--- title: View an enquiry order: 4 updated: 2026-07-12 --- # View an enquiry The enquiry detail screen is the hub for a single enquiry. It gathers the customer, contact person, status, money, products, purchase order, additional charges, and associated-party expenses onto one page, and its actions menu is where you edit, send a quotation, attach a PO, convert to an order, and reach every other operation the enquiry supports. This page explains everything on that screen and every entry in the actions menu — what it does, when it appears, and what the server enforces behind it. ## Open an enquiry From the *Enquiry Bank*, click *View* in a row's Actions column. The page heading reads *Enquiry Details*. The same detail can also pop up inside a stacked modal from other screens (for example a linked enquiry in an order), in which case the actions menu is hidden — see [Can I open an enquiry without the actions menu?](#can-i-open-an-enquiry-without-the-actions-menu). ## The layout The screen has a header (title on the left, actions button on the right), two columns of cards, a *Products* table, and — when present — an *Additional Charges* table and an *Associated Party Expense* table. ### Customer card - *Name* — the customer's name, with a small pencil next to it. Clicking the pencil opens the full customer editor in a cover modal; saving there refreshes this page. - *Address* — the assembled postal address (plot, street, city, state, country, postal code). Shows `—` when no address is on file. - *GST* — the customer's GST number, or `—`. ### Enquiry Info card - *Enquiry No* — the enquiry's own running number. - *Quotation No* — the firm-formatted quotation number, shown **only after a quotation has been generated** for this enquiry. It uses your firm's padding, revision suffix, and joiner (the prefix is stripped in this short form) — the same value the *Enquiry Bank* *Quotation No* column shows. To change how the number reads or to reset the counter, see [Quotation number format](/docs/settings/document-templates#quotation-number-format). - *Status* — a coloured chip. The value is one of `Pending` (created, no quotation sent yet), `Submitted` (a quotation has gone out), `PoArrived` (a customer PO has been recorded), `Lost`, or `Regret`. If the enquiry is locked for sending, a second amber *Queued* chip appears beside it. - *Date of Enquiry* — the date the enquiry was received. - *Created By* — the user who created the enquiry (shown upper-cased). - *Created At* — the creation date. - *Folder* — the enquiry's folder, shown in the folder's own colour, only when the enquiry is filed in one. See [Folders](/docs/enquiry-bank/folders). ### Contact Person card *Name*, *Email*, *Phone*, and *Post / Role* of the contact person linked to the enquiry. Any field with no value shows `—`. The customer record itself carries no email; the contact person's email is the address a quotation is sent to. ### Purchase Order card Until a customer PO has been recorded, this card reads *No PO received yet.* Once a PO is attached it shows: - *PO Number* — the customer's PO reference. - *PO Date* — the date on the customer's document. - *Uploaded By* — who recorded the PO. - *Attachments* — a *View file* / *View all (N)* link. One document opens straight in the file previewer; several open a *PO Documents* picker listing each file with its size and a *View* action. Files stream through the API to a blob and open in the in-app viewer (or download). To add, replace, or remove PO documents use *Edit PO* / *Attach PO* in the actions menu — see [Attach a purchase order](/docs/enquiry-bank/purchase-order). ### Amounts card The full money trail, computed by the same canonical helpers the products table and the PDF use (discount-then-tax convention), so this card can never disagree with them. Rows, top to bottom: - *Gross (before discount)* — the list value of all lines before any discount or tax. - *Discount* — the total discount in rupees, shown in red with a minus sign and an effective percentage hint. Reads *No discount* when there is none. - *Total (excl. tax)* — the taxable amount after discount, before GST. - *Tax (GST)* — the tax added, with a plus sign. - *Total (incl. tax)* — the products total including tax. - *Additional charges (incl. tax)* — the combined charge amount plus its own tax. Always shown (never hidden), so the grand total is never a mystery. A net-negative charge set (from charge types that permit negatives) renders with a minus sign; reads *None* when there are no charges. - *Grand total* — the final figure the customer pays: products incl. tax plus additional charges incl. tax. ### Products