Manual Purchase Quotes & Orders
Complete usage guide for the Purchase Quotes & Orders feature in the Purchasing module of Swifto ERP. This document covers creating supplier quotes, editing them, approving them into a purchase order, rejecting them, and managing attachments.
Module overview
The Purchase Quotes & Orders section of the Purchasing module is the central point for managing supplier tenders in Swifto ERP. It lets purchasing teams create quote requests, submit them for approval, and automatically convert them into official purchase orders ready to be sent to suppliers.
Business goal
- Collect and compare supplier price offers
- Automatically convert an approved quote into a PO
- Manage foreign currencies with conditional VAT
- Archive supplier documents (PDF, PNG, etc.)
- Trace the complete lifecycle of a purchase quote
- Generate PDF and Excel reports for purchasing tracking
Target audience
- Buyers — Create and submit supplier quotes
- Purchasing managers — Approve or reject quotes
- Stock managers — Track orders in progress
- ERP administrators — Configure prefixes and settings
Process overview
Functional scope
This manual covers exclusively the management of Purchase Quotes and supplier Purchase Orders. Goods receipt, supplier invoicing and payments are documented in their own dedicated manuals.
Access and navigation
To access the Purchase Quotes & Orders section of the Purchasing module, follow the steps below from the Swifto ERP main page.
Authentication
Log in with your Swifto ERP credentials. You are redirected to the main page showing all active modules for the current company.
Go to the Purchasing module
Click the Purchases card on the main page or use the left-hand side menu to expand the Purchasing module.
Click "Quotes"
In the Purchasing module submenu, click the Quote link. The list of not yet closed quotes (remaining to invoice > 0) is displayed, filtered on the Pending and In progress statuses.
Default filtering — Active statuses only
By default, the list only shows quotes in the Pending and In progress statuses whose remaining to invoice is greater than zero. Rejected and Closed quotes are hidden — use Advanced search to view them.
List of purchase quotes
The main screen displays the table of active quotes. Each row represents a supplier quote with its key information and quick action buttons.
| Number | Date | Supplier | Buyer | Σ Net | Net remaining | Status | Action(s) | |
|---|---|---|---|---|---|---|---|---|
| DA-2024-0031 | 10/05/2024 | Supplier ABC | Mohamed B. | 8,500.00 TND | 8,500.00 TND | Pending | ||
| DA-2024-0032 | 15/05/2024 | Import Tech SARL | Sonia K. | 12,400.00 EUR | 12,400.00 EUR | In progress | ||
| DA-2024-0029 | 02/05/2024 | Delta Supply | Mohamed B. | 3,200.00 TND | 0.00 TND | Closed |
* Each row expands (chevron) to reveal the quote's item line details. The Reject / Purchase order buttons grey out depending on the status.
Table columns
| Column | Description |
|---|---|
| Number | Quote number entered at creation (required field). Filterable and sortable. |
| Date | Quote date (dd/mm/yyyy format). Defaults to today's date, editable at entry (capped at today). |
| Supplier | Registered name of the supplier selected at creation. |
| Buyer | User (salesperson/buyer) who originated the quote. |
| Σ Net | Total net amount of the quote, preceded by the currency symbol. Right-aligned. |
| Net remaining | Amount not yet ordered. Shown in red as long as it is > 0. If = 0 → quote automatically closed. |
| Status | Current lifecycle status, shown as a colored chip. See Section 14. |
Scoreboard & monthly filters
Above the table, four tiles total by currency: Σ Net Total, Σ Net Closed, Cancelled (rejected) and Net remaining. A bar of twelve month buttons (January → December) lets you quickly filter the list by one or more months.
Statuses visible by default
Only the Pending and In progress statuses are shown by default. To see the Approved, Rejected and Closed statuses, use the Search button with a date range and by selecting "All statuses".
Global actions bar
The toolbar, to the right of the Quote management title, offers 5 buttons. From left to right: PDF (icon only), Excel (icon only), New (with label), Delete (icon only) and Search (with label).
Generates a PDF report of the quotes currently shown in the list. Icon-only button (), no label.
Excel
Icon only · All displayed quotesExports the displayed quotes to Excel format. Icon-only button (), no label. Useful for comparative price analysis and budget tracking.
New
Label "New" · Main actionOpens the form for creating a new supplier quote. Green button showing the label New. Visible according to the profile's creation privilege. See Section 6.
