How to Convert an Accepted Vendor Quote into a Purchase Order in CrmLeaf

Overview

Once a vendor has submitted pricing and you have accepted their quote, the quote feeds procurement directly. The purchase order you raise stores the accepted quote's reference, so the RFQ, the quote and the order remain linked. This is what makes the buying decision auditable months later.

How It Works

An accepted vendor quote carries the vendor, the line items and the agreed pricing. Raising the purchase order from that quote carries those details into the order, and the purchase order stores vendor_quote_id. From there the order follows the normal procurement lifecycle: it is issued to the vendor, its delivery is tracked, it is billed once delivered, and the vendor is paid.

Accepted quote → Purchase order → Delivery → Bill → Vendor payment

• Only an accepted vendor quote should feed a purchase order, because acceptance is what fixes the pricing.
• The purchase order records the source quote, creating a traceable RFQ to quote to purchase order chain.
• A purchase order carries three independent status axes: purchase_status, delivery_status and billed_status.
• A bill is created against a delivered, not-yet-billed purchase order, and each purchase order can be billed only once.
• The order also records a delivery warehouse, which is where the received stock belongs.

Who Can Use This Feature?

User

• Accept the winning vendor quote.
• Raise the purchase order from that quote and check the carried-over line items.
• Track the order's purchase, delivery and billed status through to payment.

Access depends on the modules and role assigned by your Administrator.

Prerequisites

• The Purchase and Manufacture add-on modules enabled for the account.
• A vendor quote in accepted status with submitted pricing.
• The currency and exchange rate configuration in place for the vendor's currency.
• A warehouse to receive the delivery into.

For Users

Step 1: Accept the winning quote

Go to: Operations → Vendor Quotes

What to do: Open the submitted quote you want to buy against and accept it. Decline the competing quotes.

What to verify: The quote status is accepted before you continue.

Step 2: Raise the purchase order from the quote

Go to: Operations → Purchase Orders

What to do: Create the purchase order for the vendor from the accepted quote. Check the vendor, the currency and exchange rate, the dates, the line items, any discount and the delivery warehouse, then Save.

What to verify: The line items and pricing match the accepted quote, and the order records the source quote.

Step 3: Issue the order to the vendor

What to do: Move the order's purchase_status forward as your process requires, from draft or open to issued and on to accepted once the vendor confirms. The order can be emailed to the vendor and exported as a PDF.

What to verify: The vendor has the order and the status reflects where it actually stands.

Step 4: Track delivery

What to do: Update delivery_status as the goods move, from not_started to in_transaction and then to delivered, or to delivery_failed where the delivery did not happen.

What to verify: Delivered quantities match the order before you bill it.

Step 5: Bill and pay

What to do: Create the bill from the delivered order, then record the vendor payment against the bill.

What to verify: The order's billed_status becomes billed, and the bill status moves from open through partially_paid to paid as payments are recorded.

Field and Option Reference

Expected Result

Important Notes

• Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
• This flow depends on the Purchase and Manufacture add-on modules. Confirm both are included in your plan.
• A purchase order can be billed only once, and only when it is delivered and not already billed. Do not raise duplicate orders to work around a billing question.
• Set the delivery warehouse correctly. It determines which warehouse the received stock belongs to.
• Raise the order from the accepted quote rather than keying it in again. Re-keying loses the link to the quote.

Common Scenarios

Troubleshooting

Frequently Asked Questions

Is the quote reference stored on the purchase order?

Yes. The purchase order stores vendor_quote_id, which is what makes the chain traceable.

Can I raise a purchase order without a vendor quote?

Yes. The source vendor quote is optional on a purchase order, so direct purchasing is supported.

Can one accepted quote be split across several purchase orders?

This is not documented in the available sources. Confirm with your product team before designing a process around it.

When can I bill the order?

When the order is delivered and not yet billed. Each purchase order can be billed only once.

Related Articles

• How to Send an RFQ and Collect Vendor Quotes
• How to Create and Issue Purchase Orders
• How to Track Purchase Order Delivery
• How to Create a Bill from a Delivered Purchase Order
• Understanding the Procure-to-Pay Process