table Below the cards. Its columns can be toggled from the controls dropdown next to the *Products* heading (your layout is remembered). Columns shown by default: - *Head* — the product head name. - *Code* — the product code. - *Qty* — quantity with its unit (short form where available). - *Price / Unit* — the per-unit list price in rupees. - *Discount* — the line discount percentage. - *Tax* — the line GST rate percentage. - *Tax / Unit* — the rupee tax carried by one unit, on its after-discount price. - *Total Amount* — what the line costs the customer after discount, including tax. Columns hidden by default (turn on from the controls dropdown): - *Discounted Price* — the per-unit price after the line discount. - *Discount Amount* — the rupee value of the discount for the whole line. - *Tax Amount* — the rupee tax for the whole line, on its after-discount amount. Each row expands to reveal: - *Make* — the product's makes, as chips (or `—`). - *HSN Code* — the line's HSN code. - *Default Description* and *Custom Description* — the product's standard description and any per-line override, rendered as rich text. - *Supplier CS* — a button that opens the *Supplier Comparison* for that one product, shown only if you have the procurement *View Cart* permission. It lists every supplier who quoted that product with rate, tax, discount, and total (cheapest highlighted). This is the same comparison described in [Compare supplier quotes while editing](/docs/enquiry-bank/edit-copy-enquiry#compare-supplier-quotes-while-editing). ### Additional Charges table If the enquiry carries any additional charges, a read-only *Additional Charges* summary appears below the products: each charge's type, amount, tax %, line total, and remark, with the combined total including tax. To add or edit charges use *Additional Charges* in the actions menu (below). ### Associated Party Expense table Shown only if you have the *View Associated Party Expenses* permission. It lists each entry's contact person, amount (a percentage or a rupee figure), and remarks. These are internal records and never change the price the customer sees. See [Associated Party Expense](/docs/enquiry-bank/revenue-share). ## Actions menu The button at the top right (the three-dots icon) opens a menu grouped into submenus. Which groups and entries appear depends on the enquiry's status and your permissions — an empty group is hidden entirely, so you only ever see what you can actually do. The groups are *Actions*, *Documents & Charges*, *Procurement*, *Logs*, and a *Delete* entry at the bottom. ### Actions (lifecycle) This group holds the state-changing operations. It is hidden entirely if none of its entries apply to you. #### Edit / Revise *Modify enquiry details*. The label is *Edit* on a normal enquiry and *Revise* once a quotation has been sent (status *Submitted*) — revising reverts the status to pending on save. A *PoArrived* enquiry is editable only if you also hold the *Edit Already-Order-Arrived* permission, and editing one likewise reverts it to pending (the recorded PO stays attached). The entry is **disabled while the enquiry is queued** — unqueue it first. Needs the *Edit* permission. Full details in [Edit or copy an enquiry](/docs/enquiry-bank/edit-copy-enquiry). #### Send Quotation / Approve & Send *Email quotation to customer*. Opens the quotation composer. On a queued enquiry the entry reads *Approve & Send* (*Review queued & dispatch*). Visibility depends on your offer permissions: on a queued enquiry it needs *Send Offer*; otherwise any of *Create Offer*, *Queue Offer*, or *Send Offer*. See [Generate a quotation](/docs/enquiry-bank/generate-quotation). #### Unqueue *Unlock for further edits*. Appears only on a queued enquiry and needs the *Queue Offer* permission. While an enquiry is queued its quotation subject and terms are locked and *Edit* is disabled; unqueuing releases it. The server **refuses to unqueue while a dispatch is actually in progress** (a send in `QUEUED` or `PROCESSING` state) — wait for it to finish or fail. #### Copy Enquiry *Clone with same details*. Creates a fresh enquiry pre-filled from this one; the original is untouched. Needs the *Add* permission. See [Edit or copy an enquiry](/docs/enquiry-bank/edit-copy-enquiry#copy-an-enquiry). #### Mark as Lost *Customer did not place an order*. Shown only when the status is *Submitted*, and needs either firm-admin or the *Mark Lost* permission. It asks for confirmation, then moves the enquiry to *Lost*. The server re-checks that the status is exactly *Submitted* — nothing else can be marked lost — so a *PoArrived* or *Pending* enquiry can never be