplier quotations and Cockpit: Supplier quotations/line items“.

The fields of the Supplier quotations application are described in the Supplier quotations article.

The query applications for supplier quotations are described in these articles:

• Cockpit: Supplier quotations
• Cockpit: Supplier quotations/line items

Instructions for handling supplier quotations, e.g. how to enter and edit supplier quotations, can be found in the  Procedures: Supplier quotations article.

Supplier quotation types are used to identify supplier quotations and contain settings and default values. They are described separately in the Supplier quotation types article.

Standard actions

The standard actions [New], [Duplicate header], [Refresh], [Validate], [Save], [Delete] and the interaction between the line item table and the line item editor are described in the article General actions for voucher processing.

Alternative action for creating supplier quotations: [Generate from RFQ…]

The [Generate from RFQ…] action under the [New] menu in the standard toolbar can be used to generate a supplier quotation from an existing purchasing RFQ. If you are working with purchasing RFQs, this procedure is recommended because the data from the purchasing RFQ is transferred to the supplier quotation to be generated and does not have to be entered again. In addition, voucher references are generated and listed in the voucher references chain.

Effects

The system generates a new supplier quotation based on the selected RFQ. The supplier of the quotation corresponds to the RFQ recipient of the RFQ which was entered in the dialog window for executing the action. Much of the data from the RFQ and the line items are accepted from the original voucher in the quotation. Missing data is taken from the supplier quotation type and the supplier or item master data.

When accepting the RFQ line items in the quotation, you can choose between individual transfer and complete transfer. You activate the individual transfer using the Accept line items using editor function. If it is activated, the RFQ line items are first transferred to the line item editor as new quotation line items. You can edit them and must transfer them to the line item table of the supplier quotation.

If the function is not activated, the complete transfer takes place. All RFQ line items are then accepted in the quotation as new line items in the line item table in one step and the quotation is saved immediately. After this, certain data, such as the item identification of a line item, can no longer be changed. If an error occurs during transfer, the system automatically switches to the individual transfer mode.

When accepting line items individually, additional buttons are available in the line item editor for editing them. These are described in the article General actions for voucher processing.

A reference in the voucher references chain is created between the quotation header and the RFQ header, as well as between the quotation line items and the corresponding RFQ line items. In addition, the RFQ identification is added to the RFQ field in the header and the identification of the corresponding RFQ line item is added to the RFQ line item field in the line item editor for each quotation item.

Connecting a supplier quotation with a purchasing RFQ manually

The supplier quotations received in response to a purchasing RFQ can be compared using the Compare supplier quotations application. To do this, it is necessary that the quotations received are connected to the RFQ via a voucher reference. The voucher reference must be available both at the header level and at the level of the individual line items.

If the supplier quotation was created using the [Generate from RFQ…] action, the system automatically connects the quotation header to the RFQ header and each individual quotation line item to the corresponding RFQ line item.

In addition, the voucher reference between the quotation and RFQ can also be entered manually in the Supplier quotations application. To do this, enter the identification of the RFQ in the RFQ field in the voucher header. Please note that the voucher reference can only be entered at the header level if no quotation line items exist. Then define the voucher reference at the line item level in the RFQ line item field in the line item editor by entering the number of the RFQ line item for the open quotation line item. When saving the quotation or line item, the system generates the required voucher references.

Both the RFQ header and the RFQ line item to be connected must be assigned the status Released.

Rescheduling dates

The description of the [Reschedule delivery date…] and [Move preferred date…] actions can be found in the article Actions: Reschedule reminder date, shipping date, delivery date, preferred date.

[Change delivery partner data…] action

You can use the [Change delivery partner data…] action under the [Actions] button in the standard toolbar to change the data (name, address, contact person) of a delivery partner for several line items at the same time.

Further information can be found in the article Actions: Change delivery recipient data/delivery partner data.

[Change delivery data…] action

You can use the [Change delivery data…] action to change the delivery terms, the shipping terms and the carrier in the line items and in the header of an already saved voucher. If necessary, the freight costs are also updated.

Further information can be found in the article Action: Change delivery conditions.

[Change invoicing terms…] action

You can use the [Change invoicing terms…] action under the [Actions] button in the standard toolbar to display the binding invoicing terms at a glance in a dialog window. If necessary, you can edit the displayed invoicing terms manually, even if line items have already been added. Such a modification is independent of the status of the voucher and the voucher line items. The invoicing terms for blocked vouchers can also be edited.

Once the action has been confirmed, the prices and amounts are recalculated using the changed invoicing terms.

Further information can be found in the article Action: Change invoicing terms.

[Change pseudo item descriptions…] action

With the [Change pseudo item descriptions…] action in the standard toolbar and the [Change pseudo item description…] action in the line item editor, you can store different descriptions for pseudo items added as line items.

Further information can be found in the article Actions: Change pseudo item description(s).

