-> Stage 1: Receive quotation from Customer
Go to Sales‣Sales‣Quotations, click “Create” to draw up a quotation.
Step 1: Record Quotation/Sales order from Customer
Fill the general information on the Header of the document, other details of the quotation can be added on the Lines. Once the draft quotation is saved, it is labelled with an auto-generated reference (E.g. SO020)
|1||Customer||Name of the individual/organization orders your
The address displayed on invoice issued to your
|3||Delivery Address||The address to which goods are delivered|
|The date on which the order is recorded from
|5||Expiration Date||The date on which your quotation becomes invalid|
|6||Price list||The pricing strategy applying to customer
This can be created if going to Sales > Configuration > Price list
|7||Payment Terms||The terms specify the period allowed to a customer
to pay off the amount due when your company
completes a sale
|8||Delivery Method||Fill this field if you plan to invoice the shipping
based on picking
Step 2: Confirm Order with Suppliers
Click “Confirm” to close the deal with a customer. The quotation becomes a Sales Order.
-> Stage 2
Case 1: Draft Purchase Requisition
Look for the draft Purchase Requisition by going to Purchases > Purchase > Purchase Agreement
Step 1: Review and Confirm a Purchase Agreement
The purchase requisition is drawn up as a Purchase Agreement and recognized with a reference (E.g. TE00001) that can be changed. Click on the document to review its details and make any changes if necessary.
|The reference to identify a Purchase Agreement. Automatically generate by KIU BMP but changeable|
|2.||Responsible||Purchaser in charge of requesting the order|
|Purchase Tender||Blanket Order|
|The date when a
purchase order to a
chosen vendor is
|The starting date of the
|5.||Delivery Date||The date when the
products have to be
|Do not have to fill because
each release has different
|6.||Vendor||Do not have to fill
because the vendor is
defined after bidding
|Choose the vendor with
whom the contract is
The date informing vendors when to have their offer submitted
|Related document to this purchase requisition|
To verify the Purchase Agreement, click “Confirm”.
Step 2: Create and Confirm a RfQ
KIU BMP will display the button “New Quotation” after confirmation. Click this button to form a draft Purchase Order (or so-called Request for Quotation).
An RfQ is created with the products listed on the Purchase Agreement. The next practice applied to different types of Purchase Agreement varies as shown in table.
|Agreement Type||Purchase Tender||Blanket Order|
|Quantity on RfQ is
set precisely as
entered on the
|By default, the RFQ
quantity is set to 0.
should be smaller.
|Operation||Choose a vendor
and send the RfQ.
|Enter the quantity
and date for each delivery.
Send the RfQ to the vendor.
operation for each
|Repeat this operation
for each release.
Agreement once all
the RfQ(s) are sent.
|Validate the Purchase
Agreement when all releases
(Purchase Order) have been
delivered and paid.
Mark as Done
|When a RfQ related
to this requisition
(a vendor offering the best price is
|When all releases
are fully paid.
|A finished (Status: Done) Purchase Agreement can not be added to any RfQ.|
Fill the Drop-ship Address with the customer’s address. Send the RfQ to your vendors and Confirm the RfQ of the chosen supplier.
After confirmation, 2 buttons linking to Shipment and Vendor Bill is displayed.
Case 2: Draft Purchase Order (RfQ)
Look for the auto generated Request for Quotation based on customer’s order by going to Purchases‣Purchase‣Requests for Quotation
Step 1: Review a RfQ
As the Request for Quotation is already prepared by KIU BMP, it is labelled with a reference (E.g. PO00036). Click on the document to review its Header and Lines to make any change (if necessary).
Step 2: Confirm a RfQ
Finalize the Request for Quotation by clicking button “Confirm” to change its status into Purchase Order.
-> Stage 3: Delivery to Customer
As shipment delivering goods from Vendor to Customer is auto generated, it is vital to go over it and enter the date on which goods are expected to be delivered to the customer (the information is taken from Packing List and Bill of Lading).
Note that Force Accounting Date is related to the date recognized in the accounting journal entry.
Validate the shipment to mark as done once the goods are delivered to the customer.
-> Stage 4: Record Vendor bills
Find the purchase order confirmed with supplier based on the following information: PO Reference, Vendor, Source Document, Billing Status …
Click the Vendor Bill button then “Create” to draw a draft bill.
Enter the details of the document, note that the Currency and Accounting Date will influence the value and date of the accounting journal entry. Validate the bill to mark the amount as a payable.
-> Stage 5: Record Customer invoice
Find the sales order confirmation with a customer based on the following information: Order Number, Customer, Total Value, Invoice Status …