In Shipmnts all Quotes are tied to Inquiries. You cannot create a quote without creating an Inquiry first. Click Here to view how to create an Inquiry.
1. Click on Sales under navigation Menu
2. Click on Active Inquiries
3. Go to Workspace Quick search
4. Entire the Inquiry number that you created earlier in quick search
5. Once your Inquiry comes up, click on the 3 dots under Actions.
6. Click on Create Quotation from the drop down.
7. As you click on Create Quotation you will see following window open up, this is the Rate explorer. If you are a first time user Rate explorer will be empty. Click on Create Blank Quote to continue for first time user.
8. From here the Quotation form will open up for you. You can start entering all of the details that are available with you.
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Notice how the POL & POD are pre-populated from the Inquiry that we raised earlier.
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Similarly all the details that you enter in the quote will pre-populate as you create Shipment from Quote at a later stage. This significantly reduces work at later stages.
9. Lets add charges to the quote. Click on the 'Add Charge' Button.
Note: Adding charges at this stage allows you to prevent revenue leakage by ensuring no charges are missed at later stage when Invoicing is being done.
10. Start entering the charge name and select the appropriate one from drop down. You can use Tab key on your keyboard to navigate across the rates and details field.
Bonus Tip:
To keep adding multiple charges without having to click on add charge each time, once you have updated all the fields beside a charge, keep pressing the tab key till you reach end of the feilds. The tab after the last field will automatically create a new charge line where you can enter the next charge.
11. Here are a few sample that we added on our quote.
12. Click on Save
13. You will notice the new quote under the Quotation tab within Inquiry.
# Sharing Buy Rates with Sales Team (For Pricing Teams)
In some companies, pricing and sales teams are separate. Usually, the pricing is the one that will create quote with only buy rate and share it to sales to further add margin and share it with customer post adding the margin. In case, you are a part of the pricing team, you can use steps in this section to share buy rates with the sales.
14. Click on Actions
15. Click on Share Quotation
16. Click on Email
17. Click on 'Choose a template' dropdown
18. Click on Share Buy Quote
19. You can edit the quote details and rates in the email body.
20. If you want to share the quote with the internal team, remove the loop-in Customer Party. Add the concerned person's email id in "To". And click on Send Email.
# Sharing Quotation with a Customer
21. To share quotation with a customer you can either click on 'Share Quotation' from A 3 dots beside the Quote.
22. OR you can also click on Actions on top right corner under Inquiry
23. And select Share Quotation
24. Under the following Share Quote pop up you can choose to send individual quotes at a time with Standard Individual quote template or multiple quotes with Comparative quote template.
25. Here's a sample of how standard quote will look like. You may choose to share multiple quotes at one go or single quote per your preference, it will show the quotes in individual pages.
26. Select Comparative Print from templates and the right quotes that you'd like to show in comparison to customer. You can check/ uncheck to show or hide Carrier, Totals and charge items with Zero Sell Charges (i.e purchase items)
27. You can also use the settings Icon beside the Print type to hide or show following details.
28. To share the print you may select from either of the options below
29. For our example we are looking at what whatsapp preview will look like. You will notice that the quote PDF is automatically attached here. Click on Share button on top right corner.
30. Once you have reviewed. Click on Send Notifications
# Move the Inquiry to next stage in work flow
For better collaboration and communication between all departments we recommend updating the status of the Inquiry to next stage.
31. To change the status of the Inquiry to indicate that quote has been shared with customer. Click on 'Quote Sent to Customer' under Pricing pending.
32. Update all the details. You can also send internal notifications to your team members from this pop up should you wish to intimate them.
33. Click on Submit to save
