Creating & Sending Purchase Enquiries

Note: If you have created the purchase enquiry from the ‘Estimate’ form, simply search for the enquiry using the button on the Purchase Enquiries form and jump to step 3.

1. Load the ‘Purchase Enquiries’ form from the ‘Quoting’ Module Menu

2. Click the button on the Active Form Control Menu to start a new Purchase Enquiry; the form become blank ready for data input and the ‘No’ field is set to ‘NEW’.

3. Start by selecting the probably methods of transport.

4. Start entering the required items int the main grid. It is not necessary to fill in a product code or issue level.

5. Once the line items have been added, proceed to add the suppliers you wish to send the enquiry to by clicking the in the bottom ‘Enquiry Recipients’ grid. This will load the ‘Search Companies’ form, search for the required company and double click the row to select the company for use.

6. You can add as many suppliers as you like.

7. If a default contact is not shown in the ‘Contact’ column or you wish to change the contact, double click the ‘Contact’ cell to load the contact selection form.

8. The Purchase Enquiry can now be printed or emailed by using the buttons on the Active Form Control Menu. The system will cycle through each supplier that hasn’t already been emailed (indicated by the ‘E’ checkbox) and construct either a print preview or email for the purchase enquiry. You have the opportunity to preview each one before sending and cancel if required.

9. Closing the form will save any changes made to the purchase enquiry.

10. When the suppliers return the purchase enquiries, re-open the Purchase Enquiries form & search for the corresponding record using the button. Then proceed to update the line items with the returned values.