After the Purchase Request is approved, the status of the Purchase Request will change to “Awaiting Purchase Quote”. At this stage, users with the role of Super Admin, Admin, or Procurement Officer need to add a Purchase Quote to the submission. Here are the steps.
Log in to your Mekari Expense account, then select the Purchases menu.
Then click the “Purchases” submenu.
On the Purchases page, click the “Request” tab.
Next, select a submission with the status ‘Awaiting purchase quote’ by clicking one of the Request no.
Then select the “Purchase quote” tab. Click “Add purchase quote”.
You will be directed to the Add purchase quote page.
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Specify the Vendor, which is the party providing goods or services that offers pricing in the procurement process. To add a new Vendor, click “Add vendor” or you can learn more about how to add a Vendor here.
- If you add a new Vendor, a panel for entering new Vendor information will appear. Fill in the fields, then click “Save”. The added Vendor will then appear in the list.
- If you have previously mapped the related products, the chosen vendor will automatically display its product list in the Product table. In this case, prices will auto-fill based on the price data previously saved on the Product page. However, you can still adjust prices as needed when creating the quote. Then adjust the Quote date, Reference no., and Expiration date. Next, select the Currency for the Purchase Request transaction.
You can also toggle the switch below if the listed prices already include tax.
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Then in the table below, adjust the Qty, Unit price, VAT, WHT, and Amount. The system will automatically generate the calculation results, which you can see in the table below.
- In the Qty column, adjust the quantity submitted to match the requested quantity.
- In the Unit price column, adjust the unit price set by the Vendor.
- In the VAT and WHT columns, enter the applicable tax percentage. You can learn a brief explanation about VAT and WHT here.
- The Amount column will be automatically filled by the system. Make sure all data is correct, then click “Submit for review”.
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The adjusted Purchase quote will appear on the next page with the status ‘Fulfilled’.
If the Qty available from the Vendor cannot fulfill the quantity requested in the Purchase Request, the status will automatically change to Partially fulfilled. In this case, you cannot Appoint Vendor or assign a Vendor.
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Then check one of the Quotes with the status Fulfilled, then click “Appoint vendor”.
You cannot combine Quotes with statuses Partially fulfilled and Fulfilled.
A pop-up will appear stating that the Vendor you are submitting will be sent to the Approver for review. Please ensure the data entered is correct before proceeding to the next step. Then click “Appoint”.
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Next, the Quote you submitted will appear on the following page with the status ‘Awaiting review’.
In the example below, there is a Quote with the status ‘Open’. This means that the Quote was not selected as a Vendor.
Next, please wait for approval from the Approver.
If you have the role of Super Admin, Approver, or “Procurement review”, you can approve the Purchase quote submitted and with the status ‘Awaiting review’. On that page, click “Actions” then select “View details”.
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Scroll down the page, then click “Action”, then select “Approve quote”.
If you want to reject or request a revision on the Quote, you can click “Reject quote” or “Request revision”.
- After approval, the status of the Quote will change to ‘Awaiting order creation’. The next step is to wait for the order creation to be done by the roles Super Admin, Admin, Procurement Officer, Finance Admin, and Finance.