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Quantum VS Help: Sales Desk |
A Sales Enquiry is a document created by a sales person to record a customer enquiry relating to products and prices. A Sales Enquiry is suitable for occasions when a company calls to enquire about products and/or prices but does not initially wish to obtain a formal Quote or place a Sales Order.
The Sales Enquiry will typically be raised by a telesales representative in response to an enquiry from an existing Customer, or from a new 'Prospect' customer (i.e. a company which does not yet have a Customer account set up on the system).
The procedure for creating a Sales Enquiry is similar to creating a Quote or Sales Order. You must enter Customer details in the Header, then enter the Product lines and any Documentation details before Completing the Sales Enquiry.
There are procedures for reviewing Completed Sales Enquiries, to analyse the numbers taken, conversion rates, reasons why Sales Enquiries have not been converted, and the Telesales operators responsible. Sales Enquiries can be recalled using the Finder and converted as required.
When a Sales Enquiry is reviewed, the user/telesales rep has the option to:
Leave the Sales Enquiry as it is (pending further contact with the customer);
Convert the Sales Enquiry to a Quote (if the customer, having been given product/price details, wishes to obtain a quotation);
Convert the Sales Enquiry to a Sales Order (if the customer, having been given product/price details, wishes to place an order); or
'Lose' the whole Sales Enquiry, with reasons recorded (if the customer, having been given product/price details, states that they do not wish to proceed with a Quote or Sales Order based on this enquiry).
Note: When Converting a Sales Enquiry there is the option to carry certain product lines to the Quote or Sales Order while 'losing' other product lines.
The procedure for working with Sales Enquiries is as follows:
1. Create A New Sales Enquiry. This involves creating a new blank Sales Enquiry document on your desktop. See Creating A New Sales Enquiry.
2. Enter Header Details. In the header section of the Sales Enquiry you must enter the Customer, Delivery Type and other important details. The Lapse Date field defines how long the Sales Enquiry is valid for.
If the Sales Enquiry is from a company for which a Customer record does not already exist, clicking [Return] enters a defined default 'Prospect' account (i.e. not an existing Customer).
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.
At this point you may need to:
Deal with any pop-up windows which appear when you add the Customer.
Enter an alternative delivery address.
If it is a Direct Sale: enter Supplier details in the Supplier tab which is created.
See Entering Sales Enquiry Header Details.
3. Enter Product Line Details. In the lines section of the Sales Enquiry you must specify the Products the Customer requires.
At this point you may:
View price and stock details for a product.
Enter Text, Manual and Special lines as well as standard Product lines.
View and enter additional details relating to the Sales Enquiry in the Properties section.
Review Product and Customer details, and also view the Product Catalogue.
Cancel lines on the Sales Enquiry, or cancel the whole Sales Enquiry.
Right-click on a Product line to carry out a variety of useful operations, including copying and pasting Products and inserting lines.
Work with Auto Add-ons, Top Sellers And Associated Products - facilities for offering Product recommendations to boost Customer sales.
Lump-sum or re-price items on the Sales Enquiry, or manipulate prices and discounts in other ways.
Add Timber, Sheet Material, Packs and Kits to the Sales Enquiry.
Select alternative stock units/quantities.
See Entering Sales Enquiry Product Lines.
4. Review/Enter Details In The Available Sales Document Tabs: A series of additional tabs display within sales documents at an appropriate point within the document's progress.
You may wish to review - and, if necessary, enter - details by selecting the following tabs within the Sales Enquiry:
Diary: To view a list of Tasks for the selected Customer. You may also view, Complete, edit and delete individual Tasks, and also create Tasks.
Notes: To view Notes for the selected Customer. You may also view, edit and delete Customer Notes, and also create Customer Notes.
Documentation: To view default header and trailer text defined for this customer, which will be printed on the completed document, and if necessary select alternative header or trailer text for this document/customer.
User Defined Fields: Click the User Defined Fields tab to view User Defined Fields which have been defined for this document type. In the available fields you may enter data, or select from a series of menu options.
See Additional Sales Document Tabs.
5. Review/enter details in the Properties area: When a sales document is open you may use the Properties area - to the right of the screen - to review and edit additional details relating to the current Document, Customer and Product.
This might involve specifying 'Complete Delivery' options, 'Fixed Price' options, Special Price options, Print options, and more.
See Understanding The Properties Area.
6. Complete The Sales Enquiry. This involves marking the Sales Enquiry as 'complete'.
At this point you may:
Add a delivery charge; i.e. a Carriage Charge, Premium Delivery Charge or a standard Haulage Charge to the Sales Enquiry.
Once the Sales Enquiry has been Completed, a Tracking tab is created automatically, which enables you to view/open all documents relating to the Sales Enquiry after Completion.
See Completing Sales Enquiries.
7. Review and Convert Sales Enquiries. You may review Sales Enquiries after Completion, to see how many Sales Enquiries are new and/or have lapsed and/or have been converted in sales.
To retrieve and edit an existing Sales Enquiry see Editing Sales Enquiries.
You have the option of converting a Sales Enquiry (Completed or non-Completed) to a Quote or to a Sales Order. This might be used if a Customer wishes to obtain a quotation or proceed with an order based on an existing Sales Enquiry. There are options if the Customer does not wish to order certain lines, or does not wish to proceed with a Quote or Sales Order. See Converting A Sales Enquiry To A Quote Or Sales Order.
When Sales Enquiry lines are lost, deleted or converted to a Quote or Sales Order, this information is recorded for sales analysis. To view this data in the Sales Enquiry Analysis tab, see Monitoring Lost And Converted Sales Enquiry Lines (Sales Enquiry Analysis).
Note: You may use the Sales Enquiries tab in the Customer record to view Sales Enquiries for the selected customer. See Sales Enquiries Tab: Viewing Customer Sales Enquiries.
To cancel a Sales Enquiry see Cancelling A Sales Enquiry.