Overview
Purchase Quotes and Purchase Orders are both vendor documents, but they are used at different stages of the purchasing cycle.
Purchase QuoteUse to request or compare pricing before you commit.
Purchase OrderUse when you are ready to place the order with the vendor.
Shared featuresVendor, items, quantities, pricing, discounts, tax, job, documents, and printing.
Which One To Use
| Document | Use It When | Typical Business Example |
|---|---|---|
| Purchase Quote | You want price information, lead times, or commercial terms before placing an order. | Compare three vendors for the same stock item or project material. |
| Purchase Order | You have chosen the vendor and want a formal order document. | Order stock replenishment, office supplies, or project-specific material. |
Important: A Purchase Quote helps with decision-making. A Purchase Order is the document that confirms what you are buying.
Purchase Quote Workflow
Tab Path: Vendors > Purchase Quote
- Select the vendor you want to request pricing from.
- Review the quote date, required date, currency, store, employee, and reference.
- Add the requested items and check quantity, unit, expected price, and tax treatment.
- Enter any instructions or notes that the vendor should see.
- Save the quote, then print, PDF, or email it when you need to send it to the vendor.
- When you decide to proceed, use the quote as the basis for the final purchasing step where your workflow allows it.
Tip: Use Purchase Quotes when you want better purchasing control and clearer comparison before committing funds.
Purchase Order Workflow
Tab Path: Vendors > Purchase Order
- Select the vendor and confirm the order date, required date, terms, store, and reference.
- Add items manually, or bring approved lines from related purchasing documents where available.
- Review quantity, unit, price, line discount, tax code, and job allocation for each line.
- Use document-level discount only when your vendor agreement requires it.
- Review the order total before saving.
- Save the Purchase Order, then print, PDF, or email it to the vendor as the formal order document.
Good practice: Once an order is sent to the vendor, keep the reference number and any attached documents complete so later receiving and billing can be matched correctly.
Important Fields And Controls
| Field Or Area | Why It Matters |
|---|---|
| Vendor | Select the correct vendor so pricing, terms, addresses, and vendor history relate to the right supplier. |
| Required Date | Helps the vendor understand expected delivery timing and supports internal follow-up. |
| Store / Location | Important when ordered items are meant for a specific branch, warehouse, or project location. |
| Reference | Use this for the vendor's quote number, internal approval number, or purchasing reference. |
| Terms | Important on Purchase Orders because it supports payment expectations and later bill matching. |
| Item Lines | Check item, description, quantity, unit, price, tax, discount, and job before saving. |
| Documents / Attachments | Useful for supporting approvals, vendor quotations, specifications, or related files. |
Lists, Reports, And Follow-Up
QBM also includes lists and reports that help you monitor outstanding purchasing work.
- Purchase Quote List: review open or historical vendor quotes.
- Purchase Order List: track placed orders and follow up on items not yet completed.
- Open Purchase Quotes / Open Purchase Orders reports: identify what still needs action.
- Open Purchase Orders by Items / by Job: useful when stock or project teams need a focused view.
Best Practice
- Use Purchase Quotes when you are still comparing suppliers.
- Use Purchase Orders only after the vendor and commercial terms are confirmed.
- Keep references and supporting documents complete for easy follow-up.
- Review required dates and store allocation carefully before sending the document.
- Use reports and lists regularly so outstanding purchasing work does not stay unnoticed.