Quotation: Use cases

Based on whether the quotation was made in response to a quotation request or not, the document is expected to contain different parameters. There are two possible situations:

A quotation request was made externally.

In case when the customer made a quotation request outside the scope, for example, by making a telephone call or by sending an email, the elements referring to the quotation request are omitted. This includes the quotation request number (the documentNo property in the quotationRequestReference element) and the line identifiers (the lineIdentifierReference property in quotationLines).

A quotation request was made electronically.

If the supplier issues a quotation in reply to a quotation request that the customer sent through the application, the document must indicate the quotation request number (the documentNo property in the quotationRequestReference element).

For each item, the quotation needs to reference the corresponding line from the quotation request. In quotation requests, line identifiers are stored as the lineIdentifier property in quotationLines. This information is then reused in the lineIdentifierReference property in the quotationLines array in the quotation.

If you are providing multiple alternative products or service items for a single quotation request line, you can indicate this by repeating the same line identifier as needed.

The following examples show the relevant elements from the JSON metadata for a quotation request and a quotation issued following that request.

Quotation request

As mentioned in Quotation request: Use cases, there are several ways for the customer to indicate which items they need.

In the following example, the quotation request contains two items that are specified using the description and notes properties.

{
    ...
    "quotationRequest": {
        "quotationRequestNo": "QTR-1912774",
        ...
        "quotationLines": [
          {
            "lineIdentifier": "1",
            "description": "A windproof foldable umbrella.",
            "quantity": 6.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "notes": "We would like the umbrellas to match the colors of our company's logo."
          },
          {
            "lineIdentifier": "2",
            "description": "A white or copper umbrella holder.",
            "quantity": 2.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "notes": "We are looking for a sturdy umbrella holder with a metal finish or made of metal. Please send us your best offer."
          }
        ]
    }
}

The items can also be specified using the commodityClassification element, as shown here.

{
    ...
    "quotationRequest": {
        "quotationRequestNo": "QTR-1912774",
        ...
        "quotationLines": [
          {
            "lineIdentifier": "1",
            "quantity": 6.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "commodityClassification": {
                "type": "Unspsc",
                "code": "53102505"
            }
          },
          {
            "lineIdentifier": "2",
            "quantity": 2.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "commodityClassification": {
                "type": "Unspsc",
                "code": "56101523"
            }
          }
        ]
    }
}

Quotation

The quotation request shown in the preceding examples is referenced in the quotation as the quotationRequestReference element.

The quotation suggests two options for the first item from the quotation request. As both these items refer to the first line of the quotation request, the lineIdentifierReference property has the same value on both quotation lines (1). For the second item from the quotation request, there is only item suggested and the lineIdentifierReference property is assigned the number of that line (2).

The line identifiers in the quotation request should use numeric values corresponding to the number of the line in the document. However, because the customer can use differently formatted identifiers instead, it is important to check the actual values used before referencing them in the quotation.

{
    ...
    "quotation": {
        "quotationNo": "QT-1912851",
        "quotationRequestReference": {
            "documentNo": "QTR-1912774"
        },
        ...
        "quotationLines": [
          {
            "lineIdentifierReference": "1",
            "itemNo": "VI9623NJ85",
            "name": "Umbrella",
            "description": "Windproof travel umbrella with flexible fiberglass ribs and double canopy.",
            "quantity": 6.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "unitPriceAmount": 2750.27,
            "notes": "We offer the product in 15 colors. Please specify the color when ordering."
          },
          {
            "lineIdentifierReference": "1",
            "itemNo": "J8724HYQV3",
            "name": "Travel umbrella",
            "description": "Lightweight, compact, with automatic opening and closing function. Instant dry technology, canopy with teflon coating and 9 fiberglass ribs. Ergonomic design with a rubberized handle.",
            "quantity": 6.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "unitPriceAmount": 3068.75,
            "notes": "The item is available only in black."
          },
          {
            "lineIdentifierReference": "2",
            "itemNo": "PL8C6K0NTG",
            "name": "Umbrella holder",
            "description": "Umbrella stand rack with removable tray and 8 hooks.",
            "quantity": 2.0,
            "unitOfMeasure": {
                "unit": "One"
            },
            "unitPriceAmount": 5751.94,
            "notes": "Please note that we only have bronze and white in stock. Copper and black have longer delivery time."
          },
    }
}