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Converting Quotes to Purchase Orders

Create purchase orders from approved vendor quotes.

When to Convert​

Convert a quote to a PO when:

  • The quote is in Ready to Purchase or Quoted status
  • You've selected this vendor for the work
  • You're ready to place the order

Converting a Quote​

  1. Open an approved quote (Ready to Purchase status)
  2. Click Create Purchase Order
  3. In the dialog:
    • Select PO Type: Regular or Field
    • Select Requested For user
    • Select Cost Code (required for Field POs)
  4. Click Confirm

What Gets Transferred​

The new PO is created with:

From the Quote​

Quote FieldPO Field
ProjectProject
VendorVendor
Vendor EmailContact Email
Vendor CCContact CC
DescriptionDescription
Requested ByRequested By
AttachmentsAttachments

Line Items​

All quote items transfer to the PO with:

  • Name, description, quantity, cost, tax
  • Cost code from the assembly category
  • Product link (if set)
  • Difference amount (variance between estimate and quote)

Pricing from Acknowledgement​

If the vendor's quoted totals differ from item calculations:

  • Subtotal difference is added to the first line item
  • Shipping creates separate "Shipping" line items by cost code
  • Tax creates separate "Sales Tax" line items by cost code

This ensures the PO total matches the vendor's quoted price.

After Conversion​

When conversion completes:

  1. Quote status changes to Purchased
  2. New PO opens with Draft status
  3. Quote links to the PO (visible in quote details)
  4. PO links back to the source quote

Editing the PO​

After conversion, you can still edit the PO:

  • Adjust quantities or pricing
  • Add or remove items
  • Modify ship-to information
  • Update attachments

The PO is independent - changes don't affect the original quote.

PO Types from Quotes​

Regular PO​

Standard workflow: Draft → Sent → Receiving → Received

Use for:

  • Planned purchases with lead time
  • Orders requiring vendor confirmation
  • Standard procurement process

Field PO​

Quick workflow for immediate purchases.

Use for:

  • Materials already picked up
  • Emergency purchases
  • Items with receipt in hand

Field POs require:

  • Requested For user
  • Cost Code at the PO level

Multiple POs from One Quote​

You cannot create multiple POs from the same quote. Once converted, the quote is marked Purchased.

If you need multiple POs:

  1. Duplicate the quote before converting
  2. Adjust items on each quote as needed
  3. Convert each quote separately

Or:

  1. Convert the quote to one PO
  2. Duplicate the PO as needed

Quote-PO Relationship​

The connection between quote and PO is maintained:

  • Quote shows the linked PO
  • PO shows the source quote
  • Declining a PO moves the quote back to Ready to Purchase (allowing you to create a new PO)

Cost Tracking​

When POs are created from quotes:

  • Cost codes are preserved from estimate assemblies
  • Variance (difference) is tracked at the item level
  • Shipping and tax are distributed by cost code proportion

This ensures accurate job costing when comparing estimates to actual costs.

Best Practices​

Before Converting​

  • Verify the vendor's pricing is correctly recorded
  • Ensure all quote items are accurate
  • Confirm the vendor and contact email are correct
  • Check attachments are complete

After Converting​

  • Review the PO for accuracy
  • Add any additional details (ship-to, need-by date)
  • Send the PO to the vendor
  • Track receiving when materials arrive