Handle Purchase Quote and send Email

In Business Central, you can create a purchase quote and send it directly to the vendor by email without leaving the system. The email includes a PDF of the quote, and the purchase management journal updates automatically so you can track the quote until the vendor responds.

To send a quote, open the purchase order, create a new quote with your lines, then use Related and the Handle Quote action to send the email. The system generates the email with the PDF attached and logs the activity in the journal.

You handle the whole process in one place. There is no need to export documents manually or switch to a separate mail program.

Creating and sending a purchase quote directly from Business Central

Purchase order management lets you create a quote and send it straight to the vendor by email. You do not need to leave the system or move documents around manually.

To get started, go to the purchase orders and create a new quote. In this example, the quote has two lines.

Once the quote is ready, go to Related, then Handle Quote, and choose Send Mail. The system generates the email with the quote as a PDF attachment.

How the purchase management journal tracks the quote

When you send the quote, the purchase management journal updates automatically. If you open the journal, you can see that the quote has been sent and the relevant entry is updated.

This gives you a clear record of what has been sent and when, so you can keep track of where each quote stands.

Waiting for the vendor’s response

After sending the quote, the next step is to wait for the vendor to reply and confirm whether the quote is suitable. With the journal keeping track, you always know which quotes are still awaiting an answer.

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