FFA

A freight forwarder should be able to create / update a quotation for a client. This document is sent by the freight forwarder to their clients indicating the proposed rates for a shipment. The Quotation can be done from scratch or from a Request for quotation (RFQ).

Acceptance Criteria:

1.      The system should allow creation / Update of a Quotation.

2.      Create a quotation using a Request for Quotation.

3.      Different level of approvals

4.      Cancel a Quotation

5.      Different status.

6.      Different search criteria comprise of ‘Date range’, ‘Quotation Reference’, ‘Client name’, ‘Quotation State’.

 

Pre-Requisite:

1.      There is no such pre-requisite to create a Quotation from the system, however, it can be started by the Request for Quotation.

Description:

When accessing the Main page of the Quotation, a list of existing Requested quotation should appear.

1.      Display list as illustrated below.

Reference	Company / Individual	Cargo Type	Loading	Destination	LCL/FCL	Created on	Created By	Modified by	Modified on	Quotation state
MACCS25QSFE02061	ABC Motors	Import	Dubai	Port Louis	LCL	21/03/2025	Hashim	Avisham	22/03/25	In Progress

 

Different ‘Quotation State’ should be:

ü  Requested

ü  In Progress

ü  Waiting for Approval

ü  Approved

ü  Proposed

ü  Confirmed

ü  Client Rejected

Note: The user should be able to: (a) Update quotation (b) Assign Salesperson (c) Clone quotation

2.      Add a ‘Create Quotation’ button.

·         When clicking on the ‘Create Quotation’ button, a new page should be displayed having the below fields:

Company / Individual Details:

Ø  Choose existing client (to be retrieved from the client maintenance list).

Ø  Company / Individual – Toggle

Ø  Vat Exempt (Yes / No) – Toggle

Ø  Company name – If company is selected, else First name and Last name is applicable.

Ø  Address 1, 2 and 3.

Ø  NIC / Passport number – Applicable for Individual only.

Ø  E-mail Address

Ø  Phone number

Ø  BRN – Applicable for companies

Ø  VAT

Ø  TAN

Shipment Details:

Ø  Cargo Type (Import / Export) - Toggle

Ø  Shipment mode (Air / Sea /Inland) – Toggle

Ø  Commodity type (Personal Effects / Commercial goods) – Toggle

Ø  Type of shipment (FCL/LCL) – Toggle

If LCL – Provide:

LCL Details which consists of:

·         Packaging Type (From list)

·         Number of Packages

·         Weight

·         Volume

·         Description of goods.

Then:

Dimension Details such as:

·         Length (m)

·         Width (m)

·         Height (m)

·         Volume (m3)

·         Number of packages

If FCL – Provide:

Container / Bulk list

·         Container Type (From Dropdown list)

·         Cargo weight (Kgs)

·         Volume (m3)

·         Gross weight (Kgs)

·         Packaging (From List)

·         Marks and numbers

·         Number of packages

·         No of container (Quantity)

·         Tare weight

·         Sea Pollutant (Yes / No)

·         Dangerous (Yes / No)

·         Good Description

 

Ø  Port of Origin – (From List)

Ø  Port of Destination – (From List)

Ø  Incoterm – (From List)

Ø  Pickup Address

Ø  Delivery Address

Shipper / Consignee / Notify parties information

Shipper’s level

Ø  Choose existing shipper (From Client list – Dropdown)

Ø  Company / Individual (toggle)

Ø  Shipper’s name 1

Ø  Shipper’s name 2

Ø  BRN

Ø  Phone number

Ø  E-Mail address

Ø  Address 1

Ø  Address 2

Ø  Address 3

 

Consignee’s level

Ø  Choose existing consignee (From Client list – Dropdown)

Ø  Company / Individual (toggle)

Ø  Consignee’s name 1

Ø  Consignee’s name 2

Ø  BRN

Ø  Phone number

Ø  E-Mail address

Ø  Address 1

Ø  Address 2

Ø  Address 3

Notifier’s level

Ø  Choose existing Notifier (From Client list – Dropdown)

Ø  Company / Individual (toggle)

Ø  Notifier’s name 1

Ø  Notifier’s name 2

Ø  BRN

Ø  Phone number

Ø  E-Mail address

Ø  Address 1

Ø  Address 2

Ø  Address 3

 

Document

Ø  Upload Document

File name	File type	Type	Uploaded by	Upload Date	Actions
cost-and-sales-file (24).pdf	application/pdf	RFQ	Hashim	21/03/2025	Download / Preview

 

Additional Information

Ø  Quotation Validity (Days)

Ø  Other Services Required (Select from dropdown)

Ø  Important additional information

 

Vessel Schedules

Ø  Select from list of vessel schedule (One or multiple can be proposed or even none)

Ø  Remarks

 

 

 

 

Charges

Ø  Insert an ‘Add charges’ button.

Charges	Type	Currency	Amount	VAT	VAT Amount	Total	Exchange Rate
Documentation Fee	Prepaid / Collect	MUR	1000	Standard Tax rate	150	1150	1

 

System should allow modification / Deletion of each charge

 

Ø  A ‘SAVE’ option so that the information could be saved

Ø  If data comes from a Request for quotation (RFQ) and Update button should be available

Ø  A ‘Back’ button should be available

 

After all information has been saved / updated an ‘Action’ button should be displayed.

The ‘Action’ button shall contain:

·         Approve

·         Reject

·         Cancel

·         Propose to client

·         Client confirmed

·         Client Rejected

 

(a)   A pop-up indicating ‘Are you sure to continue’ having ‘Yes’ or ‘No’.

(b)   Upon each action (Listed above) a pop-up should be displayed with ‘Email to’ and ‘Email cc’.

Ø  Activity log – Each and every transaction / changes for example ‘a charge amount has been changed from Rs10 to Rs15’  should be logged by the system and shall contain a Date & time and the name of the user as well.