--- title: Edit or copy an enquiry order: 6 updated: 2026-07-12 --- # Edit or copy an enquiry Both flows reuse the same form as [Add an enquiry](/docs/enquiry-bank/add-enquiry) — the header (customer, contact person, date, mode, folder) and one product panel per line — so anything you can set when creating an enquiry, you can set here too. The difference is what happens on save: - *Edit* / *Revise* changes the enquiry you opened, in place, and records the change in its version history. - *Copy* leaves the original untouched and creates a brand-new enquiry pre-filled from it. You can even copy from a converted **sales order** back into a fresh enquiry. Everything you submit is re-checked on the server — permissions, the shape of every field, product/attachment IDs, and injected HTML — so a malformed or forged payload is rejected rather than silently corrupting the enquiry. ## Open the editor 1. Open the enquiry from the *Enquiry Bank* (*View* in the row's Actions column). The list itself is covered in [Browse the enquiry bank](/docs/enquiry-bank/enquiry-bank-list). 2. On the detail screen open the actions menu and expand *Actions*. 3. Pick the entry you need: - *Edit* — on a pending, regret, or lost enquiry. Heading reads *Edit Enquiry*. - *Revise* — the same entry is labelled *Revise* once the enquiry has been **submitted** (a quotation has gone out). Heading reads *Revise Enquiry*. - *Copy Enquiry* — always available if you can create enquiries. Heading reads *Copy Enquiry*. See [View an enquiry](/docs/enquiry-bank/view-enquiry) for the full actions menu. ### When *Edit* / *Revise* is hidden or disabled - **Hidden** — you don't hold the *Edit Enquiry* permission (`enquiry.edit`). Copy may still be available (it uses a different permission). - **Hidden on an arrived order** — if the enquiry's status is `poArrived` (a customer PO has landed against it), *Edit* only appears for users who also hold *Edit already-arrived order* (`enquiry.editAlreadyOrderArrived`). - **Disabled (greyed, "Unqueue first to modify")** — the enquiry is **queued** for approval. Choose *Unqueue* first (needs the *Queue offer* permission, `enquiry.queueOffer`), then edit. The quotation subject and terms are locked while an enquiry is queued. The server enforces every one of these again on save, so the greying is a convenience, not the real gate: an edit posted for a queued enquiry by a user without `queueOffer` is rejected with *"Enquiry is queued for approval — ask a senior to unqueue it first."*, and an edit of a `poArrived` enquiry without `editAlreadyOrderArrived` is rejected `Forbidden`. ## Edit an enquiry The edit form loads with every field pre-filled from the current enquiry — customer, contact person, folder, date, mode, enquiry number, and each product line with its make, unit, HSN, price, discount, tax, and description. ### What you can change - **Contact person** — change it freely; the customer it belongs to is fixed (see below). - **Date of Enquiry**, **Enquiry Number**, **Mode of Enquiry**, **Folder** — all editable. See [Fields in the header](#fields-in-the-header). - **Products** — edit any line, add lines (*Add Product*), remove lines (*Remove*, with a confirm), and reorder them with the up/down triangles in each expanded panel. - **Descriptions** — the rich-text notes for each line. ### The customer is locked On the edit screen the *Customer Name* field is disabled — you cannot move an enquiry to a different customer. If it belongs to the wrong customer, copy it to the right one (Copy lets you change the customer) and delete the original. ### Saving — *Update Enquiry* / *Revise Enquiry* The button at the bottom reads *Update Enquiry* normally, or *Revise Enquiry* on a submitted enquiry. Before it sends, the form checks: - Customer, contact person, date, and mode are all present. - Every product has a category, a code, a unit, and a quantity greater than `0`. If anything fails, a *Please fix the following* modal lists each issue and nothing is sent. On success you land back on the enquiry's detail page. ### Reverting to pending on a revise Editing a **submitted** or **poArrived** enquiry can move it back to `pending` so it re-enters the review/quotation flow — but only if you actually changed something that matters. The server compares the old and new values of the contact person, date, mode, enquiry number, folder, universal note, and every product field (code, quantity, price, HSN, unit, discount, tax, description, make). If at least one of those changed, the status drops to `pending`; if you opened *Revise* and saved without touching any tracked field, the status is left as it was. When a `poArrived` enquiry reverts this way, the recorded purchase order stays attached as history — reverting does not discard it. See [Purchase orders](/docs/enquiry-bank/purchase-order). ### Every edit is versioned Each successful save bumps the enquiry's internal version number and writes a full before-and-after snapshot to the change log, tagged with who made the change and when. You can review these under *Update Logs* on the detail screen — see [History and logs](/docs/enquiry-bank/history-and-logs). Two people editing the same enquiry each get their own logged version, so nothing is lost. ## Copy an enquiry Copying is the right tool when a customer comes back with a similar request, or when you want to re-quote an old deal. It gives you a fresh enquiry pre-filled with the source's products, customer, and contact person. 