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Enquiry Tab

Use this tab to query the CRM database, by selecting the Subject you want to search on. The Subject list consists of all the CRM items that can be generated against an Organisation, such as Quotes, Appointments and Calls. All queries relate to the current selected Organisation.

The selection criteria differ per Subject. The criteria fields display on selecting the Subject. A query is performed on the database, according to the criteria entered and subject to the user's security settings. The retrieved records display in the table. Additional information displays for:

Lead

Total Potential Revenue equals the Total of Potential for all Leads displayed. The Potential value is captured on the Lead Maintenance form.

Total Expected Revenue equals the Total of the Revenue Forecast for all Leads displayed. The Forecast is calculated using the Potential value of a Lead x the Confidence Factor. Confidence Factor is a percentage, which indicates the level of certainty that the Lead will result in a close of Sale (Win). The Confidence factor is entered against each Lead Stage.

Quote

Total Expected Revenue equals the Total of the Net Price for all the Quotes displayed. The Net Price is calculated using the Price per Unit exclusive of Tax. Only Contact quotes of the same currency as the Organisation display. You can view all quotes on the Related tab.

Counter Sale

Total Expected Revenue equals the Total of the Net Price for all the Counter Sales displayed. The Net Price is calculated using the Price per Unit exclusive of Tax.

Donation/Pledge

Total Expected Revenue equals the Total of the Net Value for all the Donations/Pledges displayed. The Net Value is calculated using the Price per Unit exclusive of Tax.

You can drill down on any of the entries in the table and the Maintenance form opens, displaying the detail of the selected record.

Buttons on This Tab

Customer Enquiry

You have the additional option to view Customer detail using the Customer Enquiry button. If selected, the Customer Maintenance form is opened, from where you can perform an Accounts Receivable enquiry on Sales.

This button is disabled if the currently selected Organisation is not of Relationship Type Customer or if the user is not authorised to perform the enquiry.

Sales Order

This button is enabled if any of these Subjects are selected: Quote/Counter Sale/Donation/Pledge. The Sales Order button gives access to the SO Enquiry form, from which you can view Sales Order detail.

Job Enquiry

This button is enabled if the Organisation is of Relationship Type Customer. If the 'Job Enquiry' button is selected, the View Jobs form displays with the Customer criteria field pre-filled and the search triggered, so that the Jobs for the Customer display.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Enquiry Results

This table displays all records that meet the enquiry criteria entered.

Subject

This field defaults to the Default Enquiry Subject for Organisations, defined in CRM > Module Control > Main tab. The dropdown contains all related items (records that can be generated against an Organisation) for Enquiry purposes.

Select another Subject if required, enter criteria and perform the Search to retrieve a list of related records.

Subject = Physical Asset Event

Date Range

Enter the Date Range (From and To fields) for the Events you want to view. The Date fields are validated against the Effective Date field which is captured on generate of the Event.

Date Range

Enter the Date Range (From and To fields) for the Events you want to view. The Date fields are validated against the Effective Date field which is captured on generate of the Event.

Type

Select the Type of Physical Asset Events you want to view from the dropdown list.

Subject = Physical Asset

Search By

Select one of these:

Owner - Search will be performed using the Organisation selected in the Owner field on the Physical Asset form.
Custodian - Search will be performed using the Organisation selected in the Custodian Org field on the Physical Asset form.

Subject = Lead

Summary

The Summary field on the Lead Maintenance form can be used as criteria to limit the number of Leads retrieved. You can enter the whole Lead number or part of it in the field. Indicate one of these search types:

Starts with - Only Leads with Summary fields that begin with the characters entered as criteria will be retrieved and displayed in the table.
Contains - Only Leads with Summary fields that contain the characters entered as criteria will be retrieved and displayed in the table. The criteria text can appear anywhere in the Lead Summary field.

