Supplier Quotation
Overview
Supplier Quotation — Business Overview
Supplier Quotation is a key purchasing document in Dafater used to formally capture price offers and commercial terms received from suppliers. It represents a supplier’s response to your request for prices, delivery timelines, and conditions for specific goods or services. This document helps businesses compare offers, negotiate better terms, and make informed buying decisions before committing to a purchase.
What Supplier Quotation Is Used For
In day-to-day business operations, Supplier Quotation is used to:
- Record supplier price offers for requested items or services
- Compare multiple supplier offers side by side
- Support negotiation on price, delivery dates, or payment terms
- Serve as a reference before creating a Purchase Order
- Provide transparency and approval control in procurement decisions
It acts as the bridge between internal demand and final purchasing commitment.
Prerequisites and Setup Requirements
Before using Supplier Quotation, the following should be in place in Dafater:
- Suppliers must be created and approved
- Items or services should be defined with clear descriptions
- Requests for pricing (such as internal purchase needs or supplier inquiries) should be identified
- Buying rules and approval limits should be agreed internally
Having these basics ready ensures supplier quotations are accurate, comparable, and aligned with business policies.
Typical Workflow and Business Process Fit
Need Identification
A department identifies a need for goods or services.Request for Prices
Suppliers are contacted to provide their prices and terms.Supplier Quotation Creation
Each supplier’s response is recorded as a Supplier Quotation, including prices, quantities, delivery timelines, and validity dates.Review and Comparison
Procurement or management reviews multiple Supplier Quotations to compare cost, quality, and terms.Negotiation and Finalization
Quotations may be revised after negotiation.Decision and Next Step
The selected Supplier Quotation becomes the basis for issuing a Purchase Order.
This process ensures controlled, transparent, and cost-effective purchasing.
Key Business Scenarios Where Supplier Quotation Is Essential
Cost Comparison and Vendor Selection
When choosing between multiple suppliers offering similar products or services.Large or High-Value Purchases
To ensure competitive pricing and management approval.New Supplier Evaluation
To assess pricing and terms before establishing a long-term relationship.Negotiation and Budget Control
To justify procurement decisions and stay within approved budgets.Audit and Compliance
To maintain a clear record of how purchasing decisions were made.
Important Considerations for Users
Check Validity Dates
Supplier prices may only be valid for a limited time.Compare More Than Price
Consider delivery time, payment terms, warranties, and service levels.Ensure Accuracy
Quantities, units, and specifications should match business needs.Maintain Documentation
Approved Supplier Quotations provide strong support during audits and reviews.Avoid Direct Purchasing Without Comparison
Using Supplier Quotation encourages fairness, transparency, and better cost control.
Supplier Quotation plays a critical role in Dafater by enabling structured purchasing decisions, improving supplier management, and supporting financially sound procurement practices.
Basic Information
- Module: Buying
- Document Type: Document
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| title | Title | Data | - | Short reference title for identifying the supplier quotation | |
| naming_series | Series | Select | ✓ | PUR-SQTN-.YYYY.- | Auto-generated numbering pattern for supplier quotation records |
| supplier | Supplier | Link | ✓ | Supplier | Selected supplier providing the quotation |
| supplier_name | Supplier Name | Data | - | Supplier’s full name for reference and printing | |
| company | Company | Link | ✓ | Company | Company requesting and recording the supplier quotation |
| status | Status | Select | ✓ | , Draft, Submitted, Stopped, Cancelled, Expired | Current workflow status of the supplier quotation |
| transaction_date | Date | Date | ✓ | - | Date when the quotation was received or recorded |
| valid_till | Valid Till | Date | - | Quotation validity expiry date | |
| quotation_number | Quotation Number | Data | - | Supplier’s own quotation reference number | |
| hasunitprice_items | Has Unit Price Items | Check | - | Indicates items are priced per individual unit | |