1. Open the source enquiry and choose *Copy Enquiry* from the *Actions* menu (needs the *Add Enquiry* permission, `enquiry.add`). The heading reads *Copy Enquiry*. 2. Pick or change the customer and contact person — both are pre-filled from the source, but unlike Edit, **you can change the customer here**. Changing the customer clears the contact person so you don't accidentally keep a person who belongs to the old customer. 3. Adjust the product list, quantities, prices, and descriptions. 4. Click *Save as New Enquiry*. The same required-field checks as Edit run first. The new enquiry is a separate record with its own identity; the original is never touched. ### What carries over and what doesn't Carried over from an enquiry source: customer, contact person, folder, mode of enquiry, the *Enquiry Number* reference text, and every product line (code, quantity, price, unit, discount, tax, HSN, make, and description). Started fresh on the copy: the *Date of Enquiry* is reset to **today**, the status is `pending`, and **attachments, universal notes, additional charges, commission entries, the purchase order, and any quotation are not carried over**. Generate a new quotation when you're ready — see [Generate a quotation](/docs/enquiry-bank/generate-quotation). ### Copy an order into a new enquiry (*Copy Order*) From a sales order's detail screen, the *Copy Order* action (also gated by `enquiry.add`) opens the same copy form with the heading *Copy Order*. It reads the order's customer, contact person, and product lines and drops them into a new enquiry. This is handy when the originating enquiry was converted (and removed) but you want to spin up a new enquiry from that order's items. Because an order carries no enquiry-specific metadata, the *Enquiry Number*, *Mode of Enquiry*, and *Folder* start **blank** on a *Copy Order* (fill them in yourself). The date resets to today and the status starts `pending`, exactly like a normal copy. Deleted orders cannot be copied. See [Sales orders](/docs/enquiry-bank/orders). ## Fields in the header These behave the same in Edit and Copy unless noted. ### Customer Name The customer the enquiry belongs to. **Locked in Edit**; editable in Copy. Type to filter the list. ### Contact Person Name A contact person under the selected customer. Editable in both flows. In Copy, changing the customer resets this field. ### Date of Enquiry The enquiry date. In Edit it loads with the enquiry's existing date; in Copy it resets to **today**. Displayed and picked in `dd/mm/yy` style via the calendar. ### Enquiry Number An optional free-text reference (for example the customer's own enquiry reference). It is not the system's identifier for the enquiry and does not need to be unique. Carried over on an enquiry copy; blank on a *Copy Order*. ### Mode of Enquiry How the customer reached you. One of `Mail`, `Whatsapp`, `Verbal`, `Portal`, or `Other`. Required to save. If a loaded enquiry has no mode on record it defaults to `Other`. ### Folder Only shown if your firm has at least one enquiry folder configured. Optional — leave it as *No Folder* to keep the enquiry unfiled. ### Total (excl. / incl. Tax) A read-only running total at the end of the header row. Click the label or the amount to toggle between the total **excluding** and **including** tax. Hover the info icon for a full breakdown — gross before discount, discount amount and effective %, total excluding tax, GST, and total including tax. This mirrors the enquiry math live as you edit; it is not an input. ## Product lines Each product is one panel. The top row holds the compact fields; click the chevron to expand the panel and reveal the product's master notes, the make/HSN controls, the description editor, and (in Edit) the supplier comparison. ### Product Category and Product Code - *Product Category* — the product head. Type to search. - *Product Code* — the specific code under that category. **Disabled until a category is chosen.** Changing the category clears the code and unit (they belonged to the old category) and reloads the code's master settings. Both display their saved names immediately when the form loads, so you don't have to reopen a dropdown to see what's selected. The pencil next to *Product Category* opens the Products data-entry area in a modal if you need to add a new head/code first. ### Product Quantity A number, minimum `0`. Saving requires it to be **greater than `0`**. ### Unit The unit of measure. **Disabled until a product code is chosen.