Keywords

You can use this field to enter criteria to limit the number of Leads that a search returns. You enter the keywords to search for in the field provided, as plain text. More than one keyword can be entered, separated by a space. Indicate one of these search types:

Match Any - All Leads that contain one of the keywords entered as criteria, will be retrieved and displayed in the table.
Match All - Only the Leads that contain all the keywords entered as criteria, will be retrieved and displayed in the table.

This filter is not case sensitive.

Only Open Leads

If selected, only Leads that have not yet been completed displays. The validation is as: Open Leads are all the Leads that have a sales stage that is of status 'open'. This will be indicated on the lead maintenance form by the text 'Lead is closed' being absent from the form.

Subject = Quote/Donation/Pledge/Counter Sale

Number

The Quote number field on the Quote Maintenance form can be used as criteria to limit the number of Quotes retrieved. You can enter the whole Quote number or part of it in the field. Indicate one of the following search types:

Starts With - Only Quotes with Quote numbers that begin with the characters entered as criteria will be retrieved and displayed in the table.
Contains - Only Quotes with Quote numbers that contain the characters entered as criteria will be retrieved and displayed in the table. The criteria entered can be at the beginning, at the end or anywhere within the Quote number field.

Summary

The Summary field on the Subject's Maintenance form can be used as criteria to limit the number of records retrieved. You enter the criteria text in the field provided and indicate one of these search types:

Starts With - Only subject items with Summary fields that begin with the criteria text entered, will be retrieved and displayed in the table.
Contains - Only subject items with Summary fields that contain the criteria text entered, will be retrieved and displayed in the table. The criteria text can appear anywhere in the Summary field. This filter is not case sensitive.

Only Open Quotes

If selected, only Quotes with Active stages displays. You indicate the Quote stage on the Quote Maintenance Form. Quote stages are maintained through CRM > System > Utilities > Maintain Lookups, select Quote Stage from the list of Lookup fields.

When you enter a Quote stage, you must indicate whether the stage is Active, Inactive, Won or Lost. This indicator is used to validate which Quote stages are included in the results for this query.

Only Primary Quotes

If selected, only Quotes that have been selected as 'Primary' displays. The Primary indicator is on the Quote Maintenance form. New Quotes are created with the primary indicator selected, by default. In the case of revised quotes, the primary indicator identifies the current version.

Subject = Communication

Type

This field lists the various CRM modules that use Communications. Select the Type of Communication that the Enquiry is for.

Direction

Select the direction of Communication from the list, using the Enquiry you want to perform.

Communication Only Open

If selected, only Communications with the status of Open displays. The status is indicated on the Communication Maintenance Form.

Method

Select the method of Contact from the list, using the Enquiry you want to perform.

Summary

The Conversation tab on the Communication Maintenance form can be used as criteria to limit the number of Communication records retrieved. Enter the criteria text in the field provided for and indicate one of these selections:

Starts With - Only communication records with Conversation fields that begin with the criteria text entered, will be retrieved and displayed in the table.
Contains - Only communication records with Conversation fields that contain the criteria text entered, will be retrieved and displayed in the table. The criteria text can appear at the beginning, at the end or anywhere within the Conversation field. This filter is not case sensitive.

Subject = Appointment

Occurs From

Enter the starting date of the period you want to search Appointments for.

Occurs To

Enter the end date of the period you want to search Appointments for.

Subject

The Subject field on the Appointment Maintenance form can be used as criteria to limit the number of Appointments retrieved. Enter the criteria text in the field provided for and indicate one of these search types:

Starts With - Only Appointments with Subject fields that begin with the criteria text entered, will be retrieved and displayed in the table.
Contains - Only Appointments with Subject fields that contain the criteria text entered, will be retrieved and displayed in the table. The criteria text can appear anywhere in the Subject field. This field is Not case sensitive.

Subject = Follow-ups

Occurs From

Enter the starting date of the period you want to search Follow-ups for.

Occurs To

Enter the end date of the period you want to search Follow-ups for.

Status

Select the Follow-up status from the List, using the Follow-ups you want to search for.

