Purchasing teams often need to collect vendor pricing and availability, or route an internal purchase request for approval, before committing to a purchase order. If you create purchase orders too early, you end up with extra cleanup, confusion about what is actually authorized, and less control over who can place spend.

Purchase Quotes (PQuotes) in Cetec ERP are the system’s RFQ-style workflow for handling that gap. You can use a PQuote internally as a purchase requisition, or externally to shop pricing and lead times, then convert it into a purchase order when it is approved and ready.

What a PQuote Is Used For

A PQuote can support two common procurement patterns:

• Internal requisition control: a requester creates the PQuote and sends it to a manager (or another approver) before a purchase order is created.
• External price and availability checking: your team enters the needed items on a PQuote, confirms terms with vendors, then converts to a purchase order when ready to buy.

If you need separation of duties, where one role requests and another role issues purchase orders, start with a PQuote. If you already have authorization and do not need the extra step, go straight to a purchase order.

Submitting a PQuote for Approval

After entering the required PQuote information, use the workflow tool in the top-right area of the PQuote screen to route it for approval.

• Open the workflow tool on the PQuote.
• Select the user who should approve the request.
• Click “Submit for Approval.”
• The approver receives an email notification, reviews the PQuote, and approves it.

Converting an Approved PQuote to a Purchase Order

Once the PQuote is approved, your team can convert it into a purchase order and send it to the vendor. This keeps your purchasing records aligned with what was actually authorized, while reducing the need to create and manage purchase orders that might never be placed.

For a step-by-step guide to managing an open PQuote or purchase order, see: https://cetecerp.com/support/how-to/how-to-manage-an-open-pquote-or-po.html

Key Takeaways

• Use PQuotes in Cetec ERP to handle RFQ-style procurement before creating a purchase order.
• PQuotes support separation of duties by letting one user request and another user approve and convert to a purchase order.
• Submitting for approval is handled through the workflow tool on the PQuote, with an email notification to the approver.
• Converting after approval reduces premature purchase orders and keeps purchasing decisions aligned with your internal controls.

Conclusion

PQuotes give purchasing teams a practical way to control how requests become purchase orders. When you use PQuotes for RFQs and approvals, your team can keep procurement organized and convert to a purchase order only when the request is reviewed and ready to place.