Understanding Quote Statuses
Each quote follows a simple lifestyle with the following statuses:
Status | Description |
Quote Issued | The vendor has issued a quote with pricing and terms. |
Quote Accepted | The customer has accepted the quote and approved it for production. |
Quote Rejected | The customer has rejected the quote; no further action will be taken. |
In Production | The quote has been accepted, and manufacturing of the parts is in progress. |
Production Complete | Manufacturing is finished; the parts are ready for shipment. |
💡 Tip: You can hover over the Status label to see when the last update occurred — a quick way to check progress without opening the quote details.
Accepting a Quote & Entering a Purchase Order Number
When you’re ready to move forward with a vendor’s quote, you can accept it directly through a system and link it to your purchase order (PO).
Important Note on Editing Issued Quotes: Once a vendor has issued a quote, the configuration details become strictly standardized. If you need to make adjustments before accepting, you can only update the Order Quantities and Requested Delivery Dates. All other details (such as part files, materials, or descriptions) are read-only.
To accept a quote:
Go to Quote Orders > Quote Orders Tab.
Locate the quote you wish to accept and click the eye icon
under Actions column to view details.
Review the quote information – including pricing, quantity, and delivery date.
Click Accept Quote.
When prompted, enter your Purchase Order Number in the designated field.
Click Confirm to finalize acceptance.
Once accepted, the quote will automatically move to the In Production status once the vendor confirms the order on their end.
💡 Tip: Ensure the PO number matches your company’s internal purchasing records for easier tracking and reconciliation.
Rejecting a Quote
If you choose not to proceed with a vendor’s quote, you can reject it directly within the portal. This action notifies the vendor that their quote will not move forward.
To reject a quote:
From Quote Orders > Quote Orders Tab, locate the quote you want to reject.
Under the Actions column, click the eye icon
to open the quote.
Click Reject Quote.
You are required to enter a detailed reason why you need to reject the quote – for example, “The Lead Time is too long in order for us to reach our end goal date.”
Click Confirm.
Once rejected, the status will update to Quote Rejected, and no further action is needed.
💡 Tip: Including a rejection note helps vendors adjust future quotes to better match your requirements.
Tracking Production Status
After a quote is accepted, your order transitions into production. You can track its status in real time through the Production Tracking Dashboard.
To monitor order progress:
Navigate to Quote Orders > Quote Orders Tab.
Use the enhanced filtering tool to select multiple status checkboxes simultaneously. For example, you can check both "In Production" and "Quote Issued" at the same time to see a complete view of your active pipeline.
The Status column will show one of the following:
In Production – Vendor has started manufacturing.
Production Complete – Production is finished; parts are ready for shipment or pickup.
Click the eye icon to view detailed order information, including production updates, delivery details, and any attached documentation.
💡 Tip: You can enable email or in-portal notifications to be alerted automatically when an order status changes.
Order History & Accessing Material Certifications & Inspection Reports
Order History & Accessing Material Certifications & Inspection Reports
All completed orders are archived in the Order History section, allowing you to reference past work, verify details, or download associated documentation.
To view order history:
Go to Quote Orders > Quote Orders Tab.
Select the Production Complete filter in the drop down status menu, to view finished orders.
Click the eye icon
beside any order to open its record.
Within the order record, you can:
Review full order and quote details.
Download attached Material Certifications or Inspection Reports (if provided by vendor).
View revision and shipment history for traceability.
Review the Activity Timeline in the bottom-right corner to see a log of all order updates, such as status changes, file uploads, and comments.
Start a unified quote request: Easily clone historical part configurations directly from a past order into the new multi-part RFQ builder, completely replacing the old standalone reorder process.
💡 Tip 1: The Activity Timeline provides a quick overview of when key actions occurred — ideal for tracking progress or verifying documentation steps.
💡 Tip 2: Save certification and inspection files to your internal quality folders for easy access during audits or customer requests.
Post-Acceptance: Production Documents
Once a quote is accepted and moves into production, the system automatically generates a Router-Traveler Excel file to provide full transparency into the fabrication process.
What is a Router-Traveler? This document serves as the official production guide for your parts. It contains the complete Bill of Materials (BOM) and the specific Routing steps (e.g., Laser Cutting, Bending, Powder Coating) that the vendor will follow.
Fulcrum ERP Integration: If your workspace is integrated with Fulcrum, this file is automatically generated and attached to the corresponding Sales Order the moment the quote is accepted.
Accessing the File: You can download the Router-Traveler at any time from the Order Details page. Simply click the eye icon next to your order and look for the Documents section.
Automatic Distribution: A copy of this file is also emailed to the vendor and made available in their portal to ensure production alignment between both parties.
Tip: Use the Router-Traveler to verify that the material grades and processing steps match your original engineering requirements before production reaches the final stages.