Subject

The Subject field on the Follow-up Maintenance form can be used as criteria to limit the number of Follow-ups retrieved. Enter the criteria text in the field provided for and indicate one of these search types:

Starts With - Only Follow-ups with Subject fields that begin with the criteria text entered, will be retrieved and displayed in the table.
Contains - Only Follow-ups with Subject fields that contain the criteria text entered, will be retrieved and displayed in the table. The criteria text can appear anywhere in the Subject field. This field is Not case sensitive.

Subject = Calls/Service Requests

Cross Reference

The Cross Reference of the Support Call or Service Request can be used as criteria to limit the number of records retrieved. Enter the Cross Reference detail you which to base the search on. You have the following additional options:

Select Starts With - Only Support Calls/ Service Requests with Cross references that begin with the criteria text entered, will be retrieved and displayed in the table.
Select Contains - Only Support Calls/Service Requests with Cross References that contain the criteria text entered, will be retrieved and displayed in the table. The criteria text can appear anywhere in the Cross Reference field. This filter is not case sensitive.

Include Calls

Select to search on Support Calls.

Include Request

Select to search on Service Requests.

Summary Contains

The Summary of the Support Call or Service Request can be used as criteria to limit the number of records retrieved. Enter the text you want to base the search on.

Information Partial text needs to be entered only, as the full Summary will be searched to determine if the text is contained. The criteria text can appear at the beginning, at the end or anywhere within the Summary field. This filter is not case sensitive.

Problem Text

The Problem Text of the Support Call or Service Request can be used as criteria to limit the number of records retrieved. Enter the Problem Text you which to base the search on. You have these additional options:

Select Starts With - Only Support Calls/Service Requests with Problem Text that begin with the criteria text entered, will be retrieved and displayed in the table.
Select Contains - Only Support Calls/Service Requests with Problem Text that contain the criteria text entered, will be retrieved and displayed in the table. The criteria text can appear anywhere in the Problem Text. This filter is not case sensitive.

Date From

Enter the Opened By Date of the Support Call/Service Request you want to search for.

Date From and To

Enter the Support Call/Service Request Opened By begin and end Date that you want to perform the search on.

Only Open

Select to perform the search on only open Support Calls/Service Requests.

Subject = Contracts

Alpha

The Alpha field on the Contract Maintenance form can be used as criteria to limit the number of Contracts retrieved. You can enter the whole Alpha or part of it in the field. Indicate one of these search types:

Starts with - Only Contracts with Alpha fields that begin with the characters entered as criteria will be retrieved and displayed in the table.
Contains - Only Contracts with Alpha fields that contain the characters entered as criteria will be retrieved and displayed in the table. The criteria entered can be at the beginning, at the end or anywhere within the Contract Alpha field.

Desc contains

Enter text that you want to base your search on. The entered text is matched against the Contract Description field. If the text exist anywhere in the Description, the Contract is retrieved as a result and listed in the result table.

Subject = Log

Status

Select the Log status that you want to base your search on. All Logs of selected Status for the currently selected Organisation are retrieved and displayed in the result table.

Version Target

Select the Targeted Version that you want to base your search on. All Logs of selected Version Target for the currently selected Organisation are retrieved and displayed in the result table.

Version Released

Select the Released Version that you want to base your search on. All Logs of selected Version Released for the currently selected Organisation are retrieved and displayed in the result table.

Only Open

Select to perform the search on only open Contracts.

Summary

The Summary field on the Log Maintenance form can be used as criteria to limit the number of Logs retrieved. You can enter the whole Log Summary or part of it in the field. Indicate one of these search types:

Starts with - Only Logs with Summary fields that begin with the characters entered as criteria will be retrieved and displayed in the table.
Contains - Only Logs with Summary fields that contain the characters entered as criteria will be retrieved and displayed in the table. The criteria entered can be at the beginning, at the end or anywhere within the Log Summary field.