| amended_from | Amended From | Link | Supplier Quotation | Original supplier quotation being revised | |
| cost_center | Cost Center | Link | Cost Center | Cost center against which expenses will be tracked | |
| project | Project | Link | Project | Related project linked to this quotation | |
| currency | Currency | Link | ✓ | Currency | Currency used in the supplier quotation |
| conversion_rate | Exchange Rate | Float | ✓ | - | Exchange rate to company currency |
| buyingpricelist | Price List | Link | Price List | Price list used for supplier buying rates | |
| pricelistcurrency | Price List Currency | Link | Currency | Currency defined in the selected price list | |
| plcconversionrate | Price List Exchange Rate | Float | - | Exchange rate from price list currency | |
| ignorepricingrule | Ignore Pricing Rule | Check | - | Ignore automatic pricing rules for this quotation | |
| items | Items | Table | ✓ | Supplier Quotation Item | List of items quoted by the supplier |
| total_qty | Total Quantity | Float | - | Sum of quantities for all quoted items | |
| totalnetweight | Total Net Weight | Float | - | Total net weight of all quoted items | |
| base_total | Total (Company Currency) | Currency | Company:company:default_currency | Total amount in company base currency | |
| basenettotal | Net Total (Company Currency) | Currency | Company:company:default_currency | Net total before taxes in company currency | |
| total | Total | Currency | currency | Total amount in quotation currency | |
| net_total | Net Total | Currency | currency | Net total before taxes in quotation currency | |
| tax_category | Tax Category | Link | Tax Category | Applicable tax category for this quotation | |
| taxesandcharges | Purchase Taxes and Charges Template | Link | Purchase Taxes and Charges Template | Template defining applicable purchase taxes and charges | |
| shipping_rule | Shipping Rule | Link | Shipping Rule | Rule defining shipping charges and conditions | |
| incoterm | Incoterm | Link | Incoterm | International commercial term governing delivery responsibilities | |
| named_place | Named Place | Data | - | Specific location associated with the selected Incoterm | |
| taxes | Purchase Taxes and Charges | Table | Purchase Taxes and Charges | Detailed breakup of applied taxes and charges | |
| basetaxesandchargesadded | Taxes and Charges Added (Company Currency) | Currency | Company:company:default_currency | Added taxes and charges in company currency | |
| basetaxesandchargesdeducted | Taxes and Charges Deducted (Company Currency) | Currency | Company:company:default_currency | Deducted taxes and charges in company currency | |
| basetotaltaxesandcharges | Total Taxes and Charges (Company Currency) | Currency | Company:company:default_currency | Total taxes and charges in company currency | |
| taxesandcharges_added | Taxes and Charges Added | Currency | currency | Added taxes and charges in quotation currency | |
| taxesandcharges_deducted | Taxes and Charges Deducted | Currency | currency | Deducted taxes and charges in quotation currency | |
| totaltaxesand_charges | Total Taxes and Charges | Currency | currency | Net total taxes and charges amount | |
| applydiscounton | Apply Additional Discount On | Select | , Grand Total, Net Total | Basis on which additional discount is applied | |
| basediscountamount | Additional Discount Amount (Company Currency) | Currency | Company:company:default_currency | Additional discount amount in company currency | |
| additionaldiscountpercentage | Additional Discount Percentage | Float | - | Percentage discount applied on selected total | |
| discount_amount | Additional Discount Amount | Currency | currency | Additional discount amount in quotation currency | |
| basegrandtotal | Grand Total (Company Currency) | Currency | Company:company:default_currency | Final payable amount in company currency | |
| baseroundingadjustment | Rounding Adjustment (Company Currency | Currency | Company:company:default_currency | Rounding difference in company currency | |
| baseroundedtotal | Rounded Total (Company Currency) | Currency | Company:company:default_currency | Rounded final total in company currency | |
| baseinwords | In Words (Company Currency) | Data | - | Company currency amount expressed in words | |
| grand_total | Grand Total | Currency | currency | Final payable amount in quotation currency | |
| rounding_adjustment | Rounding Adjustment | Currency | currency | Rounding difference in quotation currency | |
