Purpose

The Vendor Quotes module stores and tracks vendor quotes in the system. Users can relate vendor quotes to estimate line items, save documentation and files, and update statuses. It allows for quick viewing of records, creation of POs, and generation of reports.

Vendor Quotes List View

Column Headers

• ID: Unique identifier for each vendor quote
• Vendor: Name of the vendor providing the quote
• Job / Contract: Associated job or contract for the quote
• Quote #: Vendor's reference number for the quote
• Obtained: Date the quote was received
• Expires: Expiration date of the quote
• Amount: Total amount of the quote
• Used: Indicates if the quote has been used or converted to a PO
• "✓" Button: Likely used to mark a quote as used or approved
• "☰" Button: Opens options menu for the specific quote

Search & Filter

• Search field: Allows searching for specific quotes
• Sort button: Enables sorting of the list by different columns
  • Clear: Removes any applied sort.
  • Vendor: Sorts by vendor name.
  • Job / Contract: Sorts by associated job or contract.
  • Amount: Sorts by quote amount.
  • Description: Sorts by quote description. Alphanumeric order.
  • Expiration: Sorts by expiration date.
• Expired filter: Shows only expired quotes when activated
• Show Used Only filter: Displays only quotes that have been used
• Archive filter: Shows archived quotes when activated

Reports

Select the PDF icon to view reports.

• Used Vendor Quotes: Generate a report detailing the Vendor Quotes that have been “Used”.
• Expired Vendor Quotes: Generate a report detailing the Vendor Quotes that are past the expiration date.

Additional Features

• "+" Button: Add a new vendor quote record
• "New" Button: Likely opens a form to create a new vendor quote
• Total Records count: Displays the total number of quote records
• Total Amount sum: Shows the sum of all quote amounts in the current view

Vendor Quotes Selected View (Record Details Defined)

• ID: Unique identifier for the selected vendor quote
• Vendor: Field to input or display the vendor's name
• Job / Contract: Field to select or display the associated job or contract
• Quote #: Field to input or display the vendor's quote reference number
• Obtained: Date field to input or display when the quote was received
• Expires: Date field to input or display the quote's expiration date
• Amount: Field to input or display the total amount of the quote
• Used: Checkbox or indicator showing if the quote has been used
• Description: Text field for additional details about the quote

Additional Features

• "☰" Button options:
  • Files: Open or upload files related to this Vendor Quote record
  • New Email: Compose a new email related to this quote
  • View Emails: Display emails associated with this quote
  • New PO: Create a new Purchase Order based on this quote
  • View Purchase Orders: Show Purchase Orders linked to this quote
  • View History: Display a history of changes made to this quote record
  • New Request: Create a new request associated with this quote
  • Active / Archived: Toggle the quote between active and archived status
  • Delete: Remove this quote record from the system

Common Workflow Questions

1. How do I add a new vendor quote to the system?
2. Can I associate a vendor quote with multiple jobs or contracts?
3. How do I generate a report of all active vendor quotes?
4. What's the process for converting a vendor quote into a purchase order?
5. How can I view the history of changes made to a specific vendor quote?
6. Is it possible to set up notifications for expiring vendor quotes?