Delete
Icon only · Confirmation requiredDeletes the checked quote(s). Red icon-only button (). A confirmation popup opens before the actual deletion. Visible according to the profile's deletion privilege.
Search
Label "Search" · Multi-criteria popupBlue button showing the label Search. Opens a filter popup that lets you display all statuses, including Rejected and Closed — hidden by default. The popup's five actual criteria: Currency, Status, Supplier, Start date, End date.
Actions per quote row
Each row in the table has 4 quick action buttons, in this order: Reject, Purchase order (approve), Download / Attachment, then Details. A fifth element, the expand chevron, opens the item line details directly in the list.
Reject the quote
Popup requiredDisabled if Rejected / ClosedRed button () in first position. Opens a Reason for rejection popup to enter the reason. The button is greyed out when the quote is already Rejected (status 2) or Closed (status 3). Visible according to the edit privilege. See Section 13.
Purchase order (Approve)
Popup → PO generatedActive only if PendingGreen button (), tooltip "Purchase order". Opens a confirmation popup, validates the quote and automatically generates a purchase order. The button is only active if the quote is Pending (status 0) — greyed out in every other status. See Section 12.
Download / Attachment
Dual-behavior buttonDepending on whether an attachment exists or not, this button changes icon and function:
Download (attachment present)
If a file is attached, the icon is a blue download cloud: one click directly downloads the quote's document.
Attachment (no file)
If no file is attached, the icon is a yellow paperclip: one click opens the upload popup to archive the document received from the supplier.
Quote detail
Read-onlyAlways activeBlue magnifying-glass icon button (), tooltip "Detail", in last position. Opens the full quote page: header information, item lines, totals, taxes and attachment. It is the entry point to the Edit button (subject to status conditions). See Section 10.
Create a new purchase quote
Click the New button to open the creation form. The screen is titled Quote management and offers two buttons at the top right: Save () and Cancel (). Entry is done in 3 steps.
Fill in the header
Confirm the quote date, enter the number (required), select the supplier (Existing) or create a new one (New), then choose the currency. See Section 7.
Add the item lines
Via the New button in the Quote lines panel, select or create the items with quantity, unit price, discount and VAT (if applicable). See Section 8.
Taxes, attachment & saving
Select additional global taxes if needed, attach the supplier document via the Attachment button, then save. See Section 9.
"Existing / New" toggle: in New mode, a supplier creation sub-form opens (label, type, gender, national ID/tax ID number, country).
| Item | Unit price | Discount % | VAT | Qty | Σ Net | |
|---|---|---|---|---|---|---|
| Cat 6 network cable (100m) | 85.000 | 5,00 | 0,00 % | 10.000 | 807.50 | |
| Cisco 24-port switch | 3,200.000 | 0,00 | 0,00 % | 2.000 | 6,400.00 | |
| Σ Net | 7,207.50 | |||||
| Σ VAT | 0.00 | |||||
| Σ Gross | 7,207.50 | |||||
"Taxes" panel: adds additional taxes via a selection window (checkboxes).
"Attachment" panel: upload of the supplier document + image preview on the right.
Creating a supplier on the fly
The New / Existing toggle on the Supplier field lets you create a new supplier directly from the quote form. In New mode, a sub-form appears (Label, Supplier type, Gender — Individual/Legal entity with National ID or Tax ID number, Country). The supplier is created and selected when the quote is saved, without navigating to the Suppliers menu.
Supplier & currency
The quote header contains the structural information that determines the VAT calculation rules and supplier traceability.
Selecting the supplier
With the Existing toggle, search for an existing supplier by autocomplete (≥ 2 characters); with New, create one directly without leaving the page.
Currency & VAT rule
The chosen currency triggers an important business rule on the VAT of the item lines:
Currency ≠ Company currency (e.g., EUR, USD)
On each line, the VAT becomes a selectable dropdown menu (list of VAT rates). The user chooses the rate applicable on import.
