Approve Order Quotation

Explanation

This activity is used to approve order quotations. It is possible to approve several order lines of a single request simultaneously using the Order Quotation Approvals window. After approving quotation(s), you can print the rejection letters immediately or postpone printing them.

Prerequisites

• The quotation(s) must be in the Answered status.
• The supplier category must be Supplier.

System Effects

• If the quotation(s) are only approved, the status is updated to Approved. 
• When a quotation is approved, purchase order(s) are created automatically and the quotation line(s) receive the Converted status. A message will display the assigned purchase order number(s) and line number(s). The new purchase order(s) receive the Planned status. Any defined ship-via code, delivery terms, and payment terms, will be valid for the purchase order(s). Supplier's part number and description will be transferred.
• The other quotations receive the Rejected status and the rejection letters are printed, provided that the print option is used.
• If the approved purchase order(s) were created from IFS/Project or IFS/Project Delivery, the supplier price will be updated or overwritten in the part quotation list with the agreed price from the purchase order(s).
• The tax information is retrieved from the quotation line. Based on this information, the amounts inclusive and exclusive of tax are automatically calculated and displayed in the respective fields. 
• When approving a quotation used as work order tender, the approved business-to-business contractor is automatically copied to the Contractor field in Prepare Work Order/Work Task tab and the business-to-business contractor user who answered the quotation is automatically copied to the Contractor Coordinator field in Prepare Work Order/Work Task tab. Any existing values in the Contractor field and Contractor Coordinator field will be overwritten.
• When approving a quotation used as a work order tender, the contractor's documents that are connected to the quotation lines will be connected to the work task.

Window

Order Quotation Approval
Order Quotation Approvals

Related Window Descriptions

Quotation to Order Parameters
Order Quotation Approval
Order Quotation Approvals

Procedure

1. Open the Order Quotation Approval window or the Order Quotation Approvals window and query for the required request.
2. Select the quotation line, right-click and then click Approve. If using the Order Quotation Approvals window, it is possible to select and approve several lines, belonging to a single request, simultaneously.

Note: When you click approve, if the supplier has not been connected to the purchase part, the Create Supplier for Purchase Part dialog box will open. Modify the information, if required, and then click Yes. If supplier for purchase part already exists and suppliers part number and/or description differs from the line values, then you will be given a question to update the values in the Supplier for Purchase Part window automatically.

3. A new message appears and click Yes in the appearing message if you want to print rejection letters.

Note: Optionally, you can enter a note for each quotation line you are going to approve. Select a line, right-click and then click Notes. Enter the required text and click OK. Notes must be entered before approving a quotation and it is not possible to enter notes if multiple quotation lines are selected.