Receiving and modifying the quote
Akuiteo enables you to create quote requests in order to gather suggestions from the various suppliers so you can get the best prices.

Prior to the purchase of hardware or services, you must create a supplier prospect.
To create a supplier / supplier prospect, go to People > Suppliers > > New supplier or New supplier prospect.

1 | Under the General tab, enter the supplier or the supplier prospect's call name and the contact details. |
2 | Add the supplier or the supplier prospect's company logo by dragging and dropping it on Logo. |
3 | Enter the SIRET / SIREN # to identify homonyms. |
If the SIRENE API is configured, click on at the left of the field to identify the SIRET or SIREN number and therefore automatically fill in the following fields: the call name, the APE code, the full address (SIRET only), the legal form and the SIREN number (only if the SIRET number was already indicated).
Reference
For more information about how to set up the SIRENE API, refer to the Setup Guide - Administration Console.
4 | Under the Contact details section, enter the name of the country. |
5 | In the Miscellaneous section, enter the information about the employees in charge of the supplier / supplier prospect, such as: |
- The company and the entity's code or the name of the internal employees in charge of the supplier or supplier prospect.
- The manager in charge of the supplier, in the Managed by field. The help list displays the names of employees:
- with the Akuiteo Purchase: Buyer position;
- working for the selected company;
- marked as Multi-company manager
This manager can be set to approve purchase invoices.
- The open and closure dates of the supplier or supplier prospect's account.

1 | In the Finances tab, enter the accounting parameters such as the account numbers for: |
- a subledger account;
- a reconciliation account: a third-party account that groups all the subledger and suppliers accounts.
2 | Check the following boxes: |
- Group: if a supplier or a supplier prospect belongs to the same group than the user's company.
- Foreign: if the supplier or the prospect's company is located in a foreign country.
- Employee: if the supplier or the supplier prospect is also an employee.
- Fr competitor: if the supplier or the supplier prospect is a competitor.
- Not booked: if the supplier or the supplier prospect is not booked.
- Capital asset: if the supplier or the supplier prospect is included in the fixed asset.
- DAS2: if a supplier and associated general accounts must be marked as DAS2.
- Payment authorization: this indicator is only active when the FOU_BAP management rule is activated; it can be set up when saving purchase invoices.
- External / Internal / Virtual: to indicate the company's type.
3 | Enter VAT-related information: |
- Exempt: Check this box if the supplier or supplier prospect is exempt from VAT. This option is displayed only if the supplier's country is FR (France).
- EU exempt. : Check the option if the EU supplier or EU supplier prospect is exempt from VAT. This option is displayed only if the supplier is an EU supplier, meaning when the supplier's country is checked EU.
Note
If the supplier's country is neither France nor an EU country, the supplier is considered VAT-exempt.
- VAT Regime for receipts.
4 | Enter the No. Days in the Holdback section. This number of days enables you to calculate the due date for holdbacks associated with the supplier. If there is no value, the information will be searched for in the company's record sheet. |
5 | In the Exemption from shipping costs section, check Applicable shipping costs to manage information related to the exemption from shipping costs: |
- Exemption threshold: if this field has a value greater than 0, then the exemption from shipping costs will only apply if the order's total amount equals or exceeds the indicated value.
- Close to exemption alert threshold: enables you to enter the order's amount that generates a message informing users that they can be exempted from shipping costs if they add a certain sum.
- Shipping costs linked to reception site: reminds the user generating an order that shipping costs must be managed depending on the reception site.
The type of purchased products must also be set up by selecting Applicable shipping costs. Shipping costs-type products can therefore be linked to suppliers through purchase references in order to set a default shipping price per supplier.

1 | Under the Marketing tab, enter the following statistical information: |
- The supplier or the supplier prospect's family and sub-family.
- Profession: The supplier or supplier prospect's profession.
- Grouping 1, 2 and 3: the grouping codes.
- Keywords: the keywords used when searching for a supplier or a supplier prospect.
2 | Enter the legal information and the relevant additional information. |
3 | Save your supplier or supplier prospect's record sheet. |
4 | Once all these actions have been performed, you must validate them to save the record sheet. |
You will now be able to quickly retrieve management objects linked to this saved record sheet.
Note
If you want to associate multiple bank details with the same supplier, you can create multiple billing sites with the said bank details. As such, you do not need to create multiple suppliers.

You can create several types of quotes:
- a standard quote;
- an internal quote: if you offer internal services, you may have to standardize the transaction via an internal quote that must be issued for an internal customer. Each quote line will be built from a purchased product associated with a class 9 account;
- a Group quote: you must use this option when requesting a quote for an external company that belongs to the same group (of companies) as your company. Each quote line will be built from a purchased product linked to the group.
The creation process stays the same.
Note
It is possible to issue a quote directly from a customer quotation (which you can create from the Sales module) based on quotation charges. To do so, you must link a sold item to a purchased item. See the Sales Module Guide.