Currency = Company currency (e.g., TND)
The VAT is displayed read-only: it automatically picks up the rate configured on the item record. The user does not change it line by line.
| Field | Required | Default value | Description |
|---|---|---|---|
| Date | Optional | Today's date | Quote date. Calendar picker capped at today's date (no future date). |
| Number | Required | — | Quote number (free text field). Required at creation. |
| Supplier | Required | — | Toggle "Existing" (autocomplete, ≥ 2 characters) or "New" (quick creation). Selecting the supplier pre-fills its currency. |
| Currency | Required | Supplier's currency | Determines the display of amounts (2 or 3 decimals) and the applicability of VAT on the lines. |
The "Supplier reference" and "Lead time" fields do not exist on this screen: the quote header is limited to Date, Number, Supplier and Currency. The totals (Σ Net, Σ VAT, Σ Gross) are displayed read-only in the right-hand column.
Item lines
In the Quote lines panel, click New to open the line entry popup (titled "New", two-column layout).
"New" popup — entering a line
| Field | Required | Description |
|---|---|---|
| Item | Required | Toggle "Existing" (purchase item autocomplete) or "New" (creation: category, label, VAT, stock management, linked sales item). No navigation outside the popup. |
| VAT (%) | Conditional | Selectable dropdown if the quote's currency ≠ the company's currency; otherwise shown read-only (item's rate). |
| Unit of measure | If stockable | Visible only if the item is stock-managed. Required in that case. |
| Unit price | Required | Negotiated net price, minimum 0.001. Expressed in the quote's currency. |
| Discount (%) | Required | Discount percentage, bounded between 0 and 100. Recalculates the "Unit price after discount". |
| Unit price after discount | Calculated | Net unit price after discount, read-only. |
| Quantity | Required | Ordered quantity (3 decimals). Recalculates the Σ Net / Σ VAT / Σ Gross totals. |
Line totals calculation
Σ Net = Qty × Unit price × (1 − Discount%)
Σ VAT = Σ Net × VAT% · Σ Gross = Σ Net + Σ VAT
The three totals (Σ Net, Σ VAT, Σ Gross) are recalculated in real time with every change to price, discount, VAT or quantity.
Creating an item on the fly
The New toggle on the Item field lets you create a new item directly in the popup (category, label, VAT, stock management, linked sales item) without leaving the quote form.
Additional taxes & attachment
In addition to the item lines, two optional elements complete the purchase quote form.
Additional taxes
The Taxes panel lists the taxes applied to the quote (Label, Value, Amount). The New button opens a checkbox selection window. Checking/unchecking a tax reapplies it and instantly updates the quote's totals.
| Tax | Value | Type | Operation | Application | |
|---|---|---|---|---|---|
| Customs duty | 10,00 | Percentage | Addition | Before VAT | |
| Shipping fees | 150.00 | Fixed value | Addition | After VAT |
Type: Percentage / Fixed value · Operation: Addition / Subtraction · Application: Before VAT / After VAT.
Supplier attachment
The Attachment panel lets you archive the document received from the supplier in Swifto ERP via a file picker (labeled Selection), with an image preview on the right. Maximum size ~10 MB.
Integrated document archiving
The attachment is stored directly in the quote's folder in Swifto ERP. It is accessible from the PDF / Attachment button in the quotes list, ensuring quick access to the original supplier document without resorting to an external file system.
Quote detail
The Detail button opens the full quote page. Its toolbar has three buttons: Download (, disabled if no attachment), Edit (, visible only if status is Pending) and Cancel (, back to the list).
| Item | Unit price | Discount % | Unit price after discount | VAT | Qty | Remaining qty | Σ Net | Σ VAT | Σ Gross |
|---|---|---|---|---|---|---|---|---|---|
| Cat 6 network cable | 85.000 | 5,00 | 80.750 | 0,00 % | 10.000 | 10.000 | 807.50 | 0.00 | 807.50 |
| Cisco 24-port switch | 3,200.000 | 0,00 | 3,200.000 | 0,00 % | 2.000 | 2.000 | 6,400.00 | 0.00 | 6,400.00 |
| Σ Net | 7,207.50 | ||||||||
| Σ VAT | 0.00 | ||||||||
| Σ Gross | 7,207.50 | ||||||||
Display condition for the Edit button
The Edit button is only visible if the quote is in Pending status (status 0) and the profile has the edit privilege. In any other status (In progress, Rejected, Closed), the button does not appear. See Section 11.
Edit a quote
Editing a quote is subject to a strict condition that ensures consistency with the purchase order that may result from it.