| rounded_total | Rounded Total | Currency | currency | Rounded final total in quotation currency | |
| in_words | In Words | Data | - | Quotation currency amount expressed in words | |
| disableroundedtotal | Disable Rounded Total | Check | - | Disable automatic rounding of total amount | |
| otherchargescalculation | Taxes and Charges Calculation | Text Editor | - | Explanation of applied taxes and charges calculations | |
| pricing_rules | Pricing Rule Detail | Table | Pricing Rule Detail | Details of pricing rules applied to items | |
| supplier_address | Supplier Address | Link | Address | Selected address of the supplier | |
| address_display | Address | Small Text | - | Formatted supplier address for display and print | |
| contact_person | Contact Person | Link | Contact | Primary supplier contact person | |
| contact_display | Contact | Small Text | - | Formatted contact details for display and print | |
| contact_mobile | Mobile No | Small Text | Phone | Supplier contact mobile number | |
| contact_email | Contact Email | Data | Supplier contact email address | ||
| shipping_address | Shipping Address | Link | Address | Address where goods should be delivered | |
| shippingaddressdisplay | Shipping Address Details | Small Text | - | Formatted shipping address details | |
| billing_address | Company Billing Address | Link | Address | Company billing address for invoicing | |
| billingaddressdisplay | Billing Address Details | Small Text | - | Formatted company billing address details | |
| custompaymentterms_template | Payment Terms Template | Link | Payment Terms Template | Template defining agreed supplier payment terms | |
| custompaymentschedule | Payment Schedule | Table | Payment Schedule | Detailed schedule of payment milestones | |
| tc_name | Terms Template | Link | Terms and Conditions | Predefined terms and conditions template | |
| terms | Terms and Conditions | Text Editor | - | Specific terms and conditions for this quotation | |
| letter_head | Letter Head | Link | Letter Head | Letter head used for printed quotation | |
| groupsameitems | Group same items | Check | - | Group identical items into single lines | |
| selectprintheading | Print Heading | Link | Print Heading | Heading shown on printed quotation | |
| language | Print Language | Data | - | Language used for printing the quotation | |
| auto_repeat | Auto Repeat | Link | Auto Repeat | Auto repeat schedule linked to this quotation | |
| updateautorepeat_reference | Update Auto Repeat Reference | Button | - | Update linked auto repeat reference | |
| is_subcontracted | Is Subcontracted | Check | - | Indicates quotation is for subcontracted services | |
| opportunity | Opportunity | Link | Opportunity | Related sales opportunity driving this quotation |
Child Tables
Items (Supplier Quotation Item)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| item_code | Item Code | Link | ✓ | Item | Selected item identifier from Dafater item master |
| supplierpartno | Supplier Part Number | Data | - | Supplier-specific part number for item reference | |
| item_name | Item Name | Data | - | Item name as quoted by supplier | |
| leadtimedays | Supplier Lead Time (days) | Int | - | Supplier promised lead time in days | |
| expecteddeliverydate | Expected Delivery Date | Date | - | Estimated delivery date based on supplier commitment | |
| isfreeitem | Is Free Item | Check | - | Indicates whether item is provided free of charge | |
| description | Description | Text Editor | - | Detailed item description for supplier quotation clarity | |
| item_group | Item Group | Link | Item Group | Item classification group for reporting and analysis | |
| brand | Brand | Link | Brand | Brand associated with the quoted item | |
| image | Image | Attach | - | Attached image provided by supplier for item | |
| image_view | Image View | Image | image | Preview of attached item image | |
| qty | Quantity | Float | ✓ | - | Quoted quantity requested from supplier |
| stock_uom | Stock UOM | Link | ✓ | UOM | Standard stock unit of measure in Dafater |
| uom | UOM | Link | ✓ | UOM | Unit of measure used in supplier quotation |
| conversion_factor | UOM Conversion Factor | Float | ✓ | - | Conversion rate between quotation UOM and stock UOM |
| stock_qty | Qty as per Stock UOM | Float | - | Quantity converted into stock unit of measure | |
| pricelistrate | Price List Rate | Currency | currency | Supplier price before discounts from price list | |
| discount_percentage | Discount on Price List Rate (%) | Percent | - | Percentage discount offered on price list rate | |
