Overview
Tab Path: Vendors > Purchase Inquiry
Purchase Inquiry is useful when the business need should be recorded before it becomes a formal Purchase Quote or Purchase Order.
Main purposeCapture a purchasing requirement early, before commitment.
Useful forEarly demand review, vendor discussion, or planning before order placement.
Next stepConvert the inquiry to a quote or order when ready.
When To Use It
| Use Purchase Inquiry When | Use Another Document Instead When |
|---|---|
| You want to record the need for items or services, but you are not yet ready to formally request pricing or place the order. | You are ready to request pricing from a vendor or issue a formal Purchase Order. |
Workflow
- Select the vendor where known, then review the date, required date, currency, store, employee, and reference.
- Enter the requested items, quantities, units, and any relevant job or project detail.
- Add notes, documents, or custom fields when the inquiry requires additional explanation.
- Save the inquiry so it can be tracked and followed up.
- Convert the inquiry to the right purchasing document when the requirement is approved or clarified.
Conversion Options
- Convert to Purchase Quote: use when you want a formal pricing request or comparison process.
- Convert to Purchase Order: use when the vendor and purchase decision are already confirmed.
Tip: Using Purchase Inquiry first can help teams avoid creating formal purchasing documents too early.
Important Fields
| Field | Why It Matters |
|---|---|
| Vendor | Useful when the likely supplier is already known. |
| Required Date | Helps the team understand urgency and planning needs. |
| Store / Job / Employee | Identifies where the requirement belongs and who is following it up. |
| Item Lines | Record quantities and units clearly so later conversion is easier. |
| Reference | Useful for internal request numbers or approval tracking. |
Best Practice
- Use Purchase Inquiry when the need is real but the final purchasing route is not yet decided.
- Keep dates, references, and item details complete to reduce rework later.
- Convert the inquiry once the next business decision is clear instead of starting again from scratch.