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Quantum VS Help: Sales Desk |
When you have created a new Sales Enquiry you must enter the Customer and other header details in the fields in the upper section. For example:
The procedure for entering header details is as follows:
Note: Use your [Tab] key to move from one field to the next. Mandatory Fields (fields which must contain a value before a function can be completed) are shown with a yellow background (as pictured above) or with an 'i' next to the field. Additional fields may be shown based on your system configuration.
Note: To review the full Sales Enquiry procedure see Working With Sales Enquiries.
Default Branch and Staff Code field values are added when the Sales Enquiry is created. The Branch field refers to the Branch at which the Sales Enquiry is being placed. The Staff Code refers to the member of staff creating the Sales Enquiry.
If necessary you may (if your user permissions allow):
select an alternative Branch from the Branch menu; and/or:
re-enter your Staff Code if a different user is shown.
When you create a new blank Sales Enquiry your cursor is placed automatically in the Customer field, where you must define the customer for this Sales Enquiry.
If you know the Customer's Account Number (e.g. BA/0000010) or Short Name (e.g. Barker), type it into the Customer field.
If you don't know the Customer's Account Number or Short Name, use the Finder to locate and select it. To do this:
For further details on using the Finder to locate and select a Customer record see Finding Customers.
If the Sales Enquiry is from a company which does not have a Customer account set up on the system (i.e. they are a Prospect rather than a Customer): click [Return] to enter the default 'Customer' record defined for Prospects.
Note: In order to record Sales Enquiries from a Prospect (a company which does not yet have a Customer account set up on the system) you will need to (a) set up a dummy Prospect account in Customer Maintenance - see Creating A New Customer Record; then (b) then enter this Prospect account number in the Default Enquiry Account field in the Selling tab of the Price Book General control record.
One or more windows may pop up when you add/enter the Customer (e.g. Customer Notes / Quotes And Contracts Window).
For details on how to proceed see Working With Pop-Up Customer Windows.
The quickest way to close these windows is to click either [F12] or the [Esc] key.
When you enter the Customer, most of the header fields are populated automatically based on settings in the Customer record (which define, for example, whether the Customer is an Account or Cash Customer, and any discounts they may be eligible for), and on other system settings.
The cursor is placed automatically in the next available header field.
Enter - or edit the default - details in the available header fields as appropriate:
The Deliver To field records the address to which the goods will be delivered/invoiced. This field is populated automatically with the Customer's main site address (as recorded in the Customer record - see General Details Tab: Viewing A Customer's General Details) when you add/enter the Customer.
You have various options if you wish to enter a different delivery address. You may:
Use the Postal Address Finder (PAF) to find and enter an address based on certain details (e.g. a Post Code/building number/street name etc.).
If you enter a customer which has multiple delivery addresses (Customer Sites) recorded, a warning appears in the highlighted field to the right of the Customer field:
A '0' displays by default, indicating that the main 'head office' Customer Site has been selected as the default 'Deliver To' address.
To use the currently-listed site as the delivery address (i.e. accept the default '0'): click [Tab] to move to the next available header field.
To find and select an alternative Customer Site as the delivery address: see Entering An Alternative Customer Site Address.
When you add/enter a Customer, the Customer name plus the following 'customer contact' fields are populated automatically from the saved Customer record (see General Details Tab: Viewing A Customer's General Details):
Contact - the contact at the Customer company.
Telephone - the Customer's telephone contact number.
Sales Rep - the sales person assigned to this Customer account.
If necessary you may add/overwrite these fields on the header, or select an alternative menu option.
The Delivery Type field refers to whether, should an order be placed, the Customer will be taking the goods away themselves (Collect Now or Collect Later), whether the goods will be delivered (Delivered) or whether the goods will be sent directly from the Supplier (Direct). A Default value is entered, but you may have the option to select an alternative using the drop-down menu.
Note: If you select Direct under Delivery Type the additional tab Supplier is shown, in which you must enter Supplier details. For further details see Creating And Completing A Direct Sales Order.
The Enquiry Date field shows the date on which the Sales Enquiry was created. Today’s date is entered by default. You may select an alternative date by clicking on the drop-down menu.
The Lapse Date field shows the date on which the Sales Enquiry will no longer be classed as valid. A default date is entered, but you may select an alternative date by clicking on the drop-down menu.
Notes: (1) The default Lapse Date is defined by the Enquiry Lapse Days field in the Price Book General: Selling Record. For example, if Enquiry Lapse Days = 31, the Lapse Date in the Sales Enquiry header = today's date + 31 days. (2) If Optional Enhancement Price Book 718 is enabled, rather than the system entering a default date based on system settings, the Lapse Date is blank and you are forced to enter it. A warning is generated if you attempt to proceed without entering the date.
The Target Date field - displayed only if the Enable Target Dates field is enabled in the Price Book Flags: Miscellaneous control record - is used to record a date, agreed between you and the Customer, on which you will aim to deliver the goods. This may be amended as required. For further details see Sales Order Date Fields And Delivery Performance.
In the Customer Ref field, enter a text/numeric reference which will enable the Customer and you to identify this particular sales document.
The Route/Round header field is used for (optionally) selecting a Route Round delivery which will apply for this Customer/Customer Site for any Sales Order resulting from this Sales Enquiry. The Drop Sequence field may be used to amend the default 'drop' position of this Customer/Customer Site in the selected Route Round. See Selecting A Route Round.
If the Order Analysis field is displayed, use the drop-down menu to select an option to state where the Customer heard about your company/current offer (e.g. Radio, TV, Magazine).
Note: The Order Analysis field will only appear if the System Administrator has checked the Order Analysis field in the General Details tab of the Customer's Customer Record - see General Details Tab: Viewing A Customer's General Details. The menu options are maintained via the table file SOAC (Order Analysis) - see Table File Maintenance.
When you have completed the header details, click [Tab] to place your cursor in the lines area and begin entering line details.
Note: At this point the Sales Enquiry is assigned a number. The tab will now read Sales Enquiry 001/1002239 (or a similar number), rather than New Sales Enquiry.
