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Lead Entry

 

Add and maintain Inquiries generated by a Customer for one or more Sales Items. Apart from regular Inquiry details, this master also links Pre-Inquiry Sales Activities that were carried out for the Customer. Information related to Tender submitted, if any is also recorded.

 

Further, Inquiries generated are promptly followed up for meaningful actions and Quotations can be raised against them. Details regarding the Follow up and Quotations are also shown on the main screen whenever an existing Inquiry is referred to.

 

An Inquiry can neither be edited nor deleted once a Quotation is raised against it.

 

  • Inquiries that have been closed through Inquiry Close Entry option can NOT be edited. Though you can view them.

    • A list of already existing Inquiries will be displayed as follows -

    Search:

    Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

     

    Inquiries can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

     

  • Inquiries that have been closed through Inquiry Close Entry option can NOT be edited. Though you can view them.

    •  

    To 'Add' an Inquiry, click on the button and to 'Edit', click on the icon on its corresponding record. Click on icon to delete a particular Inquiry. To view details of a particular Inquiry, <DoubleClick> on that record. As a result, following screen will be displayed -

    Screen Layout of Customer and Sales Details

    Field Description of Customer and Sales Details

    Customer:

    Specifies the Customer who has raised Inquiry.

    While 'Adding', click on icon on the field to access a list of already existing Customers defined through Customer Master option. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Customer Code. Press <TAB>.

     

    The system will check whether the entered Customer Code exists in the Customer Master or not. IMMS allows users to add a Customer on the fly provided the currently logged-in user has the rights to add a new Customer.

     

    You can not select a Customer that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help will also not display such Customers.

     

    In case of 'Edit', 'View' , Customer will be displayed automatically for the selected Lead Year + Lead Group + Lead Site + Lead Number. It can not be changed.

     

    Salesman:

    Specifies the Salesman who has received the Inquiry.

     

    While 'Adding', the Salesman specified for the selected Customer through Customer Master option will be displayed by default. But you can change the Salesman. To do so, click on the field to access a list of already existing Employees defined through Employee Master option of Administrator Tools Module. Select your desired Employee from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Employee . Press <TAB>.

     

    In case of 'Edit', 'View' , Salesman of the selected Lead Year + Lead Group + Lead Site + Lead Number will be displayed automatically. You can change it in 'Edit' mode.

     

    Sales Region:

    Specifies the Sales Region under which the Inquiry comes.

     

    While 'Adding', the default Sales Region for the selected Customer specified through Customer Master option will be displayed by default. You can change it. To do so, click on the field to access a list of already existing Sales Regions defined through Codes Master Entry (Code Type = 'SR') option of Administrator Tools Module. Select your desired Sales Region from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Sales Region.

     

    In case of 'Edit', 'View' Sales Region of the selected Lead Year + Lead Group + Lead Site + Lead Number will be displayed automatically. You can change it in 'Edit' mode.

     

    Lead Ref:

    (Type : Alphanumeric, Length : 40)

    Specifies the reference of the Inquiry.

     

    While 'Adding', enter the Reference of the Inquiry.

     

    In case of 'Edit', 'View' , Inquiry Reference will be displayed automatically for the selected Lead Year + Lead Group + Lead Site + Lead Number. You can change it in 'Edit' mode.

     

    Lead Type:

    Denotes the Type of Inquiry.

     

    Lead Details

    Inquiry details are recorded as follows -

    Lead Year:

    Specifies the financial year of Inquiry.

    While 'Adding', current financial year is displayed by default. You can NOT change it.

     

    In case of 'Edit', and 'View', financial year is displayed automatically for the selected record. It can not be changed.

    Lead Group:

    Specify the Group of the Inquiry.

     

    While 'Adding', please note that the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator Toolswill be displayed automatically.

     

    You can change it by clicking on the field to access a list of already defined Inquiry Groups for the entered Year though Document Control Master option in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group.

    In case of 'Edit', and 'View', Lead Group is displayed automatically for the selected record. It can not be changed.

    Lead Site:

    Specify the Site of the Inquiry.

     

    While 'Adding', the Site if any specified with the selected Group will be displayed automatically.

     

    Click on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site.

     

    CollapsedRead more about Site...

    Please note that the Site(s) will be displayed/accepted as per the following conditions -

    • In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, then only those Sites will be displayed which have been linked with the selected Year and Inquiry Group.
    • In case the 'Site Required' flag is 'Off', then all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

    Lead Number:

    (Type : Alphanumeric, Length : 6)

     

    While 'Adding', Inquiry Number is either generated automatically or entered manually by the user.

     

    Generation of Inquiry Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' through Document Control Master option in Administrator Tools Module. CollapsedClick here to read more about the flag...

     

    In case of 'Edit', and 'View', Lead Number is displayed automatically for the selected record. It can not be changed.

    Lead Date:

    Specifies the Date of Inquiry.

