Converting an enquiry into an order

Check messages

If you have any new messages the front screen will inform you. Click the messages button to view your received messages list.

The Received messages list

By default only unread messages are displayed in the lidt when you first view it. You can use the filters to change the criteria in order to view other messages. Click on the Goto button (1) to the left of the relevant row to view the message card.

This message informs you that you have received a response to an enquiry (1). The link to the enquiry is at the bottom (2). Click the Goto button by the link to view the enquiry and the responses.

The works enquiry card

When you view the enquiry card as the issuing manager you can review the responses sent back by the service provider. In this example all items have been responded to positively - all have the response sent status set (1). You can also confirm that the enquiry rate was agreed by the service provider as all the items are showing double blue arrows in the cost comparison column (2). The proposed start date has also been completed (3).

Click the Goto button on the relevant line to view any works item record (4) in detail.

Review individual works items

The costs tab allows you to check the price confirmations returned by the service provider. The proposed rate (1) in this case agrees with the original enquiry rate. The service provider has also entered a -1% figure in the prelims percentage indicating a reduction of 1% on the rate for this item. This is reflected in the net proposed rate (3).

Confirm agreed rate

As the issuing manage you can confirm the final agreed rate for any works item by clicking the target button (1) next to the rate that is agreed. When you do this the agreed rate field is filled (2) and is reflected in the net agreed rate (3).

NOTE: It is NOT necessary to indicate the agreed rate for each works item in this way. You really only need to use the target button to indicate the agreed rate if the proposed rate is NOT the final agreed rate. Otherwise you can use the Confirm button on the main works enquiry record to simply confirm all proposed rates as agreed.

Confirm or cancel individual works items

On the works item status tab (1) the manager can confirm or cancel any individual works item by using the change button next to the manager confirm field. Click this button to confirm or cancel any item.

NOTE: It is NOT necessary to confirm or cancel each works item in this way. You really only need to use this button for an individual item if you need to cancel it (i.e. remove it from the final order). Otherwise you can use the Confirm button on the main works enquiry record to simply confirm all items.

Confirm final order

Once any works items that require individual responses have been completed return to the works enquiry by clicking the Goto button next to the enquiry reference on any works item card. Then click the Confirm button on the main works enquiry card to confirm all items that have not been cancelled as a new order.

Confirm action

Click Yes to continue

Confirm remaining items

If any individual works items were not confirmed or cancelled earlier then you will see this dialog.

Click Confirm All to confirm all remaining items as part of the order.
Click Cancel All to cancel any remaining items (if some items have already been confirmed individually they will still be included on a new order).
Click Abort to return to the enquiry without confirming the order.

Confirm rates agreements

If any individual works items rates were not confirmed you will see this dialog.

Click Yes to confirm the proposed rate as the agreed rate for all items where the agreed rate has not specifically been indicated already.
Click Cancel to return to the enquiry without confirming the order.

Confirmation!

Enquiry confirmed as order

In this example, 1 item was cancelled by the manager - the status column (1) shows 3 items confirmed and 1 cancelled. The main enquiry record show 'part confirmed' as its status.

When you confirm an enquiry as a new order link will appear on the enquiry (2). Click the Goto button to view the order.

The new order

This is the order that resulted from the confirmation of the 3 items on the enquiry - the single cancelled item on the enquiry is not carried on to the new order.

The order status shows as 'confirmed' (1) and teh individual items are listed on the items tab (2). The link from the order back to the original enquiry is filled and you can go back to the enquiry by clicking the Goto buton (2) next to the link.

The relevant service provider will already have received the new order information and the order will be listed as a new order in the works list.

NOTE: Flow360 retains all enquiries and orders as part of the permanent history of the objects they relate to. This allows all users to review the history at any time.