Ask for prices and place a purchase order

Buying works in steps: ask the supplier for prices (an RFQ), confirm it into a purchase order, receive the goods, then enter their bill. This guide covers the first two.

Steps

1. Open Purchases and click New RFQ.

   

2. Pick the supplier and the expected date. Expected is when you need the goods.

3. Add the items. Search for each product and type the quantity. Leave Unit cost at zero to let the supplier quote, or type your target price.

   

4. Click Save as RFQ. Already agreed on prices? Click Save and confirm to go straight to a purchase order.

5. Send it. Click Send RFQ: the email is ready with the request attached as a PDF. Click Send.

   

6. Enter their prices. When the supplier replies, click Edit and type the unit costs they quoted, and their quote number under Supplier's quote no.

   

7. Click Save and confirm. The RFQ becomes a purchase order (PO).

   

8. Email the order. Click Email PO to send it to the supplier. When the goods arrive, receive them on the same page.

   

Good to know

• An RFQ or purchase order doesn't touch your books. Receiving the goods and posting the bill do.
• Cancel order stops a confirmed order that hasn't been received.
• The Purchases overview shows open RFQs, orders waiting for goods and bills to pay.