** If the chosen code allows exactly one unit, that unit is auto-selected and the field stays locked; otherwise pick from the code's allowed units. ### Unit Price The selling rate per unit, shown in `₹` with two decimals (step `0.01`, minimum `0`). In Edit and Copy this loads with the source price, so the automatic rate suggestion that runs on a blank price in a new enquiry stays out of the way — your existing price is never overwritten. You can still pull a price in from the analytics or supplier-comparison tools below. ### Discount (%) A percentage from `0` to `100`. ### Tax The GST slab, chosen from `0%`, `5%`, `12%`, `18%`, or `28%`. If the product's master marks its tax rate as always-fixed, this field is locked to the master's rate. The tiny info icon at the end of the row shows the line's computed total, discount amount, amount after discount, and amount with tax. ### The expanded panel Click the chevron on a row to open it. Inside: - **Product notes** — a read-only preview of the product master's default description (for reference; it is not what gets saved on the line). - **Analytics** (chart icon) — opens the product analytics modal for this customer + product, from which you can apply a suggested rate or a past quote's rate and description straight into the line. - **Make & HSN** (factory icon) — a popover with the read-only *HSN Code* (filled automatically from the product master) and the *Make* selector. The factory button is tinted red until at least one make is chosen, as a reminder. - **Supplier comparison** (table icon) — **Edit only**; see below. - **Reorder** (up/down triangles) — move the line within the list. - **Description** — the rich-text editor for this line's notes, on the right. ## Compare supplier quotes (Edit only) When you are editing an enquiry that was sent out to suppliers for quotes, each product's expanded panel shows a small table icon that opens the *Supplier Comparison* modal for that line. It pulls every supplier who was invited to quote **this product on this enquiry** and lists them with: - *Supplier* and its contact person. - *Status* — `Quoted`, `Awaiting Quote`, or `No Bid`. - *Rate*, *Tax %*, *Disc %*, and *Total* (tax-inclusive). The **lowest total is highlighted** so the cheapest source stands out. Expand any quoted supplier's row for the extra detail on record — make offered, delivery days, offer date, validity, payment terms, currency (shown only when it isn't INR), remarks, notes, and the contact email. ### Turning a supplier's rate into your price Enter a *Profit Margin %* (`0`–`100`) at the bottom and three more columns appear: - *Your Rate* — the supplier's rate plus your margin. **Click it to drop that price straight into this product's Unit Price field** and close the modal. - *Profit / pc* — the profit on a single piece at that rate. - *Total Profit* — *Profit / pc × the quantity on this line* (the quantity shown in the modal header), i.e. the profit for the whole order line, not just one piece. Use the controls icon at the top-right to show, hide, or reorder columns — your layout is remembered. The *View* button on any row jumps to that supplier's full response in Procurement. If no suppliers were invited for the product, the modal says so. ## Common questions ### What's the difference between *Edit* and *Revise*? They are the same screen. The action is labelled *Revise* (and the button *Revise Enquiry*) once a quotation has been sent, as a reminder that saving a real change reverts the enquiry to `pending` so it re-enters the quotation flow. On a not-yet-sent enquiry it's just *Edit*. ### I hit *Revise* and saved, but the status didn't change to pending. Why? The revert only happens if you actually changed a tracked field (contact person, date, mode, enquiry number, folder, universal note, or any product value). Opening *Revise* and saving without changing anything leaves the status as it was. ### Why can't I change the customer when editing? The customer is locked on the edit screen by design. To re-home an enquiry, use *Copy Enquiry* (which lets you pick a different customer) and delete the original. ### Why is *Edit* missing or greyed out? Greyed with "Unqueue first to modify" means the enquiry is queued — unqueue it first. Missing entirely means you lack the edit permission, or the enquiry has an arrived PO (`poArrived`) and you lack the *Edit already-arrived order* permission. See [When Edit is hidden or disabled](#when-edit-revise-is-hidden-or-disabled). ### Does copying carry over the quotation, PO, attachments, or notes? No. A copy starts fresh: no quotation, no purchase order, no attachments, no universal notes, no additional charges, and no commission entries. It carries the customer, contact person, folder, mode, enquiry-number reference, and the product lines. Generate a new quotation when ready — see [Generate a quotation](/docs/enquiry-bank/generate-quotation). ### Can I copy a sales order back into an enquiry? Yes. Use *Copy Order* from the order's detail screen. It duplicates the order's lines into a new enquiry; the enquiry number, mode, and folder start blank because an order doesn't carry them. See [Sales orders](/docs/enquiry-bank/orders). ### Is there a draft I can save mid-edit? No working draft is saved for enquiries. Save the enquiry (Edit) or save it as new (Copy) with whatever you have, then come back and refine it later. ### Will editing an already-arrived order lose the customer's PO? No. Editing a `poArrived` enquiry (only possible with the *Edit already-arrived order* permission) reverts it to `pending`, but the recorded purchase order and its documents stay attached as history. ### Two of us edited the same enquiry — is anything lost? Each save is versioned with a full before/after snapshot in *Update Logs*, so every change is traceable and attributed. The most recent save wins on the live record; earlier states remain in the history. See [History and logs](/docs/enquiry-bank/history-and-logs).