Search vendor quotes by vendor name, job/contract, quote number, amount, or description. Sort results by different fields to organize your view.

Filter vendor quotes by expiration status, usage status, or archive status to focus on specific quote categories.

The List View displays key information for each vendor quote in the following columns.

Quick action buttons available in the List View for managing vendor quotes and related records.

Generate PDF reports for vendor quotes to track usage and expiration. Access reports by clicking the PDF icon in the top toolbar.

The Selected Record View displays all vendor quote information in editable fields.

Access these actions by clicking the menu button (☰) in the Selected Record View.

Create vendor quotes to track pricing from vendors for jobs and contracts. Requires permission: New Vendor Quotes (ID #300)

1. Navigate to Procurement → Vendor Quotes
2. Click the + button or New button in the top toolbar
3. Enter the vendor quote details in the form fields
4. Select the Vendor from the dropdown (must exist in Vendors module)
5. Associate the quote with a Job or Contract if applicable
6. Enter the vendor's Quote # for reference
7. Set the Obtained date (when you received the quote)
8. Set the Expires date (when vendor pricing commitment ends)
9. Enter the Amount of the quote
10. Add any additional details in the Description field
11. Click Save to create the vendor quote record

Mark vendor quotes as used to track which quotes have been converted to Purchase Orders or otherwise acted upon.

1. Navigate to Procurement → Vendor Quotes
2. Find the vendor quote you want to mark as used
3. Click the ✓ (checkmark) button in the row
4. The Used column will display a checkmark indicator

1. Open the vendor quote record
2. Check the Used checkbox in the quote details
3. Click Save to update the record

Use filters and alert notifications to track vendor quotes approaching their expiration dates.

1. Navigate to Procurement → Vendor Quotes
2. Click the Expired filter checkbox
3. The list will show only quotes past their expiration date
4. Sort by Expiration to see the most recently expired quotes first

1. Click the PDF icon in the top toolbar
2. Select Expired Vendor Quotes
3. Review the report showing all expired quotes with vendor, job, amount, and expiration date

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Vendor Quotes section
5. Enable Alert when Vendor Quote Expires (ID #592)
6. Users will receive notifications when quotes expire (configured in Company Preferences with default 0 days before expiration)

Each vendor quote can be associated with one Job or Contract at a time. For quotes applicable to multiple projects, create separate vendor quote records.

• The Job/Contract field is a single-select dropdown
• Each vendor quote record links to one project for accurate cost tracking
• This ensures quote amounts are correctly attributed to specific jobs or contracts

1. If a vendor quote applies to multiple projects, create a separate vendor quote record for each job/contract
2. Use the same vendor and quote information but associate each record with a different Job/Contract
3. Upload the same vendor quote file to each record for consistency
4. Add notes in the Description field indicating the quote applies to multiple projects

Convert approved vendor quotes to Purchase Orders to formalize the procurement. Requires permission: New Purchases (ID #767)

1. Navigate to Procurement → Vendor Quotes
2. Select the vendor quote you want to convert
3. Click the menu button (☰) in the Selected Record View
4. Select New PO from the actions menu
5. The Purchasing module opens with a new Purchase Order form
6. Vendor and job/contract information are pre-populated from the quote
7. Add line items to the Purchase Order based on the vendor quote details
8. Enter quantities, unit costs, and descriptions for each line item
9. Review and verify the Purchase Order details
10. Save the Purchase Order to formalize the procurement

View all Purchase Orders created from or associated with a specific vendor quote.

1. Navigate to Procurement → Vendor Quotes
2. Select the vendor quote record
3. Click the menu button (☰)
4. Select View Purchase Orders
5. The system displays all Purchase Orders linked to this vendor quote
6. Click any Purchase Order to open it in the Purchasing module

Purchase Orders are linked to vendor quotes through the creation process or by creating the PO from the vendor quote record.

• When you create a Purchase Order from a vendor quote using the New PO action, the system automatically creates the linkage
• This allows you to view all related Purchase Orders from the vendor quote record

• For Purchase Orders created independently, add the vendor quote reference in the PO's Description or Notes field
• Include the vendor quote ID and Quote # for cross-reference
• This maintains documentation even if the system linkage wasn't automatically created

Generate PDF reports to track used and expired vendor quotes for procurement analysis.

1. Navigate to Procurement → Vendor Quotes
2. Click the PDF icon in the top toolbar
3. Select the report you want to generate

While the Vendor Quotes module doesn't have a dedicated export button, you can use reports to view and analyze quote data, or use the search and filter features to identify specific quotes.

1. Generate PDF reports (Used Vendor Quotes or Expired Vendor Quotes) for specific quote categories
2. Use the Search and Filter options to narrow down quotes by vendor, job, or status
3. Use the Sort options to organize quotes by amount, expiration date, or vendor
4. The Total Records and Total Amount display provides summary information for the current filtered view

Use the Show Used Only filter and Used Vendor Quotes report to track quote utilization.

1. Navigate to Procurement → Vendor Quotes
2. Check the Show Used Only filter
3. The list displays only quotes marked as used
4. View the Total Amount to see the sum of all used quotes

1. Ensure the Show Used Only filter is unchecked (default view)
2. Look at the Used column in the list
3. Quotes without a checkmark in the Used column are unused
4. These quotes are available for conversion to Purchase Orders

1. Click the PDF icon in the top toolbar
2. Select Used Vendor Quotes
3. Review the comprehensive report showing all used quotes with vendor, job, amount, and dates

Access to the Vendor Quotes module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Vendor Quotes) permission (ID #299)
3. Once granted, you'll find the module in Procurement → Vendor Quotes

The ability to delete vendor quotes requires a specific security permission. If you cannot delete quotes:

1. Contact your system administrator
2. Request the Delete Vendor Quotes permission (ID #305)
3. This permission is found in the Vendor Quotes section of user access settings

The ability to modify vendor quote IDs requires a specific security permission. If you cannot change the ID field:

1. Contact your system administrator
2. Request the Modify ID (Vendor Quotes) permission (ID #1015)
3. This permission is found in the Vendor Quotes section of user access settings

Alert notifications are controlled by user permissions. To enable vendor quote expiration alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Vendor Quotes section
5. Enable Alert when Vendor Quote Expires (ID #592)

View the complete audit trail of changes made to vendor quote records.

1. Navigate to Procurement → Vendor Quotes
2. Select the vendor quote record
3. Click the menu button (☰)
4. Select View History
5. The system displays all changes made to the record including:

• Field changes (what was changed and when)
• User who made each change
• Timestamp of each modification
• Previous and new values for modified fields