Quotes and Purchase Orders

A vendor quote lands in your inbox, and the numbers in it die there: retyped into a spreadsheet once, never connected to the parts they price, gone by the next job. Submittal Kit reads the quote and keeps every price on the part it belongs to.

Drop in a quote

Open your project's Procurement page and switch to the Quotes view.

1. Drop the vendor's quote PDF on the page. Line items are read from the document, matched against your parts, and priced.
2. Review the candidate. Confirm the vendor (or create a new one, and remember that spelling as an alias), the quote date, and a reference.
3. Fix up the lines: uncheck any you don't want, remove a misread line, search your part library to correct a match, create a part that doesn't exist yet, or add a line by hand.
4. Accept the selected lines, or dismiss the candidate and its staged file is discarded.

If a file can't be read automatically, you can still add each priced part by hand and keep the PDF attached as the source.

Prices follow the part

Every accepted line becomes a price record on that part. Together they form your price book, and it reaches across projects: pricing a part on a new job shows what vendors quoted it on every other job, for reference only, never applied automatically. That history is the difference between negotiating from memory and negotiating from your own records.

Purchase orders

When you're ready to buy, build a PO from the quotes you accepted.

1. Create a purchase order and add lines by searching your parts. Where a part has more than one quoted price, pick the price option you're actually buying at.
2. Tie each line to a budget line so the committed cost lands in your Budget Register.
3. Acknowledge the PO when the vendor confirms it, then record the promised ship date.
4. Log receiving events as material arrives, at the shop or at the site, and attach the packing slip to each one.

Ordered, acknowledged, and received status roll up into the Coverage view, so the question "did we ever order that?" has an answer you can point at.

Import POs and receipts from accounting

When the POs are cut in your accounting system, you don't have to retype them. On the Purchase orders tab, choose Import POs and receipts and drop in the printed purchase orders and purchase receipt journals as PDFs, several at once, or one spreadsheet export of your open POs.

• Each PO number becomes a purchase order on the project, with a line per part. A revised PO is read as it now stands, after the reversed and re-added rows.
• A part number that matches nothing on the project waits for you to pick the part. Freight, tax and surcharge rows are left out.
• Each receipt records what arrived against the PO it names, dated the day it was received. Importing the same receipt again does nothing.
• Importing a PO again updates quantities and prices to match. It never removes a line; lines the file leaves out are listed so you can decide.

Nothing is written until you press Import, and you choose whether the receipts arrived at the shop or the site.

Receiving dates do double duty: they build a historical record of each part's actual lead time, which sharpens the order-by warnings on every future job.