1.0 Purchase Quotation

1.1 Create Internal Purchase Quotation

Upon logging into the Internal Purchase Quotation Applet, the first page shown to the user is the purchase quotation listings. A create button, displayed as "+", is placed at the top left corner, allowing the user to create a new internal purchase quotation.

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1.1.1 Main Details

On the Main Details tab of the Create Internal Purchase Quotation, users need to fill in all necessary information to add a new quotation. If a column has a “*” sign, it indicates mandatory information that cannot be modified later. The 14 components allowing user changes are:

• Branch

• Location

• Reference: Number

• Transaction Date: Default to the current date

• Credit Terms: Describes an agreement between a seller and buyer regarding payment timing and amount.

• Purchaser

• Currency

• Permit No: A computer-assigned number used to validate and track permits

• Tracking ID

• Remarks

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1.2 Account

Under the Account Tab, there are three subtabs:

Internal Purchase Quotation - Account Tab - Entity Details

Fields include: Entity ID, Entity Name, Status, Entity Type, Identity Type, ID Number, Description, Email, and Phone Number.

Internal Purchase Quotation - Account Tab - Bill To

Fields include: Recipient’s Name, Email, Phone No, and Billing Address (Entity ID must be selected first).

Internal Purchase Quotation - Account Tab - Ship To

Fields include: Recipient’s Name, Email, Phone No, and Shipping Address (Entity ID must be selected first).

Users can click on the Entity Id column to select a recipient from the Recipient Listing.

1.2.1 Entity Details

1.2.2 Bill To

1.2.3 Ship To

1.3 Line

1.3.1 Internal Purchase Quotation - Line Tab

A create button, displayed as “+” and placed at the top left corner, allows the user to select a new line with details of document type, item code, item name, UOM, Qty, Unit Price (Inclusive of Tax), SST/VAT/GST, and Txn Amount.

1.3.2 Search Item

On the Search Item tab, users can select the item based on the Item Code, Item Name, UOM, and System Stock Balance. Users can also edit or view the details of an item by clicking on it.

1.3.3 Item Details

1.3.3.1 Main Details

On the Item Details tab of the add line item page, the Main Details tab has several components for user changes:

• Item Code

• Item Name

• UOM: Unit Of Measurement

• Pricing Scheme: Special pricing for specific recipients (dealer, retailer, wholesaler, etc.)

• Unit Discount

• Quantity Base

• Quantity by UOM

• UOM to Base Ratio

• Unit Price STD by UOM (Exclusive of tax)

• Unit Price STD by UOM (Inclusive of tax)

• Unit Price STD (Exclusive of tax)

• Unit Price STD (Inclusive of tax)

• Unit Discount by UOM (Exclusive of tax)

• Unit Price Net by UOM (Exclusive of tax)

• Unit Price Transaction by UOM (Inclusive of tax)

• Unit Price Net (Exclusive of tax)

• STD Amount (Unit Price x Quantity)

• Discount Amount (Exclusive of tax)

• Amount Net (Exclusive of tax)

• SST Code

• SST/GST/VAT

• Tax Amount

• WHT Code

• WHT: Withholding Tax

• WHT Amount

• Unit Price Transaction (Inclusive of tax)

• Txn Amount

• Remarks

1.3.3.2 Delivery Instructions

Two categories allow user changes:

• Delivery Instructions: Instructions for the driver and Delivery Date

• Delivery Message Card: Option Box (‘Copy from Entity Name’ or ‘Copy from Recipient Name’), From (Sender), To (Receiver), Message

1.3.3.3 Department

This tab is used to generate reports by filtering the following fields:

• Segment: Business Segments, segments typically have discrete associated costs and operations

• Dimension

• Profit Centre

• Project

• Option Box: Copy from Hdr

1.4 Costing Details

This tab shows details of:

• Company Code

• Location Code

• Qty

• Moving Average Unit Cost: Total cost of items purchased divided by the number of items in stock

• FIFO Unit Cost: Costs of the first goods purchased are the costs of the first goods sold

• Manual Unit Cost

• Last Purchase Unit Cost: Most recent purchase unit cost for the item

1.5 Pricing Details

This tab has a UOM options field allowing users to select, and once selected, all details of Pricing Schema Code, Pricing Schema Name, Purchase Unit Price, and Modified Date will be shown based on the UOM.

1.6 Issue Link

On the Issue Link tab, a list of issue links will be displayed for user selection with details of Project, Issue Number, Issue Summary, Issue Description, Assignee, Created Date, Resolved Date, and Status. Users can click the “ADD” button to add the line item after the details are filled in.

1.7 Blanket Purchase Order

Users can select the item based on the Blanket PO Number, Item Code, Item Name, Qty, UOM, Unit Price (Inclusive of Tax). Selecting the item(s) directs users to the Add Item page.

1.8 Sales Quotation Item

Users can select the item based on the Sales Quotation Number, Item Code, Item Name, Qty, UOM, Unit Price (Inclusive of Tax). Selecting the item(s) directs users to the Add Item page.

1.9 Purchase Order Item

Users can select the item based on the Purchase Order Number, Item Code, Item Name, Qty, UOM, Unit Price (Inclusive of Tax). Selecting the item(s) directs users to the Add Item page.

1.10 Purchase Requisition Item

Users can select the item based on the Purchase Requisition Number, Item Code, Item Name, Qty, UOM, Unit Price (Inclusive of Tax). Selecting the item(s) directs users to the Add Item page.

1.11 Delivery Details

1.11.1 Internal Purchase Quotation - Delivery Details Tab

This tab lists details of Trip No, Driver Name, Vehicle No, Job Start Date, Job End Date, Delivery Status, Recipient Name.

1.12 Payment

1.12.1 Internal Purchase Quotation - Payment Tab

A create button, displayed as “+” and placed at the top left corner, allows the user to add a payment for the purchase quotation order. The tab lists details of Date, Amount, Details, and Remarks.

1.12.2 Add Payment

On the Add Payment tab, users can create payment by selecting the payment method from the dropdown list and filling in all required details. Users can click the “ADD” button to add the payment after the details are filled in.

1.13 Department Hdr

1.13.1 Internal Purchase Quotation - Department Hdr Tab

On the Department Hdr tab, users need to fill in the information of Segment, Dimension, Profit Centre, and Project.

1.13.2 Reset and Create Button

Upon filling in all required fields, users can click the “CREATE” button to create a new internal purchase quotation on this page. Users can always click the “RESET” button to reset all fields in all tabs.