Purchase budgets contain the products, services, quantities and prices offered by a supplier.
This document allows us to keep the proposal received and relate its materials to a job. It does not yet represent an order nor confirm that the material has been purchased or received.
We will go to:
PURCHASES → BUDGETS
On the initial screen we can view all registered budgets and use the available filters to locate them by:
Status.
Date.
Supplier.
Number or reference.
Tags.
We can register the budget in two ways.
We will press the + button located at the top.
We will select the supplier.
We will indicate the date of the quote.
We will enter its number or reference.
We will add a title or description.
We will add the necessary tags.
We will press Create.
StarNapp will open the quote in Draft status so we can complete its lines.
If we have received the quote in PDF or image, we can upload it from:
PURCHASES → INBOX
From there we will be able to scan it, review the recognized information and approve it as Purchase Budget.
The approved document will automatically appear in this section with the associated original file.
On the left side you will find the main budget data:
Company: company in our account that receives the proposal.
Supplier: company that sent the budget.
Number: reference assigned by the supplier.
Date: date indicated in the original document.
Title or description: internal information to identify it.
Tags: allow you to classify and locate it later.
It is advisable to use the actual budget number from the supplier so that you can compare it with the original document.
On the right side, we will add the lines included in the proposal.
For each line, we can indicate:
Reference.
Description.
Quantity.
Unit purchase price.
Discount.
Adjustment or surcharge.
Tax.
Total.
We can search for an existing item in the catalog or enter a description manually if it is not yet registered.
When we use an item from the catalog, StarNapp can retrieve its reference and other commercial data. However, we must verify that the price matches the one offered by the supplier.
In the Discount column we will enter a positive value and StarNapp will automatically subtract it.
The Adjustment column allows you to apply a second modification:
A negative adjustment reduces the price.
A positive adjustment adds a surcharge.
For example, if the supplier applies a 10% discount, we will enter 10 % in Discount. If they subsequently add a 5% urgent surcharge, we will enter 5 % in Adjustment.
Each line can have its own tax.
If several lines use the same type:
We will select the corresponding lines.
We will use the action to change the tax.
We will select the corresponding type.
We must record taxes as they appear in the received document. A purchase quote has no tax value, but this information allows us to properly preserve the supplier's proposal.
The checkboxes next to the lines allow you to perform actions on multiple items at the same time.
Depending on the available options, we can:
Change the tax.
Allocate or transfer the lines.
Delete the selected lines.
Before performing a bulk action, we will check the number of selected lines.
If we have created the quote manually, we can attach the PDF or image received from the supplier.
This way we can compare at any time the data entered in StarNapp with the original document.
When the quote is created from the Inbox, the file is automatically associated.
While in Draft status, we can modify your data and lines.
Once we have verified all the information, we will click Issue.
In a purchase quote, issuing means confirming or internally registering the received proposal. It does not mean that StarNapp sends it to the supplier or that the purchase has been accepted.
We will especially review:
The supplier.
The number and date.
The quantities.
The prices.
The discounts and adjustments.
The taxes.
The total.
The quote can go through different statuses:
Draft: we are still completing or reviewing your data.
Issued: the proposal has been recorded.
Accepted: we have decided to accept the supplier's offer.
Rejected: we have discarded the proposal.
Processed: the budget has already been used within the purchasing process.
The statuses Accepted and Rejected serve as internal control. They do not mean that the supplier has performed that action from StarNapp.
Once the budget is recorded, we can select its lines and click Allocate.
This action allows you to transfer the offered materials to:
A work order.
A task from the work order.
An internal task, where applicable.
For example, if a supplier sends us a quote to replace a pump on a vessel, we can allocate that line to the corresponding repair work order.
When making the allocation, we can apply an additional margin to calculate the selling price that we will use in the work.
Allocating does not mean that the material has been purchased or received. It only links the supplier's proposal to the work in which it could be used.
Currently, the purchase quote does not have the same automatic conversion workflow as a purchase order, a delivery note, or an invoice.
If we accept the proposal and want to make the purchase, we will create the purchase order from Purchases → Purchase Orders and add the corresponding materials.
Therefore:
Accept the quote records our decision.
Create the order formalizes what we will request from the supplier.
Record the delivery note or invoice confirms what was received afterwards.
A supplier sends us a quote to replace a pump:
We upload the PDF to the Inbox or create the budget manually.
We select the supplier.
We enter the pump, quantity, price and taxes.
We attach the original file.
We issue the budget.
We mark the budget as Accepted if we decide to hire it.
We allocate the line to the vessel's work order.
We create the corresponding purchase order.
The budget preserves the economic proposal, while the order records the purchase we will actually make.
The purchase budget is a received proposal, not a confirmed purchase.
It does not increase catalog inventory.
It does not record material receipt.
It does not create a debt with the supplier.
We must enter the original number assigned by the supplier.
The Accepted and Rejected statuses are internal controls.
The allocation relates the lines to a job, but does not confirm its purchase.
To request materials from the supplier, we will use a purchase order.
Creation, editing, and deletion will depend on user permissions.
