Sales Enquiry
Sales Enquiry Module - User Guide
1. Introduction đ
The Sales Enquiry module is the starting point of the sales cycle in the ERP system. It is used to record and track potential interest from customers regarding goods or services. By capturing enquiries early, the business can manage leads effectively before they progress to the Quotation or Sales Order stages.
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In the overall business flow:
- It is the first touchpoint with a potential or existing customer.
- It serves as the basis for generating Quotations.
- It helps the sales team track customer requirements and follow up on leads.
Typically, this module is used by Sales Officers and Marketing Teams to ensure no customer request is overlooked.
2. Getting Started with Sales Enquiries đ
Accessing the Module
To access the module, navigate to the Sales Enquiry Index from the main menu.
The Index Page
The Index Page provides a bird’s-eye view of all enquiries. Features include:
- Search/Filter: Filter enquiries by Enquiry Number, Date, Party Name, or Sales Officer.
- View Details: Click on an Enquiry Number to see the full header and line item information.
- Navigation: Quick access to create new entries or modify existing ones.
Starting a New Enquiry
Click the “Create New” button. The system guides you through a two-stage process:
- Header Entry: Capture basic details like Party, Sales Officer, and Reference Number.
- Item Entry: Add specific items, brands, and quantities requested by the customer.
3. Features â¨
The Sales Enquiry module includes several automated features to streamline data entry:
- đ Two-Tier Structure: Separate management of Enquiry Headers and Line Items for better organization.
- đĸ Master Integration: Seamlessly fetches data from Party Master, Salesman Master, Item Master, and Brand Master.
- đī¸ Fiscal Year Validation: Ensures all enquiries are dated within the active financial period.
- đ Book Closure Protection: Prevents any modifications or additions if the financial period is marked as closed.
- đĨ Role-Based Access: Access to Create, Modify, and Delete actions is strictly controlled by user permissions.
4. Complete Flow đ
The standard workflow for a Sales Enquiry is as follows:
Create Header
- Click “Create New” on the Sales Enquiry Index.
- Select the Enquiry Date (defaults to today).
- Choose the Party (Customer) using the smart search.
- Assign a Sales Officer.
- Enter the customer’s Ref No and any relevant Notes.
Add Line Items
- After saving the header, you are redirected to the Sales Enquiry Line Create page.
- Search and select the Item and Brand.
- Enter the Quantity requested.
- Save the item to attach it to the enquiry.
Review and Manage
- View the summary in the Sales Enquiry Details page.
- Access line-level details through the “Sales Enquiry Line Level Details” link.
- Modify details if requirements change.
5. Validations and Error Handling â ī¸
To maintain data integrity, the system performs several real-time checks:
| Validation Type | What is checked? | Error Message / Action |
|---|---|---|
| Required Fields | Missing Party, Sales Officer, or Ref No. | Highlights field: “Needs to be selected/filled.” |
| Date Range | Date outside the current fiscal year. | “Date Must be between [Start] and [End].” |
| Ref No Length | Reference number exceeding 25 characters. | “Ref No can be upto 25 characters only.” |
| Book Closure | Entry in a closed period. | Redirects to Access Denied page. |
| Item/Brand | Missing Item or Brand in line entry. | “Brand/Item needs to be filled.” |
| Quantity | Qty outside 0.001 to 99999.999 range. | “Qty must be between 0.001 and 99999.999” |
6. Tools / Smart Features đ§
- đ Smart Search (MudAutocomplete): Start typing a Party, Salesman, or Item name, and the system instantly filters matches from thousands of records.
- ⥠Real-time Processing: The interface indicates when a save operation is in progress to prevent duplicate submissions.
- đ Navigation Shortcuts: Built-in “Back” and “Cancel” buttons ensure a smooth user experience across the multi-step flow.
7. Related Reports đ
- đ Sales Analysis Report: Analyze enquiries by date, party, and salesman.
- đ Sales Order Analysis Report: Track the conversion of enquiries into confirmed sales orders.
8. Configuration Requirements âī¸
Before using the Sales Enquiry module, ensure the following masters are populated:
- đ¤ Salesmen Master: To assign responsibility for the enquiry.
- đī¸ Party Master: To link the enquiry to a specific customer.
- đĻ Item & Brand Master: To specify the products being enquired about.
- đ Financial Year: Must be correctly configured for date validation.
9. Best Practices / Tips đĄ
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- Accurate Ref No: Always enter the customer’s reference number accurately to facilitate easy tracking during follow-ups.
- Detailed Notes: Use the Notes field to capture specific customer preferences or urgency.
- Line Item Accuracy: Ensure the correct Brand is selected for each item, as this often affects pricing in later stages (Quotations).
10. Technical Observations đ
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- UI Label Note: On the enquiry details page, the link to line items may be labeled under “Sales Credit Note Services”; this refers specifically to the Line Level Details for that enquiry.
- Deletion Policy: Deleting a header will also remove associated line items to maintain database consistency.