Editing condition
Pending status only
The Edit button (from Details) is only rendered if the quote is in Pending status (status 0) and the profile has the edit privilege. In progress, Rejected or Closed quotes are not editable.
| Quote status | Edit button visible? | Editing allowed? |
|---|---|---|
| Pending | ✔ Yes (if privilege) | ✔ Allowed |
| In progress | ✘ Hidden | ✘ Blocked |
| Rejected | ✘ Hidden | ✘ Blocked |
| Closed | ✘ Hidden | ✘ Permanently blocked |
Permanent lock after approval
As soon as a quote is approved into a purchase order (Closed status), editing and deleting it become permanently impossible. If a correction is needed, create a new quote with the corrected information.
Approve → Generate a purchase order
Approval is the central action of the process: it validates the quote and automatically generates a purchase order (PO) ready to be sent to the supplier.
Confirmation popup
Convert this quote into a purchase order.
From the list, the green button carries the tooltip "Purchase order"; the popup simply confirms the conversion, without a detailed summary.
What happens on approval
The quote moves to Closed status
The remaining amount drops to 0: the quote disappears from the default list and remains viewable via Advanced search (status "Closed").
A purchase order is automatically generated
Number based on the configured counter and prefix (e.g., BC-2024-XXXX). The lines, prices, discounts and taxes are copied from the quote.
The purchase order PDF is immediately available
Downloadable from the approved quote's page or from the Purchase orders menu for sending to the supplier.
Editing and deletion of the quote permanently blocked
The approved quote is read-only. No action can modify it.
Purchase order counter & prefix
The PO number is automatically generated according to the counter and prefix configured in the Purchasing module settings (e.g., BC-2024-0001). This configuration ensures consistent, sequential numbering of all purchase orders.
Reject a quote
Rejection lets you close a quote that was not selected without deleting it, while keeping the traceability and the reason for refusal.
Rejection process
Rejection vs Deletion
| Criterion | Rejection | Deletion |
|---|---|---|
| Traceability kept | ✔ | ✘ |
| Reason recorded | ✔ | ✘ |
| Viewable afterward | ✔ | ✘ |
| Irreversible | Partial | ✔ |
Best practice — Always reject rather than delete
Always prefer Rejection over deletion for quotes that were not selected. This preserves history, enables audits and provides management indicators (rejection rate by supplier, recurring reasons).
Statuses & lifecycle of a quote
A purchase quote goes through several statuses from its creation to its closure or rejection.
| Status | Description | Editing | Deletion | Visible / default |
|---|---|---|---|---|
| Pending | Quote created, awaiting processing (status stored in database = 0) | ✔ If privilege | ✔ Allowed | ✔ Yes |
| In progress | Being processed / negotiated (status stored in database = 1) | ✘ Blocked | ✘ Blocked | ✔ Yes |
| Rejected | Rejected with reason recorded (status stored in database = 2) | ✘ Blocked | ✘ Blocked | ✘ Hidden |
| Closed | Quote approved into a purchase order, remaining = 0 (status stored in database = 3) | ✘ Permanently | ✘ Permanently | ✘ Hidden |
Four actual statuses, coded 0 to 3
The quote only has 4 statuses: Pending (0), In progress (1), Rejected (2) and Closed (3). There is no separate "Approved" status: "Approve" is an action (green "Purchase order" button) that generates the purchase order and moves the quote directly to Closed status.
Important business rules
Key functional constraints to master for correct use of the Purchase Quotes & Orders module.
Editing reserved for Pending quotes
The Edit button (from Details) only appears if the quote is in Pending status (status 0) and the profile has the edit privilege. All other statuses are read-only.
Approval = permanent lock
As soon as a quote is approved, editing and deletion are permanently blocked, without exception. If a correction is needed, create a new quote.
Purchase order automatically generated on approval
Approving a quote automatically generates a purchase order numbered according to the counter and prefix configured in the Purchasing settings. The PDF is immediately available.
VAT conditional on currency
In the line popup, the VAT is a selectable dropdown only if the quote's currency differs from the company's default currency. In local currency, the VAT is displayed read-only (rate taken from the item record).
On-the-fly creation — supplier and item
A new supplier or a new item can be created directly from the quote form, without navigating to the dedicated menus. The created supplier or item is immediately selected.
Default display — active statuses only
The list displays by default only the Pending and In progress statuses with remaining > 0. The Rejected and Closed statuses are hidden and accessible only via Advanced search.
Deletion forbidden on approved quotes
Deletion is only allowed for quotes in Pending status. In progress, Rejected or Closed quotes cannot be deleted.