| discount_amount | Discount Amount | Currency | currency | Discount value applied to the item rate | |
| distributeddiscountamount | Distributed Discount Amount | Currency | currency | Proportionate discount applied from document level | |
| basepricelist_rate | Price List Rate (Company Currency) | Currency | Company:company:default_currency | Price list rate converted to company currency | |
| rate | Rate | Currency | currency | Final item rate after applying discounts | |
| amount | Amount | Currency | currency | Total amount for item based on quantity and rate | |
| itemtaxtemplate | Item Tax Template | Link | Item Tax Template | Tax template applicable specifically for this item | |
| base_rate | Rate (Company Currency) | Currency | ✓ | Company:company:default_currency | Item rate converted to company currency |
| base_amount | Amount (Company Currency) | Currency | ✓ | Company:company:default_currency | Item total amount in company currency |
| pricing_rules | Pricing Rules | Small Text | - | Applied pricing rules affecting item rate | |
| net_rate | Net Rate | Currency | - | Item rate after all taxes and discounts | |
| net_amount | Net Amount | Currency | currency | Net total amount for the item | |
| basenetrate | Net Rate (Company Currency) | Currency | Company:company:default_currency | Net item rate in company currency | |
| basenetamount | Net Amount (Company Currency) | Currency | Company:company:default_currency | Net item amount in company currency | |
| weightperunit | Weight Per Unit | Float | - | Weight of a single unit for logistics planning | |
| total_weight | Total Weight | Float | - | Total shipment weight based on quantity | |
| weight_uom | Weight UOM | Link | UOM | Unit of measure for item weight | |
| warehouse | Warehouse | Link | Warehouse | Target warehouse for item receipt | |
| prevdoc_doctype | Reference Document Type | Data | - | Source document type linked to this quotation | |
| material_request | Material Request | Link | Material Request | Linked material request driving this quotation | |
| sales_order | Sales Order | Link | Sales Order | Related sales order reference if applicable | |
| requestforquotation | Request for Quotation | Link | Request for Quotation | Originating request for quotation document | |
| materialrequestitem | Material Request Item | Data | - | Specific material request item reference | |
| requestforquotation_item | Request for Quotation Item | Data | - | Specific request for quotation item reference | |
| itemtaxrate | Item Tax Rate | Code | - | Tax rates applied to this item | |
| manufacturer | Manufacturer | Link | Manufacturer | Manufacturer of the quoted item | |
| manufacturerpartno | Manufacturer Part Number | Data | - | Manufacturer assigned part number | |
| cost_center | Cost Center | Link | Cost Center | Cost center for accounting allocation | |
| project | Project | Link | Project | Project linked to this quoted item | |
| page_break | Page Break | Check | - | Forces page break after this item in print |
Purchase Taxes and Charges (Purchase Taxes and Charges)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| category | Consider Tax or Charge for | Select | ✓ | Valuation and Total, Valuation, Total | Defines whether tax affects valuation, totals, or both in Dafater. |
| adddeducttax | Add or Deduct | Select | ✓ | Add, Deduct | Specifies whether this tax or charge is added or deducted. |
| charge_type | Type | Select | ✓ | , Actual, On Net Total, On Previous Row Amount,... | Determines how the tax or charge amount is calculated. |
| row_id | Reference Row # | Data | - | References another tax row for dependent tax calculations. | |
| includedinprint_rate | Is this Tax included in Basic Rate? | Check | - | Indicates if tax is included in item basic rate. | |
| includedinpaid_amount | Considered In Paid Amount | Check | - | Specifies whether tax is considered in supplier payment amount. | |
| account_head | Account Head | Link | ✓ | Account | Ledger account used for posting this tax or charge. |
| description | Description | Small Text | ✓ | - | Business description explaining purpose of the tax or charge. |
| istaxwithholding_account | Is Tax Withholding Account | Check | - | Marks whether this account is used for tax withholding. | |
| rate | Tax Rate | Float | - | Percentage or rate applied to calculate the tax amount. | |
| cost_center | Cost Center | Link | Cost Center | Cost center against which the tax amount is booked. | |
