# Vendor Quotation

### **Module Guide: Vendor Quotation**

#### **Module Location**

#### Purchasing > Purchase RFQ > Vendor Quotation

#### **Module Objective**

#### The **Vendor Quotation** module is used to record, compare, and select price offers received from suppliers (vendors). This module is the follow-up to the Purchase RFQ, where the purchasing team inputs all incoming offers to then select the best offer, which will be used as the reference for creating a Purchase Order.

### **1. Main View (Item List)**

#### The main page of this module displays a list of items that are in the process of having price quotations collected.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rvwimage.png)

#### **View Explanation**: This page groups the quotations by **Item Code**. The **Vendor Quotation** column shows how many offers have been received for each item.

#### **Navigation**: To see the detailed comparison of offers for an item, click on that item's row.

### **2. Steps to Manage Vendor Quotations**

#### **Step 1: Access the Comparison Page**

#### From the Main View, click on the **Item Name** for which you want to manage the quotations. You will be directed to a detail page that displays all the quotations that have been received for that item.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/nkSimage.png)

#### **Step 2: Add a New Quotation**

1. #### On the detail page, click the **New** button to open the **Add Vendor Quotation** form. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LV3image.png)
2. #### On the form that appears, fill in all the details of the quotation received from the vendor:
    
    
    - #### **Quotation Number**: The quotation number from the vendor.  
        ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/YQ2image.png)
    - #### **Start Date & End Date**: The validity period of the offered price.   
        ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jC0image.png)
    - #### **Purchase Requisition Code & RFQ**: Link to the initial Purchase Requisition and RFQ documents.   
        ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8eRimage.png)
    - #### **Vendor**: Select the vendor providing the offer.   
        ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2v0image.png)
    - #### **Unit Price**: **Important!** Enter the unit price offered by the vendor.   
        ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LNgimage.png)
    - #### **File Upload**: Upload the original quotation document from the vendor.   
        ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oOwimage.png)
3. #### Click **Save** to save the quotation data. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uv1image.png)

#### **Step 3: Compare and Select the Quotation**

#### After all quotations from various vendors have been input, you can compare them on the detail page. Pay attention to and compare the **Unit Price** column from each vendor.

#### **Step 4: Activate the Selected Quotation**

#### Select the best offer by checking the box to its left, then click the **\[Set Active\]** button. The offer that is set as "Active" (marked with a green checkmark in the **Active Status** column) will become the reference price for the creation of a Purchase Order. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/aM3image.png)

### **Workflow & Integrated Business Process**

- #### This module is the continuation of the **Purchase RFQ**.
- #### The vendor quotation whose status has been set to **Active** will become the default price when the purchasing team creates a **Purchase Order** for that item and vendor.

### **Tips & Important Notes**

- #### Always upload the original quotation document from the vendor using the **File Upload** feature as proof and for audit purposes.
- #### The **Set Active** action is very important as it will determine which vendor and price will be used in the subsequent purchase transaction.