Purchasing: using a supplier's quote

Buy from a supplier's quote: attach it, type the items at the quoted prices, mark payment before delivery, and see what the approver and the order show.

What's in this video

1. Some things aren't on your price list, so you ask the supplier for a quote first. Kieran needs a new central battery for the emergency lighting at Larkfield Estate, and Brightwell has sent him a quote. He opens Request to buy, and types what it's for.
2. Tick We have a quote from the supplier. Now the supplier has to be chosen, because the quote is from one company. Choose Brightwell.
3. Type their quote reference, exactly as it's written on the quote, and the quoted total. Valid until is the last day the price holds. A quote that has run out can't be sent: ask the supplier for a new one.
4. Click Attach the quote, and choose the file the supplier sent. Whoever approves can open it, and it stays with the request and the order.
5. Now type the items at the quoted prices: the battery unit at one thousand two hundred and forty pounds, and the cabling kit at one hundred and eighty. The items must add up to the quoted total, or the request can't be sent. Until they do, it tells you the difference.
6. The battery is made to order, and Brightwell wants paying before they send it. So tick The supplier wants paying before delivery. Use it for a deposit, or full payment up front. It needs the quote attached, so the approver can see that's what was agreed.
7. Click Send request. It's well over the amount the rules approve by themselves, so it goes to an approver.
8. Graham, our manager, opens Approvals. The Supplier quote panel shows the reference, the quoted total, the date it's valid until, and that Brightwell wants paying before delivery.
9. He clicks Open the quote, to check the prices against the supplier's own document. Everything matches, so he clicks Approve.
10. The purchase order goes to Brightwell, and it says As per your quote, with their reference, so there's no argument about the price later.
11. When Brightwell's bill comes in, it's checked against the order as usual. Because they're paid before delivery, the bill can be approved and paid before anything arrives, and it shows Paid before delivery, as agreed on the quote.
12. So for anything bought on a quote: tick the box, attach the quote, and type the items at the quoted prices. Your approver sees exactly what was agreed.