| account_currency | Account Currency | Link | Currency | Currency of the selected tax or charge account. | |
| tax_amount | Amount | Currency | currency | Calculated tax or charge amount in transaction currency. | |
| taxamountafterdiscountamount | Tax Amount After Discount Amount | Currency | currency | Tax amount calculated after applying item discounts. | |
| total | Total | Currency | currency | Cumulative total including this tax or charge. | |
| basetaxamount | Amount (Company Currency) | Currency | Company:company:default_currency | Tax amount converted to company base currency. | |
| base_total | Total (Company Currency) | Currency | Company:company:default_currency | Cumulative total in company base currency. | |
| basetaxamountafterdiscount_amount | Tax Amount After Discount Amount | Currency | Company:company:default_currency | Discount-adjusted tax amount in company base currency. | |
| itemwisetax_detail | Item Wise Tax Detail | Code | - | System-generated breakdown of tax applied per item. |
Pricing Rule Detail (Pricing Rule Detail)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| pricing_rule | Pricing Rule | Link | Pricing Rule | Linked Dafater pricing rule governing item price calculation. | |
| item_code | Item Code | Data | - | Item identifier affected by the Dafater pricing rule. | |
| margin_type | Margin Type | Data | - | Defines margin method used by Dafater for price adjustment. | |
| rateordiscount | Rate or Discount | Data | - | Specified rate or discount value applied by Dafater rule. | |
| child_docname | Child Docname | Data | - | Reference name of related child document in Dafater. | |
| rule_applied | Rule Applied | Check | - | Indicates whether Dafater successfully applied the pricing rule. |
Payment Schedule (Payment Schedule)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| payment_term | Payment Term | Link | Payment Term | Selected Dafater payment term defining schedule conditions | |
| description | Description | Small Text | - | Additional details explaining this scheduled payment | |
| due_date | Due Date | Date | ✓ | - | Date when payment becomes due |
| modeofpayment | Mode of Payment | Link | Mode of Payment | Preferred Dafater payment method for this installment | |
| invoice_portion | Invoice Portion | Percent | - | Percentage of invoice amount due in this payment | |
| discount_type | Discount Type | Select | Percentage, Amount | Defines whether discount is percentage or fixed amount | |
| discount_date | Discount Date | Date | - | Last date to qualify for early payment discount | |
| discount | Discount | Float | - | Discount value applicable if paid before discount date | |
| payment_amount | Payment Amount | Currency | ✓ | currency | Scheduled payment amount for this installment |
| outstanding | Outstanding | Currency | currency | Remaining unpaid amount for this payment schedule | |
| paid_amount | Paid Amount | Currency | currency | Total amount already paid against this payment | |
| discounted_amount | Discounted Amount | Currency | - | Payment amount after applying eligible discount | |
| basepaymentamount | Payment Amount (Company Currency) | Currency | Company:company:default_currency | Scheduled payment amount in company base currency | |
| base_outstanding | Outstanding (Company Currency) | Currency | Company:company:default_currency | Outstanding unpaid amount in company base currency | |
| basepaidamount | Paid Amount (Company Currency) | Currency | Company:company:default_currency | Paid amount recorded in company base currency |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Purchase Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Purchase User | ✓ | ✓ | ✓ | ✓ | ||
| Stock User | ✓ | |||||
| Manufacturing Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Purchase Order | Linked from | Buying |
| Quotation | Linked from | Selling |
| Address | Links to | Contacts |
| Auto Repeat | Links to | Automation |
| Company | Links to | Setup |
| Contact | Links to | Contacts |
| Cost Center | Links to | Accounts |
| Currency | Links to | Geo |
| Incoterm | Links to | Setup |
| Letter Head | Links to | Printing |
| Opportunity | Links to | CRM |
| Payment Terms Template | Links to | Accounts |
| Price List | Links to | Stock |
| Print Heading | Links to | Setup |
| Project | Links to | Projects |
| Purchase Taxes and Charges Template | Links to | Accounts |
| Shipping Rule | Links to | Accounts |
| Supplier | Links to | Buying |
| Supplier Quotation | Links to | Buying |
| Tax Category | Links to | Accounts |
| Terms and Conditions | Links to | Setup |