Multi-format attachment archived in the folder
The supplier attachment (PDF, PNG, JPG, etc.) is stored in the quote's folder in Swifto ERP. It is accessible from the PDF/Attachment button in the list without an external file system.
Usage scenarios
Practical cases covering the most frequent workflows of the Purchase Quotes & Orders module.
Scenario 1 — Create and approve a local supplier quote
Local currency — TNDClick New
Enter the number, select the supplier (e.g., Supplier ABC) and confirm the TND currency
Add the item lines via the New button in the Quote lines panel — the VAT is read-only (local currency)
Attach the quote received from the supplier via Attachment
Save → quote DA-2024-XXXX created in Pending status
Click Approve → BC-2024-XXXX automatically generated, PDF available
Scenario 2 — Foreign supplier quote in EUR with VAT
Foreign currency — EURCreate a new quote, select the supplier Import Tech SARL
Choose the EUR currency → the VAT field becomes active on each line
Add the items with applicable VAT (e.g., 19%) and negotiated discounts
Add the additional taxes (customs duties, shipping fees)
Attach the pro forma received by email (.pdf)
Save then approve after internal validation → PO generated in EUR
Scenario 3 — Edit a quote after the supplier's response
PendingThe supplier sends back a revised quote with a better price
Locate quote DA-2024-0031 (Pending status)
Click Detail then Edit
Update the unit prices and discount on the relevant lines
Replace the attachment with the new supplier quote
Save the changes → quote updated, ready for approval
Scenario 4 — Reject a quote that is too expensive
Reasoned rejectionThe purchasing manager considers the quote does not fit the budget
Click Reject on the quote's row
Enter the reason: "Price over budget — renegotiation requested"
Confirm → quote moves to Rejected status, disappears from the list, reason archived
Scenario 5 — Create a new supplier on the fly
Quick supplierWhile creating a quote, the supplier is not yet in the database
Switch the Supplier field selector to New
Fill in the new supplier's information in the quick form
Save → supplier created in the database and automatically selected in the current quote
FAQ & Tips
Frequently asked questions
Why is the Edit button greyed out on my quote?
The Edit button only appears if the quote is in Pending status (status 0) and your profile has the edit privilege. As soon as it becomes In progress, Rejected or Closed (quote approved into a purchase order), editing is permanently blocked. To make a correction, create a new quote.
The VAT field doesn't appear on my item lines — why?
The VAT field is visible and selectable only if the quote's currency is different from the default currency configured for your company (e.g., EUR, USD). For quotes in local currency (e.g., TND), the VAT is displayed read-only and automatically picks up the rate configured on the item record.
How do I find a rejected or closed quote?
Rejected and Closed quotes are not visible in the default list. Use the Search button, set the desired date range and select the "All statuses" status or specifically "Rejected" / "Closed". The list will then display all matching quotes.
I approved a quote by mistake — how do I cancel it?
Approval is irreversible in Swifto ERP. An approved quote can no longer be edited or deleted. The solution is to contact your ERP administrator for a possible technical cancellation, or to create a new corrected quote and cancel the purchase order generated from the Purchase orders menu.
Does the Excel export include all quotes or only the ones displayed?
The export only contains the quotes currently displayed in the list. To export a wider scope (all statuses, the whole year), first perform an Advanced search with the desired filters, then run the Excel export.
How do I configure the prefix of generated purchase orders?
The prefix and counter for purchase orders are configurable in Purchasing → Settings → Numbering. Only the ERP administrator can change these settings. Once configured, every PO generated by approval will automatically use this format (e.g., BC-2024-XXXX).
💡 Tips for advanced users
Systematize attachments
Always archive the supplier's original document (PDF or scan) via the Attachment button. This ensures document traceability for audits and avoids manually searching emails or external files.
Compare before approving
Export to Excel the quotes from several suppliers for the same item (Advanced search + item filter). Compare prices, discounts and lead times before approving the best quote.
Always reject rather than delete
Prefer Rejection over Deletion for quotes that were not selected. The archived rejection reason lets you analyze the causes of refusal by supplier and improve future negotiations.
Check before approving
Approval is irreversible. Always check the prices, quantities and attachment before confirming. Use Details for a full review before clicking Approve.
Swifto ERP · Purchasing Module · User Manual v1.0
Purchase Quotes & Orders — Internal documentation