Creating a Purchase Quotation from Construction Contract Materials
The Purchase Quotation option lets you record a supplier’s offer for the contract materials directly, without retyping the materials. The purchase quotation form opens with the materials, quantities, and units, and you enter the supplier and the prices.
Required PermissionsManage Purchase Quotations + the permission to view the contract; the Purchase Cycle app.
How to AccessConstruction → Contracts → open the contract → the Work Items tab → Purchase Options → Purchase Quotation
Table of Contents
Steps
- Select the materials, then Purchase Options → Purchase Quotation.
- Choose the Supplier, and enter the Unit Price for each line.
- Review the taxes and the cost center, then click Save.
- After approval, convert the quotation to a Purchase Order.
Fields Filled from the Contract
| Field | Required | Value when opened | Notes |
|---|---|---|---|
| Supplier | Yes | Empty | Choose the supplier |
| Item / Description | Yes | The material name and description | — |
| Quantity and unit | Yes | The planned quantity and its unit | Converted automatically by the unit factor |
| Unit Price | Yes | The purchase price recorded for the product | Not taken from the cost sheet; edit it according to the supplier’s offer |
| Taxes | No | According to the Default Tax in Invoicing Settings | — |
| Cost Center | No | Filled only if the line has one cost center | Distribution over multiple centers is not supported |
| Project | — | The contract project | — |
Status and Approval
- The purchase quotation is saved, then it needs Approval before converting it to a Purchase Order.
- After approval, the supplier and the project appear in the page header.
- The Manage Purchase Quotations permission covers creating and editing.
Error Messages and Solutions
| Message | Cause | Solution |
|---|---|---|
| Required (Supplier) | You didn’t choose the supplier. | Choose the supplier. |
| Supplier not found | The supplier is deleted. | Choose another supplier. |
| Discount cannot be more than 100% | A percentage discount greater than 100. | Correct the discount. |
| Invalid date format | A date in the wrong format. | Enter the date in the account format. |
| You can not add, edit, or delete a transaction in this date %s within a closed period | The date is within a closed accounting period. | Change the date or open the period. |
| You cannot add the transaction through a suspended warehouse | The selected warehouse is suspended. | Choose an active warehouse. |
| You are not allowed to access this page | You don’t have permission to view the contract. | Request the permission from Roles. |
FAQs
Why is the price different from the cost sheet?
Because the price follows the product’s purchase price, not the contract.
Can a line be distributed over multiple cost centers?
No; the purchase quotation has one cost center field.
Must it be preceded by a quotation request?
No.
Can the quantities be edited?
Yes, before saving.