Purchase Inquiry

Click on Create.

Buyer & Shipping Details:

1. Buyer Details: Select the buyer organization details (company name and address).

2. Shipping Address: Select the shipping address where goods/services should be delivered.

Suppliers:

1. Tags: Enter tags to categorize or group the inquiry.

2. Suppliers: Add/select the suppliers to whom the inquiry will be sent.

Primary Document Details:

1. Type: Select the type of inquiry (e.g., Product, Service).

2. Indent Number: Enter or link the indent number, if applicable.

3. Document Series: Choose the document series under which the inquiry will be recorded.

4. Title: Provide a title/subject for the inquiry.

5. Delivery Date: Select the expected delivery date.

6. Bidding Start Date: Choose the date from which bidding will begin.

7. Bidding End Date: Choose the last date until which suppliers can submit bids.

8. Payment Term: Select the payment terms.

9. Currency: Choose the currency in which transactions will occur.

Items Section:

1. Item: Select the item/product for which the inquiry is being raised.

2. Quantity: Enter the required quantity.

3. UOM: Choose the unit of measurement.

4. Alternate UOM: Enter an alternate unit of measurement, if applicable.

5. HSN/SAC: Provide the HSN (Harmonized System Nomenclature) or SAC (Services Accounting Code).

6. Store Quantity: Enter the store/warehouse quantity if required.

7. Add Item: Click this button to add multiple items to the inquiry.

Additional Details:

1. Attachments: Upload supporting documents by clicking the upload section.

2. Attach Signature: Add the authorized signatory’s signature.

3. Comment: Add remarks or special instructions for suppliers.

4. Terms & Conditions: Specify the terms and conditions for the inquiry.

Actions:

• Draft: Click on Draft to save the inquiry as a draft for later editing.

If in Draft, the inquiry can be updated.

• Submit & Send: Once you click Submit & Send, the inquiry is finalized and sent to selected suppliers.

Submit Inquiry Workflow:

1. Once you click Submit, an email will be sent to the vendor.

2. The vendor will receive an email with the subject “Publish Inquiry”.

3. In the email, the vendor can click the Reply button.

4. Clicking Reply will redirect the vendor to the Public Quotation page.

5. On the Public Quotation page, the vendor can then submit their quotation for the inquiry.

View: Click on the View button to view inquiry details.

Print: Click on the Print button to print the inquiry.

Update:

• Allowed only when the inquiry is in Draft status.

• Not allowed once it is in Submit & Send status.

Workflow Approval:

• If Approval Workflow is enabled in setup, only assigned members can approve the inquiry.

• Other members cannot approve it.

Cancellation:

• Inquiries can be cancelled if they are no longer required.

• If cancellation rules are enabled in setup, only authorized members can cancel the inquiry.