Purchase Quotation: General Area

This section of the purchase quotation document includes the fields which are relevant to all quoted items. General area fields described below are grouped into several logical groups following the organization of fields in the general area of a form page.  The following subsections of the general area are singled out:


Vendor-related Information

Field

Used for

Vendor

Select a vendor from the list of the vendor which were previously entered into the system or create a new vendor.  

Vendors (legal entities and private individuals) are added to the system as companies.

  • It is a required field. If a vendor is not selected, you will not be able to save the document. 

Shipment address

Indicate the ship-to address to which the items will be received by your company.

  • The field is completed automatically if the shipping address is indicated for the vendor. Still, you can override it. 


Contact Details

Field

Used for

Purchase manager

Select a purchasing manager who issued the purchase quotation from the list of your employees.

Vendor contact

Select the vendor's contact person from the list of contact persons previously added into the system for this vendor or create a new contact person.

  • A default contact person defined for the vendor is provided automatically onсe you select the vendor. You can change it if necessary.

Phone

Contact person’s phone number.

  • A phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.

 
Offer Terms

Field

Used for

Payment terms

Select payment terms for a purchase invoice that will be based on this purchase quotation or create new payment terms. In Codejig ERP, payment terms comprise the following components: net terms that indicate when the payment of entire purchase invoice amount is required and discount terms that offer discounts for an early payment.

  • Payment terms specified by the given vendor are provided automatically once you select the vendor. You can change them if necessary.

Expiry date

Set a date until when a purchase quotation is valid.


Document-related Information

Field
Used for
Number

Purchase quotation number (#) is assigned automatically when you save the purchase quotation based on the selected numerator.

Users with the appropriate permissions can override the auto-generated number and enter it manually.
After overriding the purchase quotation number, automated numbering will proceed in the same manner but using the manually set number as a start value.

Date

Date field is automatically assigned the date and time when the new purchase quotation was created.

The date and time specified designate the posting date and time, the document date and time, and the date and time when the purchase quotation was issued and sent to you by the vendor.  

You can override the auto-generated date and time and enter them manually.

Purchase quotation numberNumber of the Purchase quotation document provided by the vendor.
Purchase quotation date
Date of the Purchase quotation document stated by the vendor.

Document Totals

Field

Used for

Currency

Select a currency in which prices of goods and services are set in the purchase quotation. 

  • The currency of the purchase quotation is provided automatically once you select the vendor being retrieved from the vendor record created in the Company directory. You can change it if necessary. 
  • If there is no currency stated in the Company directory for settlements with the vendor, the currency will be retrieved from My company settings.
  • It is a required field. If you delete the autocompleted currency and do not select an alternative one, you will not be able to save the document.

Total amount

Displays the total amount of all quoted goods and services in the specified currency.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

Net amount

Displays the total net amount of goods and services quoted. 

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

VAT amount

Displays the total VAT amount charged on the net amount or contained in the total price of goods and services quoted.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

Price includes VAT

If you want to specify the price for one item without VAT, keep the price includes VAT option turned off. As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount.

If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity.  

 
VAT Details Section
 
Unfold VAT details section to find additional information about VAT charged on quoted goods and services. The VAT details section includes the following fields:

Field

Used for

VAT

Displays VAT rate types selected for quoted items.

  • Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.

VAT amount

Displays the total VAT amount charged on the quoted items to which a particular rate was applied.

 
Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.
 
On enabling the extended mode, the following field appears:

Field

Used for

VAT base

Displays the total net amount of quoted items to which the VAT rate was applied. The VAT was charged the indicated net amount.

VAT rate, %

Displays VAT rate (in percentage) according to the displayed VAT rate type.

 
 If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist.

Totals section includes subtotal and total amounts for your purchase quotation. The total fields comprising this section are computed fields, they are disabled for editing and cannot be overridden.


VAT Information

Field

Used for

VAT number

Your VAT number. It represents a country in which you are registered for VAT. 

  • A VAT number that stands for a country where your company is based is provided automatically being retrieved from the company page.
  • No value is provided if your company is not identified as a VAT payer by the system. For information on how to set up your company as being registered for VAT, see VAT Number.

Vendor VAT number

The vendor's VAT number. It represents a country in which the vendor is registered for VAT. 

  • The vendor's VAT number is auto-completed being retrieved from the respective vendor record created in the Company directory. 
  • No value is provided in the field if the vendor is not identified as a VAT payer by the system. For information on how to specify VAT numbers of your vendors,  see Company: VAT Tab and VAT number.

Additional Detail

Field

Used for

Note

Add any extra details or comments about your purchase quotation.

Attachment

Add any additional files or external links related to the quotation document.

  • You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
  • You can download uploaded attachments to your device by clicking a file name.
 
More information
Purchase Quotation
Purchase Quotation: Items Section