    While 'Adding' a new Inquiry, enter the Date of Inquiry. It can not be later than today's date.

     

    In case of 'Edit', and 'View', Date will be displayed automatically for the selected Lead Year, Group, Site and Number. You can change it in 'Edit' mode.

    Source of Lead:

    Specifies the Source of Inquiry.

    While 'Adding' a new Inquiry, click on the field to access a list of already existing Inquiry Sources defined through Codes Master Entry (Code Type = 'SI') option of Administrator Tools Module. Select your desired Source from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Source.

    In case of 'Edit', and 'View', Source of Lead is displayed automatically for the selected record. You can change it in 'Edit' mode.

    Tender Information

    While 'Adding' a new Inquiry, following fields will be displayed blank.

     

    Whereas in case of 'Edit', and 'View', Tender details will be displayed as per the combination of selected Lead Year + Group+ Site+Number. You can change them in 'Edit' mode.

    Tender No:

    (Type : Numeric, Length : 40)

    Enter the Tender Number.

     

    EMD Required Date:

    Enter the Date on which Tender is required.

     

    EMD End Date:

    Enter the Maturity Date of the Tender.

    EMD Amount:

    (Type : Numeric, Length : 40)

    Enter the Amount of Tender.

    Follow Up & Quotation Details

    Quotation Year:

    Displays the Year of Quotation made against the selected Lead Number through Quotation Entry option for your reference. You can NOT change it.

     

    Quotation Group:

    Displays the Group of Quotation made against the selected Lead Number through Quotation Entry option for your reference. You can NOT change it.

     

    Last Quotation No:

    Displays the latest Quotation Number made against the selected Lead Number through Quotation Entry option for your reference. You can NOT change it.

    Next Follow up:

    The last date on which Follow up has to be done for the selected Lead Number will be displayed automatically. This field is only for your reference purpose and you can not enter data in it.

     

    Contact Person:

    Automatically display the Contact Person of the selected Lead Number. You can change it. To do so, click on the field to access a list of Contacts Persons defined for the selected Customer through Customer Master option. Select your desired Contact from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Contact Person. Press <TAB>.

     

    Remarks:

    While 'Adding' a new Inquiry, enter Remarks if any for that Inquiry.

     

    Whereas in case of 'Edit', and 'View', Remarks will be displayed for the selected Lead Year + Group + Site + Number. You can change it in 'Edit' mode.

    Model Details

    A grid will be displayed in order to enter the Sales Items for which the Customer has inquired about  as shown above.

     

    While 'Adding', this grid will be displayed blank.

     

    In case of 'Edit', and 'View', the grid will be populated and displayed with Sales Items and other details as per the selected Lead Number. You can change details in 'Edit' mode.

     

    Click on button to enter more Sales Items in the grid. As a result, a new row will added in the end of the grid.

     

    Field Description of the grid -

    Action

    Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

    Sr. No.:

    Automatically generated sequence number.

     

    Sales Item Code:

    Specifies the Sales/Service Item inquired by the selected Customer.

     

    Click on the icon on the field to access a list of already existing Sales Items defined through Sales Item Master : Product/Spares option as well as Service Items defined through Sales Item Master : Service option. Select your desired Item from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Item. Press <TAB>.

    The system will check whether the entered Item exists in the Sales Item Master or not. IMMS also allows users to add an Item on the fly provided the currently logged-in user has the rights to add a new Sales Item.

    You can not select a Sales Item that has been deactivated through Activate/De-activate Master option in Administrator Tools Module. The help will also not display such Sales Items.

     

    You can not select a Service Item that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The <F5> help will also not display such Service Items.

    Sales Item Name:

    Description of the selected Sales Item Code will be displayed automatically.

    Customer Item Code:

    (Type : Alphanumeric, Length : 100)

    Click on the field. Enter the Customer's Item Reference. Press <TAB> .

     

    Customer Item Name:

    (Type : Alphanumeric, Length : 255)

    Click on the field. Enter the name of the Customer's Item Code. Press <TAB>.

     

    SUOM:

    Automatically displays the Sale Unit of Measurement of the Sales Item for your reference purpose. You can not change it.

     

    Model No.:

    Model of the selected Item is displayed automatically as specified through Sales Item Master.You can not change it.

     

    Currency:

    The system will display Currency Code for Indian Currency by default. You can not change it.

     

    Basic Price:

    (Type : Numeric, Length : 9.4)

    Basic Price of the selected Sales Item for the selected Currency is displayed automatically as specified through Sales Item Master. You can change it. Click on the field to do so.

    Please note that  in case the Price of the Item has not been specified for the selected Currency in Sales Item Master, this field will be displayed blank. You can enter the appropriate Basic Price.

    Quantity:

    (Type : Numeric, Length : 9.4)

    Click on the field. Enter the Quantity of Sales Item for which Inquiry has been raised by the Customer. Press <TAB>.

