Introduction - Create a purchase quote
Purchases that are made at the best price improve a company’s inventory management, reduce costs, and have a direct effect on the company’s ability to satisfy their customers.
Business Central provides a comprehensive purchase order management system that can record, apply complete information on all vendors, price agreements, discount agreements, shipping or receiving arrangements.
The integrated purchase quote system helps purchasing agents find the best purchase terms. This includes a convenient conversion to purchase orders for quotes that succeed. Purchasing agents can use the integrated blanket purchase order system to record purchase agreements in advance, and they can also use this recorded information in later purchase orders.
A purchase quote can be used as a preliminary draft for a purchase order, and the purchase order can then be converted to a purchase invoice or an order.
To create a purchase quote, select the search for page icon in the top-right corner of the page, enter Purchase Quotes, and then choose the related link.
To create a new document, select the New action.
In the Vendor field, enter the name of an existing vendor. Other fields on the Purchase Quote page are now filled in with the standard information for the selected vendor. If the vendor isn't registered, you first need to register them as a vendor. You don't need to leave the purchase quote to create a new vendor, simply select +New.
If you entered a vendor name for a vendor that is not registered, you might receive the following message, where you can select Create a new vendor card and then select the OK button to continue.
On the Select a template for a new vendor page, select a template and then select the OK button. A new Vendor Card opens, prefilled with the information from the selected vendor template. The Name field contains the new vendor's name that you entered on the purchase quote. You can continue to fill in the remaining fields on the vendor card. When you have completed the vendor card, select the OK button to return to the Purchase Quote page.
Several fields on the Purchase Quote page are filled in with information from the new vendor card. Fill in the remaining fields on the General tab, as necessary. For example, you can change the order date and add the requested receipt date as a date that you want the vendor to deliver to the ship-to address.
Now, you can fill in the Purchase Quote lines with inventory items or services that you request from the vendor.
On the Lines FastTab, in the No. field, enter the number of an inventory item or service (if a Type for this line is an Item). In the Quantity field, enter the number of items to be requested.
If you are purchasing a bulk amount of different items or services, you might have many lines in the purchase quote. In this scenario, you can use the Focus mode feature to collapse the FactBox and General FastTab. Select the Focus mode button and a new page will open, focused on the lines of the purchase order.
To print or send this Purchase Quote, use the Print/Send action.
After the purchase quote has been completed and you have accepted all the conditions from your vendor, you can convert your purchase quote to a purchase order. Select the Make Order action. Dynamics 365 Business Central confirms that the purchase quote has been converted to a purchase order and then informs you about the new purchase order number. When you select OK, the purchase quote is removed from the database.
The purchase order is created based on the information of the purchase quote. In the Quote No. field on the purchase order, you can see the purchase quote number.
