Orders & Quotes
Once sectors' requests are validated, logistics organizes the purchase or rental of material from suppliers: that's the role of the Orders & Quotes module.
Consolidated material list
TriLog continuously calculates a consolidated material list: the cumulative total, per product, of all validated requests for an event. It's the starting point for preparing orders — it updates automatically with every change to a request.
Quotes
Before placing an order, logistics can request a quote from a supplier. The quote remains optional: an order can also be created directly, without a prior quote (see Direct order, without a quote).
| Status | Description |
|---|---|
| To request | Quote identified as needed, not yet sent |
| Requested | Sent to the supplier, awaiting a reply |
| Received | The supplier has replied |
| Accepted | Validated — generates an order |
| Rejected | Rejected (or reverts to rejected if the generated order is cancelled) |
Only the logistics coordinator can accept or reject a quote (and thereby generate an order); the logistics assistant can request one but cannot decide.
In the consolidated material list, an item can appear without a suggested supplier if no supplier is attached to it in the catalogue. A quote can still be requested for this material: the supplier to contact is then chosen manually in the quote form.
From quote to order
An order groups lines (product, sector, location, quantity, unit price).
An order can only be cancelled before any receipt, and only the logistics coordinator can do so. If it covered one or more requests, the corresponding quantity is automatically released — the affected requests become uncovered again and the committed budget is released.
A PDF purchase order can be downloaded from each order's record (the "Purchase order" button) — it's the same document sent to the supplier upon confirmation.
If logistics cancels the finalization of a receipt or a return linked to this order, the order can automatically revert to an earlier status (for example from Delivered to Partially delivered or Confirmed, or from Returned to Delivered) — reflecting the receipts and returns still finalized at that moment. The committed budget is not affected by this reversal.
All supplier prices (quotes, orders) are expressed before tax (excl. VAT). VAT only appears at the time of the invoice.
Direct order, without a quote
An order can be created directly from the Orders module, without going through a quote — for example for material outside sector requests (direct purchase, sponsor donation...). It specifies:
- the supplier and, if needed, a specific supplier contact (purchasing, management, technical, accounting, logistics, or other);
- a separate on-site contact: a team member who will receive the delivery, chosen independently of the supplier contact;
- the acquisition type (purchase or rental) and the material lines (product, quantity, unit price, sector).
An order created this way remains in preparation — nothing is sent to the supplier — until the explicit "Confirm and send" action, reserved for the logistics coordinator. This is the difference from an order generated from a quote, where accepting the quote automatically confirms and sends the order.
Full step-by-step guide: see the tutorial →
Who can do what
| Action | Logistics coordinator | Logistics assistant |
|---|---|---|
| View, create, or edit a quote/order | Yes | Yes |
| Request a quote | Yes | Yes |
| Accept or reject a quote | Yes | No |
| Confirm and send, or cancel an order | Yes | No |
Next step
A confirmed order triggers a supplier receipt, then a distribution to the requested locations.
Where to find it
From the Logistics space, Orders and Quotes sections. The consolidated material list is accessible from the Requests section.