Enquiry Setup and Enquiry to Sales Order Flow

Enquiry Setup and Enquiry to Sales Order Flow

Objective

The objective of this guide is to help users:

  • Correctly configure the Enquiry Template

  • Create enquiries using the configured template

  • Convert enquiries into Sales Orders without data re-entry

  • Maintain complete traceability from enquiry to order

This ensures a standardized, error-free, and auditable sales flow across the system.

Related Guides
For deeper understanding of related flows, you can also refer to:

Prerequisite (Mandatory)

Before creating any enquiry, the Enquiry Template must be configured.

⚠️ Important
Whatever fields are defined in the Enquiry Template will appear in Orders → Enquiry.
If the template is not configured correctly, the Enquiry screen will not reflect the required fields.

Step 1: Configure Enquiry Template (One-Time Setup)

  1. Go to Masters

  2. Click Templates

  1. Locate Enquiry in the template list

  1. Click on it  View / Edit icon

What to configure in the template

  • Customer-related fields

  • Contact and email fields

  • Item details section

  • Quantity fields

  • Document upload fields

  • Mandatory vs optional fields

  • Field order and layout

  1. Click Save

Once saved, the template becomes active immediately.

Step 2: Open Enquiry Module

  1. Go to Orders

  2. Select Enquiry

You will land on the Enquiry List screen.

Step 3: Understand Enquiry List Screen

The Enquiry List displays:

  • Enquiry Number

  • Customer Name

  • Email and Contact

  • Status

  • Created By

  • Action icons

Enquiry Status

  • Enquiry Creation
    Enquiry is created but not yet converted

  • Converted to SO
    Enquiry has been converted into a Sales Order

Step 4: Create a New Enquiry

  1. Click + NEW

  2. The Add Enquiry screen opens

  3. The fields shown here are exactly as defined in the Enquiry Template

Step 5: Fill Enquiry Details

General Details

  • Select or add Customer

  • Enter Email

  • Enter Contact Number

Item Details

  • Select Item Code

  • Item Name auto-fills

  • Enter Quantity

  • Use Add Another Row to add more items

  • Total quantity is auto-calculated

Upload Documents (Optional)

  • Upload quotation

  • Upload RFQ

  • Upload drawings or specifications

Step 6: Submit Enquiry

  1. Click Submit

  2. System actions:

    • Generates a unique Enquiry Number

    • Sets status to Enquiry Creation

    • Saves the enquiry in the Enquiry List

The enquiry is now ready for conversion.

Step 7: Convert Enquiry to Sales Order

  1. From the Enquiry List, locate the enquiry

  2. Click the Convert to SO action icon

The Add New Sales Order screen opens.

Step 8: Review Auto-Filled Sales Order Data

The following fields are auto-filled from the enquiry:

  • Enquiry Number

  • Customer Name

  • Item Code

  • Item Name

  • Quantity

This prevents duplicate entries and mismatches.

Step 9: Complete Sales Order Details

Fill the remaining mandatory fields:

  • Customer Reference Number

  • Type of Order (Customer SO / Internal SO)

  • Issue Date

  • Delivery Date

  • Area Sales Manager

  • Shipping Address

  • Price per Unit (if applicable)

Step 10: Submit Sales Order

  1. Click Submit

  2. System actions:

    • Sales Order is created

    • Enquiry status updates to Converted to SO

    • Enquiry and Sales Order remain permanently linked

Step 11: Verify Conversion

  1. Go back to Orders → Enquiry

  2. Confirm the status shows Converted to SO

  3. Open Enquiry Details to view:

    • Customer information

    • Item details

    • Quantity

    • Conversion status

Conclusion

By configuring the Enquiry Template first and following the standard

Enquiry → Sales Order flow:

  • Users avoid manual data re-entry

  • Sales data remains consistent and accurate

  • All sales demand is traceable from enquiry to order

  • Planning, MRP, production, and dispatch receive clean, structured inputs

  • Audit and reporting become straightforward

This structured process ensures that enquiries are not just recorded, but reliably converted into executable sales orders without operational gaps.

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