[Replace pseudo items…] action

In the voucher applications Supplier quotations and Sales quotations, you can replace a pseudo item entered for a line item. This is always necessary if an order is to be created from the quotation and the Use in orders function is not activated in the master data of the pseudo item.

This action is available both in the toolbar of the line item editor under the [Actions] button for a line item opened in the editor and in the standard toolbar under the [Actions] button, where it can be used with reference to multiple line items at the same time.

Further information can be found in the article Actions: Replace pseudo items.

Changing the general status

Actions for editing the general status of an open supplier quotation are available under the [Actions] button in the standard toolbar. You can change the status of individual voucher line items using the corresponding actions available under the [Actions] button in the line item editor toolbar when a line item is open in the editor.

Further information can be found in the article Actions: Release, block, and complete voucher or line items.

Further information on the meaning and effects of the general status of an entire quotation and individual quotation line items can be found in the Supplier quotations article.

[Release] action

Use the [Release] action under the [Actions] button in the standard toolbar to change the general status of the quotation to Released. This releases both the header and all line items.

Further information can be found in the article Actions: Release, block, and complete voucher or line items.

[Release line items…] action

You can use the [Release line items…] action under the [Actions] button in the standard toolbar to release the header and, optionally, also all or selected items.

[Block] action

You can use the [Block] action under the [Actions] button in the standard toolbar to change the general status of the quotation to Blocked. This blocks both the header and all line items.

Further information can be found in the article Actions: Release, block, and complete voucher or line items.

[Block line items…] action

You can use the [Block line items…] action in the standard toolbar to block all or selected line items. This does not change the status of the voucher header.

[Complete line items…] action

You can use the [Complete line items…] action under the [Actions] button in the standard toolbar to complete all or selected line items. If all line items are then completed, the voucher header’s status also changes to Completed (unless the header is invalid).

[Release] action (line item editor)

If the voucher header has the status Released, the [Release] action is available for line items in the line item editor toolbar under the [Actions] button.

The line item opened in the editor is immediately assigned the Released status by executing the action both in the editor and in the line item table. The voucher does not have to be saved for this action.

[Block] action (line item editor)

If the voucher header does not have the Completed status, the [Block] action is available for line items in the line item editor under the [Actions] button.

The line item opened in the editor is immediately assigned the Blocked status by executing the action both in the editor and in the line item table. The voucher does not have to be saved for this action.

[Find and add line items…] action (line item table)

In various voucher applications, such as Purchasing RFQs, Supplier quotations, Purchase orders, Sales orders, Distribution orders, etc., you can use the [Find and add line items…] action to search for suitable line items from other vouchers and add them to the target voucher. The source voucher in which the line item is searched for may or may not have the same voucher category as the target voucher.

In contrast to the [Duplicate] function in the line item editor, only selected data such as the item identification and quantity are copied from the source voucher line item.

Further information can be found in the article Action: Find and add line items.

[Find and add item…] action (line item table)

With the [Find and add item…] action in the toolbar of the line item table, you can add new items to the supplier quotation by searching for purchasing items, supplier items or, if applicable, item characteristics.

Further information can be found in the article Action: Find and add item.

[Find and add variant item for reference item…] action (line item table)

Using the action [Find and add variant item for reference item…] in the line item table toolbar opens a dialog window in which you can search for variant items for a reference item and enter a total quantity for each of the desired variant items. If you then select the [Accept all selected] action, new basic line items are automatically created and saved for the line item table of the voucher if no errors prevent saving. If errors occur, the transfer is carried out using the line item editor.

Further information can be found in the article Action: Find and add variant item for reference item.

[Alternative variant…] action (line item editor)

Use the [Alternative variant…] action under the [Actions] button in the line item editor toolbar to select a variant item for a reference item that is open in the line item editor. If a variant item is already open, select an alternative variant item.

Further information can be found in the article Action: Select variant item for reference item.

[Price origin…] action (line item editor)

The [Price origin…] action in the line item editor toolbar under the [Actions] button displays the origin or formation of the found and automatically determined prices along with some related values.

Further information can be found in the article Action: Price origin.

[Update accounting data] action (line item editor)

The [Update accounting data] action under the [Actions] button in the line item editor toolbar is used to determine the account assignment data from the master data and insert it into the respective fields.

The following data is updated:

• Cost center
• Cost unit

The action is only available if the following requirements are met:

• The current user is the employee of the active company
• The voucher can be edited
• No deletion marker is set for the line item

[Recalculate] action

You can use the [Recalculate] action under the [Actions] button in the standard toolbar to recalculate the amounts of a voucher if required. The recalculation normally takes place automatically when saving, provided that order value discounts or cross-item discounts are activated.

If you would like to recalculate all supplier quotations, purchase orders, sales quotations, sales orders, and distribution orders, you can also use the Recalculate quotations and orders batch application for that purpose.