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:

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	Shipment mode	Created on	Created By	Modified by	Modified on	Quotation state
MACCS25QAFI02061	ABC Motors	Import	Dubai	Port Louis	Air	21/03/2025	Hashim	Avisham	22/03/25	In Progress

 

Different ‘Quotation State’ should be:

Requested

In Progress

Waiting for Approval

Approved

Proposed

Confirmed

Client Rejected

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

 

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:

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

Company / Individual – Toggle

Vat Exempt (Yes / No) – Toggle

Company name – If company is selected company name should be displayed, else if Individual, first name and Last name is applicable.

Address 1, 2 and 3.

NIC / Passport number – Applicable for Individual only.

E-mail Address

Phone number

BRN – Applicable for companies

VAT Number

Tax Account number

 

Shipment Details:

Cargo Type (Import / Export) - Toggle

Shipment mode (Air / Sea /Inland) – Toggle

Commodity (Personal Effects / Commercial goods) – Dropdown

Commodity type: (General Cargo / Perishable cargo / Dangerous goods) Dropdown

Cargo Details which consist of:

·         Port of Origin – (From List)

·         Port of Destination – (From List)

·         Incoterm – (From List)

·         Pickup Address

·         Delivery Address

·         Packaging Type (From list)

·         Number of packages

·         Weight

·         Volume

·         Good Description

 

Dimension Details:

·         Length (cm)

·         Width (cm)

·         Height (cm)

·         Volumetric weight (Formula is LxWxH / 6000)

 

Shipper / Consignee / Notify parties information

Shipper’s level

·         Choose existing shipper (From Client list – Dropdown)

·         Company / Individual (toggle)

·         Shipper’s name 1

·         Shipper’s name 2

·         Trader Identification number

·         Phone number

·         E-Mail address

·         Address 1

·         Address 2

·         Address 3

·         Zip code

Consignee’s level

·         Choose existing consignee (From Client list – Dropdown)

·         Company / Individual (toggle)

·         Consignee’s name 1

·         Consignee’s name 2

·         BRN

·         Phone number

·         E-Mail address

·         Address 1

·         Address 2

·         Address 3

·         Zip code

 

Notifier’s level

·         Choose existing Notifier (From Client list – Dropdown)

·         Company / Individual (toggle)

·         Notifier’s name 1

·         Notifier’s name 2

·         BRN

·         Phone number

·         E-Mail address

·         Address 1

·         Address 2

·         Address 3

·         Zip code

 

Document

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

Quotation Validity (Days)

Other Services Required (Select from dropdown)

Important additional information

 

Suppliers rate

Select from list of shipment cost

Remarks

 

 

Charges

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

 

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

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

 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’.

 

Activity log:

Each transaction / change 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.

Refer to below proposed screen

Quotation screen.xlsx