Purchase Enhanced

Description

Role-Based Access

Three purchase roles: User (create documents), Manager (approve documents) and Super User (all settings and configuration), so each person only does what their position allows.

Quotation Analysis Setup

Purchase > Configuration > Quotation Analysis holds the analysis types and purchase committees used by every tender.

Quotation Analysis Types

Each type (open tender, small-value RFQ, single source...) has its own reference prefix, a default description, and decides whether the announcement, pre-bid, deadline, opening and contract dates are required, optional or hidden.

Purchase Committee

Committees with their members, job positions and e-mails; the members are copied to every analysis that uses the committee and printed for signature.

Requests for Quotation

Step 1 - Send RFQs for the same requirement to several vendors. RFQs carry shipping terms, shipping cost and special instructions, and move through RFQ, RFQ Sent, To Approve and Purchase Order.

Default Description

A company-wide Quotation & Purchase Order description is set in Purchase settings and shown on the forms and reports; each RFQ / PO also has its own Description tab.

RFQ Note Sheet

Every RFQ and purchase order keeps a NoteSheet: who created, sent, confirmed, reset or cancelled it, when, with remarks.

Quotation Analysis

Step 2 - Create a Quotation Analysis for the requirement: purchase requisition, analysis type, tender dates, purchase committee and the vendors' quotations side by side with taxes and totals.

Product-wise Comparison

Step 3 - Validate to compute the lowest quote for every product across all bids. Lowest Quote Price ticks the winners; Generate PO from Lowest Quotation creates one purchase order per winning vendor.

RFQ-wise Comparison

Or compare whole bids: Select Lowest RFQ picks the cheapest total, and Select Manually lets the committee choose another bid (for example equal prices or better terms).

Purchase Order from the Analysis

Step 4 - Generate PO from Selected RFQ creates the confirmed purchase order (with its receipt) for the winning vendor; the other bids are cancelled and the order is linked back to the analysis.

Committee and Meetings

The analysis lists the committee members, and pre-bid and bid-opening meetings are scheduled from the Meetings smart button.

Analysis Note Sheet

The analysis keeps its own history: created, lowest prices selected, validated and purchase orders generated, with the responsible user and date.

Quotation Analysis Report

Printable Quotation Analysis (with or without header / footer and note sheet): tender dates, all quotations, the chosen vendor, the description and the committee members with signature boxes.

Purchase Order and RFQ Reports

Purchase Order-2 and Request for Quotation-2 layouts with QR code, order and deadline dates, representative, source document and totals.

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