What Does This Procedure Do?
This procedure is used to register an inquiry (also known as a query or request) that is made to a supplier. When an inquiry has been registered, it can easily be converted into an order. When an inquiry has been registered, it can be printed directly from this procedure. If you want to print several inquiries you use the Print Inquiry procedure. You can print a list over the current inquiries using the Inquiry List procedure.
Registering New Inquiries
The registration window is divided into a heading row and two tabs called Main and Rows. You will also find two tabs called Inquiry and Inquiry response to preview the form before printing. When registering a new inquiry, you select a supplier on the heading row. You can also enter an optional inquiry number. The inquiry number can consist of both digits and letters (alphanumerical), and can contain up to 10 characters.
It is also possible to use the automatic numbering system but then the inquiry number will consists only of digits. You enter a Start code for the current number series in the Number Series procedure in the Global Settings module.
By using the setting Enter inquiry number during save in Register Inquiry, under Orders / Inquiries under the Purchase tab in the Settings procedure, a window is displayed during save in which you can enter an optional inquiry number.
The first tab Main, contains general information about the inquiry, such as the supplier name, terms of payment etc. Most of this information is taken from the supplier register, but can be modified for an individual inquiry.
The other tab Rows is used to register the parts/services that the supplier is supposed to quote. This is where you register different row types, such as part rows, service rows, additional order rows etc. You can also enter a price for each inquiry row.
Under the tabs Inquiry and Inquiry response you can preview the forms before printing.
Under the Activities tab you can register activities and log e-mail conversations regarding the inquiry.
Update Existing Inquiries
This procedure also allows you to open an existing inquiry and modify the previously entered information, or add/delete order rows. You can also allow an inquiry to consist of two different parts, for example if you want to send inquiries for the same part to several different suppliers. To the right of the inquiry number field, you can enter a new sub-number for an existing inquiry. A new inquiry is always given sub-number 1. The best way to create a new sub-number is to use the Save As feature under File on the Window menu and then change the supplier number and save once more. In the Inquiry List procedure, you can see these "sub-inquiries" as separate inquiries with sub-numbers.
Warning during Minimum Order Amount
If a minimum order amount is entered regarding purchases from the supplier, a message appears if the total order amount (in the company currency) is lower than the minimum order amount. This check is made when you save the inquiry or the purchase order. The same check of the minimum order amount is made in the procedures Purchase Order Suggestion and Refill List - Purchase when you create a purchase order.
Send Inquiries via E-mail
You can send inquiries to suppliers via e-mail. The status of inquiries sent via e-mail will not be updated if you failed to logon to the e-mail program Microsoft Outlook or if the e-mail sending was interrupted.
Export Inquiries
You can, from a local copy of MONITOR, create and export inquiry bases. This means that e.g. a purchaser can register an inquiry in his local MONITOR system in connection with a visit to suppliers and then export it via an e-mail message to the office for import to MONITOR. Please read more about this under CRM and SRM in the Using MONITOR Procedures guide.
Window Functions
Read more about the Window functions under Window Functions in the MONITOR Basics guide.