Convert Supplier Quotation to Purchase Order

Once you have compared quotations and selected the best offer, the next step is to convert the winning Supplier Quotation into a Purchase Order. PayInvoice Next carries all item details, rates, and supplier information forward automatically.

Prerequisites

• The Supplier Quotation is in Submitted status.
• You have the Purchase Order creation permission.
• If budget enforcement is active, the corresponding WBS code must have sufficient available budget.

Step-by-Step

1. Open the selected Supplier Quotation.
2. Click Create > Purchase Order from the top menu.
3. PayInvoice Next creates a draft PO with items, quantities, rates, and supplier details pre-filled from the quotation.
4. Review the PO and complete any additional fields:
   • WBS Code — Select the appropriate budget code if budget enforcement is active. The Available Budget field will display the remaining balance.
   • Required By Date — Set the expected delivery date for each line item.
   • Payment Terms — Confirm or adjust the payment schedule.
   • Delivery Address — Verify the shipping warehouse or delivery location.
5. Click Save to validate the PO. Budget validation runs at this point — if the PO exceeds available budget, you will see a warning or block depending on your enforcement settings.
6. Click Submit to send the PO into the approval workflow.

The PO then follows the standard PO Approval Workflow. Once approved, it becomes a binding order that the supplier can fulfill.

What Carries Forward Automatically

From Supplier Quotation	To Purchase Order
Supplier	Supplier
All item lines (code, qty, rate)	Item lines with same values
Tax template and amounts	Tax template and amounts
Payment terms	Payment terms
Quotation reference	Linked in PO for audit trail

What You Must Add Manually

• WBS Code for budget validation (if not already on the quotation)
• Required By Date for delivery scheduling
• Warehouse if items require stock receipt
• Any project-specific notes or internal references

TIP

If you are converting a quotation received through a Tender, the BOQ line items, quantities, and evaluation notes from the tender will also be traceable through the RFQ and Supplier Quotation chain.

Related Pages

• Create a Purchase Order — Full PO creation guide
• PO with Budget Control — How budget validation works on POs
• Compare Quotations — Selecting the best offer