Enquiry

This section supply services required by a customer within a specified period. Enquiry helps to seek information before confirming to a job.They are categorised as pending, quoted, confirmed and cancelled enquiry. Search box available on the page allows the user to search for enquiry by entering keywords. Right-click actions provided on each enquiry are

Convert
User can convert to create a quotation.

Additional actions provided are:

  • Edit
  • Delete
  • View

The user will not be able edit or delete the enquiry once quoted.pending enquiry allows you to do so.

How to create new Enquiry ?

User can create a new Enquiry by clicking New Enquiry button and submit the basic information of the enquiry in the form displayed.

Customer *
This option will be a drop-down with a search bar so that it is easy to select the customer. User can create a new CUSTOMER by clicking on the QUICK CUSTOMER button.
Prospect *
This option will be a drop-down with a search bar so that it is easy to select the prospect.

Either Customer or Prospect is mandatory.

Salesman
Salesman of selected Customer or Prospect will be chosen automatically.
Enquiry Date
Date of creation of Enquiry.It is system generated and it is customizable
Mode of Transport
This option will be a drop-down with a search bar so that it is easy to select the mode of transport.
Ops Responsible
This option will be a drop-down with a search bar so that it is easy to select the employee who follow ups the created enquiry to a job.
Place of Receipt
Information about the place of receipt.
POL/APOL
Information about the place of load.
POD/APOD
Information about the place of deposit.
Incoterms
This option will be a drop-down with a search bar so that it is easy to select incoterms.
Agent
This option will be a drop-down with a search bar so that it is easy to select suppliers.
Shipper
Name of the shipper.
Volume
Information about the volume of cargo.
Feedback
Feedback of enquiry.

Filling fields marked with an asterisk sign '*' is mandatory...!

Quotation

This section supply services required by a customer, at specified prices, and within a specified period. Quotation contain terms of sale, payment and warranties. The Quotation will be listed in the page, where each row represents one quotation and displays the details. They are categorised as pending,approved,completed,cancelled,all quotation.Search box available on the page allows the user to search for quotation by entering keywords.Right-click actions provided on each quotation are

Approve
User can approve a pending quotation.
Disapprove
User can disapprove an approved quotation.
Complete
User can complete an approved quotation.

User can complete an approved quotation.

As a result, quotation gets convert as job and prospect gets convert as customer.

Print
User can print quotation.
Upload
User can upload file.
Download
User can download quotation as pdf.
Replicate
User can create duplicate quotation from an existing quotation.
Revise
A copy of the quotation is created from an existing quotation with changes excepted,where existing quotation get cancelled.
Email
User can e-mail approved quotation to corresponding customers
Follow Up
User can follow up the approved quotation.

Additional actions provided are:

  • Edit
  • Delete
  • View

The user will not be able edit or delete the quotation once approved.Disapproving quotation allows you to do so.

How to create new Quotation ?

Shortcut - User can create a new Quotation by using on the following shortcuts


Click on the New button and submit the basic information of the quotation in the form displayed. There are three separate sections.

General
Customer *
This option will be a drop-down with a search bar so that it is easy to select the customer. User can create a new CUSTOMER by clicking on the QUICK CUSTOMER button.
Prospect *
This option will be a drop-down with a search bar so that it is easy to select the prospect.

Either Customer or Prospect is mandatory.

Quotation Date
Date of creation of Quotation.It is system generated and it is customizable
Mode of Transport
This option will be a drop-down with a search bar so that it is easy to select the mode of transport.
Services
This option will be a drop-down with a search bar so that it is easy to select the service. Multiple services can be select in this section.
Quotation Validity
Date of expiry of the Quotation.Default two weeks validity is provided and it is customizable.
Rate Validity
Date of validity of Quotation amount.
Incoterms
This option will be a drop-down with a search bar so that it is easy to select incoterms.
Service Details

This section allows users to submit all the service details including cost,quantity and revenue.

Total revenue,total cost ,income and VAT are autogenerated by filling service details.

User can include or exclude tax from customer payment by checking & un-checking Include Tax checkbox respectively.

User can also choose multiple currency by checking corresponding checkbox.

User can hide amount details from quotation print,quotation mail & quotation pdf by checking Hide Total checkbox.

Terms & Conditions

This section includes:

General Applicable for all quotations.

Terms & Conditions specified for particular mode-of transport selected.

Others: User can add additional T & C for particular quotation.

Filling fields marked with an asterisk sign '*' is mandatory...!

Terms & Conditions

User can set or edit Terms & Conditions :

General

Specific to particular Mode of Transport

Prospect

Prospect is someone who

is a potential or likely customer.

has enquired but still have not done any business with you.

Prospect automatically convert as Customer once quotation completed.

The prospect will be listed in the page, where each row represents one prospect and displays the details. Search box available on the page allows the user to search for prospects by entering keywords.

How to create new Prospect ?

Click on the New button and submit the basic information of the prospect in the form displayed.

Prospect
This field identifies the Prospect and hence cannot be left empty.Usually Company name is given as Prospect Name.
Notifying person *
This field specifies name of the person who represent the Company.
Country
This option will be a drop-down with a search bar so that it is easy to select the country.
Posting Date
This field specifies the date of Prospect creation.
Email
Mobile
Salesman
This field represents the person who introduces the prospect to company.

Filling fields marked with an asterisk sign '*' is mandatory...!

Overview

In this section,The user will be able to view the complete summary of selected quotation and the section is categorised as Overview & By Quotation.

By Quotation
Displays the summary of quotation related to single customer or prospect
Overview
Displays summary of all quotation within the chosen quarter.
Automated Email

Super admin gets bulk summary of quotation through mail weekly.

Salesman gets email(with cc as super-admin) with monthly details of their quotation on every first sunday of the month.

It includes the overall details of chosen quotation.

Financial Details
It includes gross income,net income,revenue ,cost of quotation.
Commission Details
It includes name of salesman involved in quotation,commission amount,commission percentage.
Suppliers
Name of Suppliers associated with quotation.
Follow Up
All the follow up submitted for chosen quotation are displayed.

Filling fields marked with an asterisk sign '*' is mandatory...!

Sales Report

This section displays the entire sales report between from date & to date .Filling From Date & To Date field is mandatory.It is categorised into separate sections such as Invoice, Job & Customer Wise.

Invoice Wise
The user will be able to get the detailed view of invoices and related information. It filters the search using chosen activity,services,salesman,customers & jobs.
Job Wise
The user will be able to get the detailed view of jobs and related invoices. It filters the search using chosen activity,services,salesman,customers & jobs.
Customer Wise
User will be able to get quick view of each salesman's customer wise total invoiced ,income and received between the chosen from date and to date.

Users can take print out of entire sales report by clicking on Print button.

Filling fields marked with an asterisk sign '*' is mandatory...!