flipped by a forged request. #### Convert to Submitted (reopen a lost enquiry) *Reopen this lost enquiry*. Shown only on a *Lost* enquiry, with the same permission as *Mark as Lost*. It moves the enquiry back to *Submitted*, as if the deal is active again. The server only allows this when the status is exactly *Lost*, and the change is written to the *Update Logs* attributed to whoever did it — so you can always see who reopened it. #### Convert to Sales Order *Create a sales order and deliver*. Appears only when a PO has arrived and the status is *PoArrived*, and needs the *Convert To Sales Order* permission. Confirming in the *Formalise into an Sales Order* modal creates the order (carrying forward products, descriptions, additional charges, associated-party entries, the PO, attachments, and the universal note) and **deletes the source enquiry**, redirecting you to the *Sales Orders* list. The server re-verifies both the arrived-PO flag and the *PoArrived* status before converting. See [Sales orders](/docs/enquiry-bank/orders). ### Documents & Charges Attached data — PO, files, charges, and notes. #### Edit PO / Attach PO Manage the customer's purchase order. The entry reads *Attach PO* (*Attach PO document*) before any PO exists and *Edit PO* (*Update PO details*) afterwards. It appears when you have the *Edit* permission and either a PO has arrived or the status is *Submitted*. The modal takes a required *PO Number*, a required *PO Date*, and **at least one** PO document (drag-and-drop or browse; PDF, images, or Word, up to `50 MB` each). When editing, existing files are listed under *Already attached* and can be removed; new files appear under *New files*. Saving the **first** PO moves the enquiry to *PoArrived*. The server enforces the same rules independently: a first attach is allowed only from status *Submitted* (the quotation must have gone out), later edits only while *PoArrived*, and it verifies every "keep this file" id genuinely belongs to this enquiry. See [Attach a purchase order](/docs/enquiry-bank/purchase-order). #### Attachments *View or upload files* that travel with the quotation email. Shown if you have the *Add Attachments To Send With Offer* permission. Removing a file here does not change quotations already sent. See [Attachments and notes](/docs/enquiry-bank/attachments-and-notes). #### Additional Charges Add charges such as transport, packing, or handling that appear on the quotation and carry forward when the enquiry becomes an order. This entry is **always present**, but the modal is **read-only** when the enquiry is *PoArrived* or queued (it then only shows a *Close* button); otherwise you can add and remove rows. Each row: - *Charge type* — picked from the firm's additional-charge master list. The firm owner manages this list (Settings → Firm Customisation → Misc Settings → Manage Additional Charges). - *Amount* — a number with step `0.01`. Its minimum is `0` unless the selected charge type permits negatives, in which case a negative amount is allowed (used for deductions). Switching a row to a non-negative charge type clamps any stale negative back to `0`. - *Tax %* — fixed by the charge type and shown read-only. - *Remark* — an optional one-liner, up to `300` characters. The modal shows a live *Total (incl. tax)*. On save the client sends only the charge id, amount, and remark; the server re-resolves each charge type from the master and **snapshots its title and tax rate itself**, so a forged title or tax rate can never be injected. It also re-checks the negative rule against the live master, rejects any unknown charge id (asking you to refresh), and caps the list at `50` charges. Saving needs the *Edit* permission; editing a *PoArrived* enquiry additionally needs *Edit Already-Order-Arrived*, and editing a queued one needs *Queue Offer*. #### Universal Notes Shared internal notes and files for this enquiry, never seen by the customer. Shown if you have the *View Universal Notes* permission; you can edit only with *Edit Universal Notes* (otherwise the note opens read-only, marked *Read-only*). The note is rich text plus attachments — each file up to `50 MB`, and `50 MB` combined across the whole note (a live counter shows usage). See [Attachments and notes](/docs/enquiry-bank/attachments-and-notes#universal-notes). #### Associated Party Expense *Manage associated party expense* — record a contact person entitled to an amount on this deal. Shown if you have the *Edit Associated Party Expenses* permission. Each row is a *Contact Person* (searchable; a person already used on another row is excluded from the list), an *Amount* (minimum `0.01`), and