     

    Application Code:

    Denotes the Application of Sales Item for which Inquiry has been raised. It can be left blank.

     

    Click on the field to access a list of existing Applications defined through Codes Master Entry (Code Type = 'SQ') option of Administrator Tools Module. Select your desired Application from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Application Code. Press <TAB>.

     

    Application:

    (Type : Alphanumeric, Length : 40)

    Automatically displays the description of the selected Application Code. The user can not change it.

     

    But in case the Application Code has not been entered, the user can enter this description. To do so, click on the field. Now Enter the Application of Sales Item for which Inquiry has been raised by the Customer. Press <TAB>.

     

    PDO:

    Click on the field. Enter the Projected Date of Order of Sales Item for which Inquiry has been raised by the Customer. Press <TAB>.

     

    Sales Item Type:

    Type of Sales Item is displayed automatically as per specified through Sales Item Master. You can not make any changes as it is for your reference purpose only.

    But if you are adding a new Item, please select the Sales Item Type for that Item. To do so, click on the field and select the type from the given list. Press <TAB>.

    Inq. Status:

    Automatically displays Status of the Inquiry. You can not change it as it is for your reference purpose.

     

    In case Quotation has already been made against the Inquiry, this field will display 'Qtn'. If no Quotation has been generated against it, the field will display 'Open'.

     

    Cust PO Item Sr.No:

    (Type : Alphanumeric, Length : 5)

    Click on the field. Now enter the Serial Number of the selected Sales Item in the Customer's Purchase Order if any. Press <TAB>.

     

    Equipment Attribute:

    Please note that this field will be displayed only if 'Do you require Equipment Attribute' flag is set as 'On' through Sales Policy option of Administrator Tools module.

     

    Click on the field. Another grid will be displayed as follows -

    The grid will be populated with existing Equipment Attributes entered for the current Item. In case no Attribute has been associated yet, this grid will be displayed empty.

    Click on button to enter more Equipment Attributes in the grid. As a result, a new row will added in the end of the grid.

    Field Description of the grid -

    Action

    Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

    Equipment Attribute Code:

    Click on the field to access a list of already existing Equipment Attributes defined through Codes Master-Entry (Code Type="EA") option of Administrator Tools Module. Select your desired Equipment Attribute from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Equipment Attribute Code. Press <TAB>.

     

    Equipment Attribute description:

    Name of the selected Equipment Attribute will be displayed automatically.

     

    Equipment Attribute Value:

    (Type : Alphanumeric, Length : 20)

    Click on the field. Now enter the value of the selected Equipment Attribute for the Item.

     

    Sales Item:

    Automatically displays the Sales Item for which the Equipment Attribute is being entered.

     

    Once done, click on 'OK' button to continue. As a result, the control will go back to the previous grid.

    Product / Spare Size:

    Please note that this field will be displayed only if 'Do you want to fetch Product Size in Quotation Entry from Item Master?' flag is set as 'On' through Sales Policy option of Administrator Tools module.

     

    Automatically displays the size of the selected Item as entered through Item Master Basic Detail - Entry option of Materials module for your reference purpose. It can not be changed.

    HSN/SAC Code:

    Displays the HSN/SAC Code of the Sales Item as specified through Sales Item Master : Product/Spares or Sales Item Master : Service option for your reference purpose. It can not be changed.

    Field Description of Other Detail

    Store various drawing and image files related to the selected Item through this section.

    Click on to select the files or images. As a result, Windows Explorer will open to select the files from their respective paths. You can also drag the files from the Windows Explorer and drop them to this section. The File will be displayed in the list below. IMMS allows to select following type of files-

    A list of Files will be displayed as follows-

     

     

    While 'Adding' a new Item, this list will be empty.

    In case of 'Edit', and 'View' and this list will display all the attached Files for the selected Item.

     

    Field Description of the list-

    Action:

    To view a particular File, click on icon of its record.

    To delete a File , click on the icon of its record.

     

    Sr, No.:

    Denotes the sequential number of the File.

     

    File Name:

    Denotes the name of the attached File.

     

    File Path:

    Denotes the path of the attached File.

     

    File Size:

    Denotes the size of the attached File.

     

    Mode:

    Denotes the Mode by which the Document has to be sent.

     

    Click on the box. Select 'Mail', 'Post' or 'Both' from the given list.

     

    Document Type:

    Denotes the Type of Document.

     

    Click on the box. Select the appropriate option from the given list.

     

    Document No:

    Click on the box. Enter the number of the Document.

     

    Document Revision No:

    Click on the box. Enter the Revision Number of the Document.

     

    Created By:

    Denotes the name of the person who has created the Document.

     

    Created Date:

    Denotes the date when the Document was created.

    Once you have entered all the information related to the Inquiry, click on 'Save' button to save it or 'Cancel' to discard. The control will go back to the list.