Purchase templates

Purchase templates are an agreement type that allow for the repeated creation of requests for quotations (RFQs) for recurring purchases. Products can then be added and quantities can be changed, as needed. Purchase templates can be used for multiple vendors, saving time and simplifying the RFQ process.

Purchase templates differ from blanket orders in that a blanket order is a large order split into several deliveries, therefore all RFQs must be for the same vendor. Purchase templates can be replicated for multiple vendors, and can copy over quantities, which is useful when placing frequent orders.

Configurare

First, navigate to Purchase app ‣ Configuration ‣ Settings. Under the Orders section, tick the Purchase Agreements checkbox. Click Save to save the changes.

Creați un șablon nou

Navigate Purchase app ‣ Orders ‣ Purchase Agreements and click New.

Select a Vendor from the drop-down list.

Sfat

To make this template available to use with multiple vendors, leave the Vendor field blank.

In the Agreement Type field, select Purchase Template from the drop-down.

Confirm the information in the remaining fields is correct, or update as needed.

On the Products tab, click Add a line, and select the desired product. Update the Quantity, and set the Unit Price.

Important

Când adăugați produse la o nouă comandă generală, prețurile preexistente ale produselor nu sunt adăugate automat la liniile de produse. În schimb, prețurile trebuie să fie atribuite manual, prin schimbarea valorii din coloana Preț unitar la un preț convenit cu furnizorul listat. În caz contrar, prețul va rămâne 0.

After adding all necessary products, click Confirm.

Create a new RFQ from a purchase template

After confirming a purchase template, new quotations can be created directly from the purchase template form. RFQs using this form are pre-populated with information based on the rules set in the form. Additionally, new quotations are automatically linked to this purchase template form, via the RFQs/Orders smart button at the top of the form.

To create a new quotation, click New Quotation. This opens a new RFQ, that is pre-populated with the correct information, depending on the settings configured on the purchase template form.

If there was no vendor identified on the purchase template, choose a Vendor from the drop-down list. Products can be added to the RFQ by clicking Add a product in the Products tab. To remove a product, click the (trash) icon at the far-right of the product line.

From the new RFQ form, click Send by Email to compose and send an email to the listed vendor. Click Print RFQ to generate a printable PDF of the quotation; or, once ready, click Confirm Order to confirm the purchase order.

After confirming the order, return to the purchase template via the breadcrumbs. The RFQs/Orders smart button has been updated to list the confirmed order.