Converting a quote to a purchase order

Streamline your procurement process by converting supplier quotes directly into purchase orders. Zudello's dedicated Convert to PO feature eliminates manual data entry and ensures accuracy when transitioning from quotes to orders.

Best practices

To ensure smooth quote conversion:

• Review the quote details thoroughly before converting
• Verify supplier information and line items are accurate
• Double-check quantities and pricing match your requirements
• Save any changes to the quote before beginning the conversion

Required permissions

To use the Convert to PO function, you need the following permission:

• Purchasing Quote to Convert to PO

Contact your organisation administrator if you are unsure about your permissions.

Understanding quote to purchase order conversion

The Convert to PO feature provides a direct path from supplier quotes to purchase orders, designed for organisations that work directly with purchase orders rather than using requisition workflows.

When you convert a quote to a purchase order:

• A new purchase order is created in your team's default PO status
• All line items, pricing, and supplier details are copied across
• Any generated fields like order numbers and dates are cleared
• The original quote is moved to Completed status
• The documents are automatically linked for audit trail purposes

Converting a quote to a purchase order

To convert a quote to a purchase order:

1. Open the quote you want to convert
2. If you have made any changes to the document, click Save

Warning

The Convert to PO button will not automatically save any changes you have made to a quote.
Ensure you save all changes before continuing.

3. Click Convert to PO in the document header

4. Click Convert to proceed with the conversion

5. Wait for the conversion to complete
6. The new purchase order will be opened automatically, and the quote will be moved into Completed status in the background

7. Continue processing the new purchase order as normal

Once submitted, the converted purchase order follows your standard purchasing document flow.

Next steps for your purchase order

After conversion, you'll need to:

1. Review and complete any required coding fields
2. Verify the purchase order details are correct
3. Submit the purchase order for approval following your standard process

For detailed guidance on purchase order processing, see Creating and coding a purchase order.

Need help?

Contact your organisation administrator or Zudello support for assistance with quote conversion or permission settings.