Purchase Quote Management

The “Quotes” interface allows users to view, filter, and manage quotes. It offers a summary view of saved quotes and various options to personalize the search and display relevant information.

Access to the interface

This interface is accessible from the main dashboard under the sectionEstimate. It is designed to facilitate the management of quotes associated with vehicles and suppliers.

Search filters

The upper part of the interface offers filters to restrict the results displayed according to specific criteria. Here are the options available:

• Start date / End date: Choose a period to limit the quotes displayed to those created within that interval.
• Number: Text field allowing you to enter the specific number of the quote you are looking for.
• System No.: Unique identifier of the quote in the system.
• Supplier: Allows you to select a specific provider.
• Nature business: Filter according to the type of business.
• Fleet: Select the fleet associated with the quote.
• vehicle: Filter by vehicle to display the quotes associated with it.
• Piece: Allows you to filter by specific part concerned by the quote.
• Status: Filter by status (e.g.: validated, not validated) to display only quotes in a particular state.
• Purchase request number: Enter a purchase requisition number to search for associated quotes.
• User: Allows you to filter by user who created or modified the quote.

Search results

The results are displayed in tabular form, providing a quick view of important information for each quote:

• System No.: Unique identifier of the quote.
• Number: Quote reference.
• Date: Date and time of creation of the quote.
• Supplier: Name of the supplier associated with the quote.
• Fleet: Fleet associated with the quote.
• Number of pieces: Number of parts included in the quote.
• Amount excluding tax: Amount excluding taxes of the quote.
• Amount including tax: Total amount with taxes included.
• Status: Current status of the quote (for example: "Not validated").
• User: Name of the user who created or modified the quote.
• Attachment: Allows you to add or view attachments associated with the quote, such as a PDF.

Possible actions

In the "Quote" interface, several actions are possible for managing records:

• Add: Click on the “+” button to create a new quote.
• Export: Export the current list of quotes in Excel format for external processing.
• Refresh: Refresh the quote list to see the most recent changes.
• Import: Import the current list of quotes in Excel format

Validation of Quotes

The objective is to introduce avalidation statuson quotes, to ensure that only validated quotes can be converted into purchase orders. This feature will help control the conversion process and avoid errors.

Quote validation status:

Possible options:

• Valid:The quote has been reviewed and approved by one or more authorized users.

 

 

• Not validated:The quote has not yet been validated or has been rejected.

Conversion to purchase order:

Quote not validated:

• Quotes with the status "Not validated" cannot be converted into a purchase order. They will not appear in the list of quotes available for conversion.

Quote validated:

• Only quotes with the status "Validated" can be converted into a purchase order.

User role:

• Only users with validation rights can change the status of a quote from "Not validated" to "Validated".
• Users without these rights cannot validate or convert quotes into purchase orders.

Validation mechanism:

• When a quote is created, its default status is "Not validated".
• An authorized user can validate the quote by modifying its status via a validation button or form.
• If the quote is not validated, it will not be visible or selectable in the list of quotes convertible into a purchase order.

Management of quotes in purchase orders:

• When a user attempts to create a purchase order, only quotes with the status "Validated" will be displayed in the list of quotes available for conversion to a purchase order.

Adding this functionality ensures additional control over the lifecycle of quotes and their conversion to purchase orders. This improves workflow management by ensuring that only approved quotes move to the next stage.

Interface changes:

Addition of the “Validation Status” FILTER on quotes:

• A new “Validation Status” filter will be added to the quotes interface. This field can be filtered to view quotes according to their status (Validated/Not validated).

Add a new quote

Access the “Quote” interface
From the main menu, open the interfaceEstimate.

Click on the add button
At the upper right corner of the interface, click the button"+"(Add). This will open a form for creating a new quote.

Fill in the quote information
Complete the following fields in the form:

• Number: Enter the quote reference number. This number is often unique and makes it easy to identify the quote.
• Date: Choose the quote creation date. By default, it can be filled with today's date.
• Supplier: Select the supplier from the drop-down list. The supplier is generally the company that provides the goods or services.
• Fleet: Choose the vehicle fleet concerned by the quote.
• Number of pieces: Indicate the number of parts or items included in the quote.
• Amount excluding tax: Enter the amount excluding taxes of the quote.
• Amount including tax: Enter the all taxes included (TTC) amount of the quote.
• Purchase request number:Set purchase requisition number.
• User: By default, the name of the user creating the quote can be automatically populated.
• vehicle: Select the specific vehicle the quote is associated with. This field allows you to specify the vehicle for which the parts or services are intended.

Ajouter des pièces jointes (facultatif)
Si nécessaire, vous pouvez ajouter des pièces jointes (comme un document PDF du devis ou des images) en utilisant la section Attachement. Cliquez sur le champ Attachement et sélectionnez le fichier à télécharger.

Enregistrer le devis
Une fois tous les champs remplis, cliquez sur le bouton Enregistrerpour sauvegarder le devis. Le nouveau devis apparaîtra alors dans la liste des devis, avec les informations que vous avez saisies.

Vérification du devis ajouté
Retournez à la liste des devis pour vérifier que le nouveau devis est bien ajouté avec toutes les informations correctes. Vous pouvez utiliser les filtres pour retrouver rapidement le devis que vous venez de créer.

Quick creation of a purchase order from a quote

Allow users to quickly create a purchase order from a specific quote by clicking a three-dot button next to each quote, without having to go directly to the full purchase order interface.

Functionality details:

• Ce bouton permet d'accéder à plusieurs actions possibles, dont l'option "Créer un bon de commande".

Quick view of the purchase order:

• Après la création rapide, le système peut soit :
• Afficher le bon de commande nouvellement créé pour que l'utilisateur puisse le vérifier et compléter les informations manquantes si nécessaire.
• Enregistrer le bon de commande directement en arrière-plan, tout en notifiant l'utilisateur de la réussite de la création.

Status management:

• Si le devis n'est pas validé, l'option "Créer un bon de commande" n'est pas disponible ou est grisée.
• Seuls les devis ayant un statut validé permettent d'activer cette fonctionnalité.

Benefits of this feature:

• Gain de temps : L'utilisateur n'a plus besoin de passer par l'interface complète de gestion des bons de commande.
• Simplicité : En quelques clics, le bon de commande est généré, facilitant ainsi la gestion rapide des commandes à partir des devis validés.
• Réduction des erreurs : Les données du devis étant automatiquement reprises dans le bon de commande, cela réduit les risques d'erreurs manuelles lors de la saisie.