optional *Remarks*. These entries are internal and do not affect the quotation. See [Associated Party Expense](/docs/enquiry-bank/revenue-share). ### Procurement Sourcing tools for this enquiry. The whole group appears only if you hold at least one procurement permission, and each entry is gated on its own permission. - *RFQ Cart* — *Source items from suppliers*. Opens the RFQ cart pre-filled with this enquiry's items. Needs *Add To Cart*. See [Add to cart](/docs/procurement/add-to-cart). - *Generate Purchase Order* — *Create a PO directly from this enquiry*. Needs *Create Purchase Order*. See [Create a purchase order](/docs/procurement/create-purchase-order). - *Supplier Quoted Prices* — *Compare rates from all suppliers*. Opens the full *Supplier Comparison* across every product on the enquiry. Needs *View Cart*. - *Supplier POs Placed* — *Placed (sent) purchase orders for this enquiry*. Lists the supplier POs already issued (statuses sent, partially arrived, arrived, cancelled). Needs *View Already-Placed Purchase Orders*. See [View a purchase order](/docs/procurement/view-purchase-order). - *Show Draft POs* — *Draft purchase orders in progress* for this enquiry. Needs *View Already-Placed Purchase Orders*. ### Logs - *Update Logs* — *View change history*: every edit to the enquiry, who made it and when, including the status change from a reopen. See [History and logs](/docs/enquiry-bank/history-and-logs#update-logs). - *Mail History* — *Who sent what and when*: every quotation and follow-up sent from this enquiry, with recipients, status, and the exact PDF that went out. See [History and logs](/docs/enquiry-bank/history-and-logs#mail-history). ### Delete *Permanently remove this enquiry*. Shown only with the *Delete* permission, and separated at the bottom of the menu. Confirming in the *Delete Enquiry* modal removes the enquiry **together with all its edit logs, quotation drafts, and queued emails** — this cannot be undone. The server **refuses to delete while a dispatch is in progress** (a send in `QUEUED` or `PROCESSING` state), so a delete can never race a worker that is about to ship the mail. ## Common questions ### Why is the *Edit* option greyed out? The enquiry is queued for sending. Choose *Unqueue* first (needs the *Queue Offer* permission), then *Edit* becomes available. If *Edit* is missing entirely, you don't have the *Edit* permission — or the enquiry is *PoArrived* and you lack the *Edit Already-Order-Arrived* permission. ### What does *Queued* mean and how do I clear it? Queued means the quotation has been locked in for review/dispatch — its subject and terms are frozen and editing is blocked. Use *Unqueue* to release it. If unqueue fails with a "dispatch in progress" message, a send is actively running; wait for it to complete or fail, then try again. ### The *Convert to Sales Order* entry isn't there — why? It appears only once a customer PO has been recorded (status *PoArrived*) and you hold the *Convert To Sales Order* permission. Attach the PO first via *Attach PO*. See [Attach a purchase order](/docs/enquiry-bank/purchase-order). ### How do I attach or replace the customer's PO document? Use *Attach PO* (first time) or *Edit PO* (afterwards) in the *Documents & Charges* group. At least one document is required and each file may be up to `50 MB`. A first attach is only possible once the quotation has been sent (status *Submitted*). ### Can I edit additional charges after a PO has arrived? The *Additional Charges* modal becomes read-only once the enquiry is *PoArrived* or queued — you can still open it to view the charges. Editing a *PoArrived* enquiry's charges requires the *Edit Already-Order-Arrived* permission, and the amount, tax, and charge type are all re-validated server-side on save. ### I marked an enquiry lost by mistake — can I undo it? Yes. Open the (now *Lost*) enquiry and choose *Convert to Submitted*. It moves back to *Submitted* and the reversal is recorded in *Update Logs*. Only a *Lost* enquiry can be reopened this way. ### Can I open an enquiry without the actions menu? Yes — when the detail is embedded elsewhere (for example a linked enquiry opened from an order), it renders with the actions menu hidden, as a read-only view. Open the enquiry from the *Enquiry Bank* itself to get the full actions menu. ### Deleting an enquiry — what exactly is removed? The enquiry plus all of its edit logs, saved quotation drafts, and queued emails are permanently deleted. Sent mail records for a *converted* enquiry live on the resulting order, but a plain delete removes everything tied to the enquiry. The action is blocked while a send is in flight.