Quotation Overview

Introduction

A quotation in CargoXplorer is a document that provides estimated costs for transportation services. It helps customers understand potential expenses before committing to a shipment.

When to Use Quotations

Use quotations when:

• A customer requests pricing information
• You want to offer competitive rates for new business
• Planning complex shipments with multiple services

Why Use Quotations

Quotations are valuable because they:

• Set clear expectations on costs
• Help customers compare services
• Serve as a basis for negotiations
• Can be easily converted to orders when accepted

Use Cases

Air Freight Quotation

1. Customer inquires about shipping electronics from Shanghai to New York
2. Create a quotation including:
   • Air freight charges
   • Pickup and delivery fees
   • Customs clearance costs
   • Insurance (if requested)

Ocean Freight Quotation

1. Manufacturing company needs to ship machinery from Hamburg to Los Angeles
2. Prepare a quotation covering:
   • Ocean freight for a 40ft container
   • Port handling charges
   • Inland transportation
   • Documentation fees

Ground Transportation Quotation

1. Retail chain requires regular shipments between distribution centers
2. Develop a quotation featuring:
   • Per-mile trucking rates
   • Fuel surcharges
   • Multiple stop charges
   • Estimated transit times

Key Fields in a Quotation

Field Name	Type	Description
Quote Number	String	Unique identifier for the quotation (Auto Generated)
Customer/Lead	Lookup	The party requesting the quote
Employee	Lookup	Employee creating the quote
Sales Person	Lookup	Employee responsible for the sale.
Quote Status	Lookup	Current status of the quotation
Expiration Date	Date	Date the quote is no longer valid
Equipment Types	Lookup	Type of equipment needed for the shipment
Payment Term	Lookup	Payment conditions for the quote
Division	Lookup	Company division handling the quote
Mode of Transport	Lookup	How the goods will be shipped. Available options: Air, Ocean, Ground
Notes	Long Text Area	Additional information or comments

Quotation Statuses

Quotations can have various statuses throughout their lifecycle. Understanding these statuses helps in managing the quotation process effectively. Here are the common statuses for a quotation:

Status	Description
Draft	The quotation is being created and is not yet finalized.
Pending	The quotation has been sent to the customer and is awaiting a response.
Accepted	The customer has accepted the quotation, and it can be converted to an order.
Rejected	The customer has declined the quotation.
Expired	The quotation is no longer valid as it has surpassed its validity period.
Converted	The quotation has been successfully converted into an order.
Cancelled	The quotation has been cancelled and is no longer valid.

How to Create a Quotation

1. Navigate to the Quotations module in CargoXplorer
2. Click "New Quote"
3. Fill in the customer information
4. Enter shipment details (Shipper, Consignee, commodities)
5. Select the mode of transport
6. Add services and charges
7. Set the validity period
8. Review and save the quotation
9. Send to the customer via email directly from CargoXplorer

Converting Quotations to Orders

When a customer accepts a quotation:

1. Open the accepted quotation
2. Click "Convert to Order"
3. CargoXplorer will create a new order with all the quotation details
4. Review the order and make any necessary adjustments
5. Confirm the order to begin the shipping process

EDI Standards for Quotations

Electronic Data Interchange (EDI) standards are widely used in the logistics industry for exchanging business documents. The following EDI messages are commonly used for quotations:

• EDI 840 - Request for Quotation: Sent by a buyer to request pricing information from a supplier.
• EDI 843 - Response to Request for Quotation: Sent by a supplier in response to an EDI 840 message.