Price history
Price history has two tabs: Compare quotations for Approved requests and PO price history for historical transactions. Users can record multi-item quotations from several suppliers, compare the total, discount, tax, lead time, payment terms, and validity period, and choose one quotation to create a PO right away.
The lowest quotation is an indicator, not an automatic decision. Vasco flags the total and potential savings, but Purchasing still judges item completeness, validity period, lead time, payment terms, supplier quality, and risk. Choosing a quotation creates the PO right away and marks the other quotations as not chosen; the screen has no undo.
Before you start
Have this ready
- Make sure the request is Approved and suppliers are available.
- Collect the number, date, valid-until, lead time, payment terms, documents, and price per item.
- Make sure all request items are quoted, or note the incompleteness.
- Decide who is authorized to choose the supplier and create the PO.
Done when
- At least two quotations can be compared on the same item basis.
- Prices, discounts, taxes, lead times, and documents are verified.
- A quotation is chosen once to create the PO.
- PO history is used as a benchmark, not rewritten.
Understand the comparison and the history
| Part | Meaning | Limit |
|---|---|---|
| Request ready for PO | Approved status | Doesn't yet have a PO from a choice |
| Active quotation | Quote with the status received | Can be chosen if complete |
| Lowest total | The lowest quote total | Not an automatic recommendation |
| Potential savings | Difference from the highest quotation | Doesn't include non-price factors |
| is_complete | Quote covers all items | The Choose button is disabled if incomplete |
| PO price history | Price/unit from historical POs | Read-only and can be filtered by material |
| Lowest price | Minimum positive price in the filter | Pay attention to the date, qty, and supplier |
Choose & create PO is the final action on the screen
Once a quotation is chosen, a complete PO is created without retyping prices, and the other quotes' statuses change. There is no button to undo the choice; check the documents and authority before you confirm.
Record, compare, and choose quotations
- 1
Choose a request
Open one Approved request and check its items and estimate.
Result: The details and the list of quotations are loaded.To cancel / undo: Choose another request; nothing changes. - 2
Record quotation
Choose a supplier and fill in the required number, date, valid-until, lead time >=0, payment terms, and documents.
Result: The quote header is ready to be matched with items.To cancel / undo: Choose Cancel; no quote is created. A file upload that already finished can remain in storage. - 3
Fill in item prices
Check the price/unit >=0, discount >=0, and tax 0–100% for each row. The total is calculated after discount and tax.
Result: Quotation totals can be compared on the same request basis.To cancel / undo: Edit the numbers before Save & compare. - 4
Save & compare
Match the document number and the supplier's total, then save once.
Result: A quote with the status received appears; the lowest total and the difference are calculated automatically.To cancel / undo: Once saved, there is no edit/delete for quotes on the screen; record a replacement quote and ask an admin to handle the wrong one. - 5
Weigh non-price factors
Compare the lead time, validity period, payment terms, completeness, documents, and supplier scorecard.
Result: The decision doesn't only chase the lowest price.To cancel / undo: No data changes until you choose. - 6
Choose & create PO
Choose a complete received quote after internal approval. Press once and wait for the result.
Result: The quote becomes selected, the others rejected, and a complete PO is created.To cancel / undo: There is no undo on the screen once it succeeds. Correct it through the PO/admin; don't choose another quote to try to reverse it. - 7
Use PO price history
Choose the History tab, filter by material, search by supplier/status, and export if needed.
Result: Historical prices can serve as a negotiation benchmark.To cancel / undo: Reset the material/search; it's read-only.
Quotation status
| Status/condition | Meaning | Action |
|---|---|---|
| received | Quotation recorded | Can be chosen if complete |
| selected | Winning quotation | PO has been created |
| rejected | Not chosen after the winner is set | No action |
| is_complete=false | Doesn't cover all items | Complete it through the proper process before choosing |
| is_lowest | Lowest total | Still review the other factors |
| PO history | Historical transaction prices | Can't be edited from the tab |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Quote modal not saved yet | Choose Cancel | No quote |
| A quote was saved wrongly | Don't choose; note the reference and ask an admin to correct it | There is no edit/delete for quotes on the screen |
| Supplier choice not confirmed yet | Close the page | No PO |
| Quote already chosen | Handle the PO that was created through the official correction process | The selected/rejected status can't be undone on the screen |
| Wrong history filter | Reset the filter | No transactions changed |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| No request | No Approved status yet | Approve the Request first |
| Choose button is disabled | Quote is incomplete | Make sure all items have a quotation row |
| Quotation rejected on save | Supplier/number is empty or a number is invalid | Check the header, price, discount, tax |
| History is empty | No PO with value yet, or the migration isn't active yet | Check Purchase Order and the database version |
| Prices look incomparable | Different unit/qty/date/supplier | Compare the base unit and the transaction context |
Questions and answers
Does Vasco automatically choose the lowest price?
No. Vasco only flags it; an authorized user makes the choice.
Why is the choose button inactive?
The quotation isn't complete for all request items.
Can a quote be edited or deleted?
Not from the current screen. Check before saving and ask an admin to correct it.
What happens when I choose a quote?
A PO is created, that quote becomes selected, and the other quotes are marked rejected.
Can Price history be edited?
No. The numbers come from historical POs and must be corrected at the source.