1 | Go to Management > Purchases > Quotes > |
2 | Under the Header tab, enter the following information: |
- Quote number. It is automatically generated when it is not entered by the user.
- Journal: the purchase journal linked to the quote. If the connected user is linked to a default purchase journal, then this field is automatically filled in and cannot be modified.
- Label: quote name.
- Quote's creation date.
- Expected signature : the expected signature date.
- Purchaser and requester contact details.
- Entity: the associated entity.
- Currency and Currency rate.
- Supplier reference: the supplier's quote code.
- Potential support issue.
- Billing schedule linked to the quote.
- The quote's purchase order.
3 | Enter the supplier's contact details. |
4 | Enter the project's information: |
- Multi-project: checked if the quote is linked to several projects, phases or sub-phases.
- Single-project and multi-phase: allows you to charge the total quote to a project's phase.
- Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
- Expected: the expected reception date or end date of the service.
- Storage unit: the name of the storage unit for the reception.
- Project: the project, phase and sub-phase codes.
5 | Enter a comment about the quote in the Text on order section. Please note that it is possible for you to automatically insert a previously set up text by clicking on |

Adding a quote line
1 | Click on the Lines tab, then on |
2 | Fill in the fields in the lower part of the screen: |
- Grouping, reference and label of the purchased product.
- Planned purchased quantity.
- Unit price of the purchased product. The purchase price associated with the selected product is automatically suggested by Akuiteo.
- Discount %: the discount amount in percentage.
- Project: the project's code linked to the offer line. This information can only be entered if the quote is multi-project / phase / sub-phase (Multi = YES).
- Phase and sub-phase: the project (phase) or phase (sub-phase) subdivision to which the offer line is linked. This information can only be entered if the quote is multi-project / phase / sub-phase (Multi = YES).
- Contract: the date when the quote was signed.
- The expected dates matching the updated service delivery date described in the line.
- Total EUR subtotal: the total amount in euros.
The Recipients tab displays. It allows you to see the list of recipients and their contact details that you would have previously configured in the contact's record sheet. You can add recipients to this list and detail if the contact is the direct email recipient or if you want to copy the contact on the email.
Duplicating a quote line
1 | Modify the quote's record sheet of your choice. |
Note
The quote must not be validated.
2 | From the Lines tab, select one or several quote lines, right-click on your selection, then click on Duplicate the selected lines. |
3 | Select the type of duplication in the window that displays: |
Type | Description |
---|---|
Simple duplication |
Select Simple duplication to duplicate the selected line(s) a given number of times. To do so, enter the number of duplications in the relevant field. Example If you duplicate two lines 3 times, 6 new lines are created:
|
Repetition by period |
Select Repeat by period, if you want the duplicated line(s) to be repeated in a specific period (year, quarter, month, week or day) and a given number of times. To do so, from the drop-down list, enter the number of repetitions in the relevant field and select the type of period. Example You duplicate a line which period is 08/31/2020. When duplicating, you indicate 2 times per Year. 2 new lines are added:
|
4 | Click on Validate. |
The selected line(s) are duplicated in the quote.

If you want a management object to be approved before validation, you can use the approval requests feature.
For more information, refer to

It is important to validate a quote. A validated quote cannot be modified nor deleted.
You can either validate the quote or validate and print it at the same time.
To validate a quote, open the quote and click on Edit > Validate without printing. The current date is automatically entered as the validation date.
To validate and print the quote:
1 | From your quote, go to Edit > Validate and print. The quote switches from 'Draft' to 'Validated' and the printing screen opens. |
2 | Select the printing format of Akuiteo's quote and validate. |

Reviewing the quote request
When a quote must be modified, it must first be reviewed.
1 | From the validated quote, go to Edit > Review quote. The reviewed quote is classified. |
2 | Enter a new quote's number in the review screen. A copy of this 'draft' quote is created and hyperlinked to the original quote. |
Archiving the quote
When a purchase does not go through, the quote's budget must be removed from the portfolio analysis. However, once a quote is validated, it cannot be deleted; you must therefore classify it as 'Archived'.
1 | From the validated quote, go to Edit > Archive quote. |
2 | Confirm. The quote is now archived. |

Note: validated and signed quotes cannot be modified nor deleted. To be updated, a validated quote must first be reviewed.
- To modify a quote, go to Edit > Modify quote.
- To delete a quote, go to Edit > Delete.
Updating the quote's header
A validated quote cannot be modified, except if it was previously reviewed. However, the following non-financial sections can still be updated:
- the contractual or delivery dates;
- the billing table's number.
1 | From the quote, go to Edit > Update the quote header. |
2 | Modify the data in the yellow fields and save. |
Postponing dates of quote lines
You can postpone dates of quote lines, for multiple quotes from search results, or for a single quote from its record sheet. The following dates can be postponed:
- The service's start and end dates;
- Contractual date;
- Expected delivery date.
1 | From search results of quotes or from the Lines tab of a quote, select the lines to postpone and right-click. |
2 | Click on Postpone the dates for the selected lines. |
3 | In the postponement window, check the desired postponement type for each date: |
- By period to set the duration after which the date must be postponed. If the number is not entered, the date will not be postponed.
Example
To postponed the date in 3 weeks, enter 3 in Number and check Week.
- On a specific date to select the specific date until which the date must be postponed.
Tip
To empty the date, check On a specific date then leave the date field empty.
4 | Validate. |
The dates are postponed.