Documentation
Supplier Quotations
Supplier Quotation captures one supplier commercial response to an Open RFQ and preserves revision history so negotiations can be audited instead of overwriting previously submitted terms.
What Supplier Quotation records
Supplier Quotation is the supplier-specific commercial response to an RFQ. It carries the supplier reference, validity, currency/exchange rate, commercial charges, delivery commitments, compliance evaluation and line pricing used later in RFQ comparison.
The quotation is always evaluated against its RFQ source. The supplier and quoted lines cannot be treated as unrelated free-form purchase data.
Screen tabs
| Tab | Purpose |
|---|---|
| General | RFQ, Supplier, AkshaERP quote identity, supplier reference, quotation dates, currency and revision context. |
| Commercial Terms | Payment terms, Incoterms, freight, packing, other charges, lead time and warranty/commercial conditions. |
| Notes | Technical and commercial notes supporting evaluation and negotiation. |
| Quote Lines | Supplier response quantity, Unit Price, discounts, tax, lead days, technical compliance and alternate offering for each RFQ line. |
General and commercial header fields
| Field | Requirement | Meaning / significance |
|---|---|---|
| Quote Number | System/document identity | AkshaERP quotation identifier. Distinct from the supplier own quotation reference. |
| Supplier Quote Reference | Recommended | Supplier own quotation/reference number. Keep this because it is the external evidence users will often search for. |
| RFQ | Mandatory | Open RFQ being responded to. Only suitable/current RFQs are selectable. |
| Supplier | Mandatory | Supplier making the offer; must belong to the selected RFQ supplier set. |
| Quote Date | Operationally required | Supplier quotation business date. |
| Valid Until | Optional but important | Commercial expiry date of the offer. |
| Currency | Required for comparison | Quotation currency. |
| Exchange Rate | Required when currency conversion is needed | Used to normalize commercial values for comparable landed-cost analysis. |
| Payment Terms / Incoterms | Optional / commercial | Supplier offered commercial and delivery-responsibility terms. |
| Freight / Packing / Other Charges | Optional / commercial | Quote-level charges allocated into comparable landed cost. |
| Default Lead Time | Optional | Supplier delivery lead-time assumption when line-specific lead days are not more appropriate. |
| Warranty Terms | Optional | Supplier warranty commitment. |
| Technical Notes / Commercial Notes | Optional | Supporting evaluation and negotiation context. |
Quote Lines – field reference
| Field | Requirement | Meaning / behavior |
|---|---|---|
| RFQ Item / Service | Source controlled | Read-only item/service copied from the RFQ. A quotation line must continue to match its RFQ line and item. |
| Description | Source controlled | RFQ requirement description shown for context. |
| RFQ Qty | Reference | Requested quantity from the RFQ. |
| Quoted Qty | Mandatory for an active quoted line | Quantity the supplier is offering. Must be greater than zero for lines included in the quotation. |
| UOM | Source controlled | Unit from the RFQ against which quoted quantity and price must be interpreted. |
| Unit Price | Mandatory | Supplier quoted unit price. Cannot be negative. |
| Disc % | Optional | Supplier line discount percentage. |
| Discount | Derived | Calculated from quoted quantity × Unit Price × Discount %. |
| Net | Derived | Gross less line discount. |
| Tax % | Optional / tax context | Supplier quotation tax assumption used to derive Tax and Line Total. |
| Tax | Derived | Calculated tax amount on the quotation line. |
| Line Total | Derived | Net plus Tax for the quoted line. |
| Lead Days | Optional | Line-specific delivery lead time used in comparison/recommendation. |
| Compliance | Evaluation control | Technical compliance state for the offer. |
| Compliance Notes | Strongly recommended when not fully compliant | Documents why a line is partial/non-compliant or what conditions apply. |
| Alternate Offered | Conditional | Describes an alternate offer only when the RFQ header and line permit alternates. |
Compliance dropdown
| Value | Meaning | Award significance |
|---|---|---|
| NOT_EVALUATED | Technical compliance has not been assessed. | Do not treat as confirmed compliant merely because price is attractive. |
| COMPLIANT | Offer meets the required specification. | Eligible for normal award evaluation. |
| PARTIALLY_COMPLIANT | Offer has documented deviations/conditions. | Can be evaluated, but the buyer should review Compliance Notes before award. |
| NON_COMPLIANT | Offer does not meet the requirement. | The award service prevents awarding quantity to this line. |
How quotation totals are built
Each line derives Gross from Quoted Qty × Unit Price, subtracts line Discount, then adds line Tax. The header total then includes quotation Freight, Packing and Other Charges.
RFQ comparison uses comparable landed-cost logic, including proportional allocation of header charges and quotation exchange rate, so a visually lower Unit Price is not always the lowest comparable commercial result.
| Status | Meaning |
|---|---|
| DRAFT | Quotation is being entered and can be edited. |
| SUBMITTED | Current quotation has been submitted for comparison and should no longer be overwritten as a Draft. |
| SUPERSEDED | Earlier submitted revision has been replaced by a newer submitted revision but remains in audit history. |
| WITHDRAWN | Supplier quotation was withdrawn with a reason. |
| DISQUALIFIED | Quotation was disqualified from consideration. |
| ACCEPTED | Quotation/line was selected in an award. |
| REJECTED | Quotation was not selected. |
Actions and negotiation control
| Action | When | Effect |
|---|---|---|
| Apply | DRAFT | Saves current quotation work and keeps it open. |
| Submit Quotation | Saved DRAFT | Submits the quotation for sourcing comparison and marks the RFQ supplier response as RESPONDED. |
| Withdraw | SUBMITTED | Withdraws the submitted quotation using a documented reason. |
| Create Revision / Negotiation | Current SUBMITTED revision | Creates a new Draft revision from the submitted quotation while preserving the earlier submitted response. |
Before submitting a quotation
- Verify the selected RFQ and Supplier.
- Enter only quantities the supplier actually offered.
- Check UOM before interpreting Unit Price.
- Record discount, tax and header charges from the supplier offer.
- Capture lead time and validity because price alone is not the whole offer.
- Evaluate Compliance and document deviations.
- Use Alternate Offered only where RFQ policy permits it.
- Keep the supplier own quotation reference for audit/search.
Related pages
Frequently asked questions
Why can’t I see the RFQ Target Price on Supplier Quotation?
It is intentionally hidden from quotation entry and used later as internal buyer comparison intelligence.
Can I quote only some RFQ lines?
Yes. On a saved partial quotation, missing RFQ lines remain visible with zero quoted quantity so they can be added later if needed.
Can a NON_COMPLIANT line be awarded?
No. The award service prevents award quantity on a NON_COMPLIANT quotation line.
How should I record negotiated price changes?
Use Create Revision / Negotiation after submission. The previous submitted terms remain in history and become Superseded when the new revision is submitted.