A Quotation is a commercial offer prepared for a customer before the shipment/clearing service is processed.

It may contain:

• Customer details
• Shipment type: Air Import or Air Export
• Origin and destination
• Charge details
• Currency
• Estimated costs and sales
• Validity date

When the user creates an Air Clearing File from a quotation, the system should copy relevant information from the quotation into the clearing file.

User Flow¶

User clicks Create Air Clearing File
→ Clicks Use Existing Quotation
→ Quotation popup opens
→ User searches and selects quotation
→ System loads quotation data into Air Clearing screen
→ User completes missing shipment/clearing details
→ User clicks Save
→ Air Clearing File is created

UI Component¶

Button Label¶

Use Existing Quotation

This button should be available on the New Air Clearing File screen together with:

Use Existing HAWB
Use Existing MAWB
Use Existing Quotation

Quotation Selection Popup¶

Popup Title¶

List of Quotations

Search Filters¶

Field	Type	Remarks
Quotation Reference	Textbox	Search by quotation number/reference
Customer	Searchable dropdown	Customer/company from quotation
Cargo Type	Dropdown	Import / Export / All
Origin Airport	Searchable dropdown	Air quotation origin
Destination Airport	Searchable dropdown	Air quotation destination
Airline	Searchable dropdown	If available in quotation
Status	Dropdown	Approved / Valid / Accepted
Date Range	Date range picker	Default same approach as existing quotation module

Popup Grid Columns¶

Column	Description
Quotation Ref	Quotation reference
Customer	Customer linked to quotation
Cargo Type	Import / Export
Origin Airport	Origin
Destination Airport	Destination
Airline	Airline, if available
Currency	Quotation currency
Total Sales	Quoted sales amount
Valid Until	Quotation expiry date
Status	Quotation status
Action	Select

Functional Requirements¶

1 – Open Quotation Popup¶

When the user clicks Use Existing Quotation, the system must open the quotation selection popup.

2 – Filter Only Air Quotations¶

The popup must show only quotations relevant to Air Clearing with status "Confirmed".

System should exclude:

• Ocean Freight quotations
• Sea clearing quotations
• Unrelated service quotations, unless configured as applicable

3 – Search Quotation¶

The user must be able to search quotation using:

• Quotation Reference
• Customer
• Cargo Type
• Origin Airport
• Destination Airport
• Airline
• Status
• Date Range

4 – Quotation Eligibility¶

Only eligible quotations should be selectable.

Recommended eligible statuses:

• Comfirmed

Expired, cancelled, rejected, or draft quotations should either be hidden or displayed as non-selectable depending on existing system behaviour.

Suggested validation message:

This quotation cannot be used because it is not approved, accepted, or valid.

5 – Select Quotation¶

When the user selects a quotation:

• Popup closes
• Quotation reference is populated on the Clearing screen
• Commercial and available shipment information are loaded
• The clearing file remains editable before saving

Data Mapping from Quotation to Clearing File¶

A. Reference Mapping¶

Air Clearing Field	Source from Quotation
Quotation Reference	Quotation Reference
Customer	Quotation Customer
Cargo Type	Import / Export
Service Type	Air Clearing / Air Import / Air Export

B. Shipment Mapping¶

Air Clearing Field	Source from Quotation
Origin Airport	Quotation Origin
Destination Airport	Quotation Destination
Airline	Quotation Airline, if available
Incoterm	Quotation Incoterm, if available
Commodity / Description	Quotation Commodity, if available
Gross Weight	Quotation Gross Weight, if available
Chargeable Weight	Quotation Chargeable Weight, if available
Number of Pieces	Quotation Pieces, if available

C. Party Mapping¶

Air Clearing Field	Source from Quotation
Consignee / Customer	Quotation Customer
Shipper	Quotation Shipper, if available
Notify Party	Quotation Notify Party, if available
Delivery Agent	Quotation Agent, if available

D. Cost & Sales Mapping¶

Quotation charges should be copied to the Air Clearing File where applicable.

Clearing Section	Source
Sales Charges	Quotation selling charges
Cost Charges	Quotation cost charges, if maintained
Currency	Quotation currency
VAT	Quotation VAT rules
Charge Description	Quotation charge description
Quantity / Unit	Quotation quantity / unit
Rate	Quotation rate
Amount	Quotation amount

6 – Charge Copying Behaviour¶

When quotation charges are copied:

• Sales charges should be copied into the Sales section.
• Cost charges should be copied into the Costs section if available.
• Copied charges must remain editable before invoice generation.
• System must preserve original quotation reference for audit.

7 – No HAWB / MAWB Yet¶

A quotation may not yet have a HAWB or MAWB.

Therefore:

• HAWB Reference may remain blank.
• MAWB Reference may remain blank.
• User should still be allowed to create the clearing file.
• HAWB/MAWB can be linked later if required.

8 – Prevent Duplicate Clearing File from Same Quotation¶

System must validate whether a clearing file already exists for the selected quotation.

Suggested warning:

A clearing file already exists for this quotation. Do you want to continue?

The system may allow continuation after confirmation if the user allows.

9 – Save Clearing File¶

When user clicks Save Clearing File, the system must:

1. Generate unique Air Clearing Reference.
2. Save quotation reference link.
3. Save copied shipment/customer/charge details.
4. Set status to DRAFT.
5. Create Activity Log entry.

10 – Activity Log Entry¶

On successful save, system must create an Activity Log entry:

<username> created Clearing File <CLEARING_REF> from Quotation <QUOTATION_REF>

11 – Missing Quotation Data¶

If quotation has missing values:

• System should still load available data.
• Missing mandatory fields must be highlighted.

Validation Rules¶

Field	Rule
Quotation Reference	Mandatory after selecting quotation
Quotation Status	Must be eligible for use - Confirmed
Cargo Type	Must be Import or Export
Origin / Destination Airport	Mandatory before save
Customer / Consignee	Mandatory before save
Currency	Mandatory if charges are copied
Charges	Must follow existing charge validation rules

Acceptance Criteria¶

1 – Open Quotation Popup¶

Given I am on the New Air Clearing File screen,
When I click Use Existing Quotation,
Then the system should open the List of Quotations popup.

2 – Display Air Quotations Only¶

Given the quotation popup is opened,
When records are loaded,
Then the system should display only quotations applicable to Air Clearing.

3 – Search Quotation¶

Given I enter quotation reference, customer, cargo type, or route,
When I click Search,
Then matching quotations should be displayed.

4 – Select Eligible Quotation¶

Given an eligible quotation is displayed,
When I select it,
Then the popup should close and quotation data should populate the Air Clearing screen.

5 – Block Ineligible Quotation¶

Given a quotation is cancelled, rejected, expired, or draft,
When I attempt to select it,
Then the system should prevent selection or display:

This quotation cannot be used because it is not approved, accepted, or valid.

6 – Copy Sales Charges¶

Given the selected quotation contains sales charges,
When the quotation is selected,
Then the system should copy those charges to the Air Clearing Sales section.

7 – Copy Cost Charges¶

Given the selected quotation contains cost charges,
When the quotation is selected,
Then the system should copy those charges to the Air Clearing Costs section.

8 – Allow Creation Without HAWB/MAWB¶

Given the quotation has no HAWB or MAWB,
When I save the clearing file,
Then the system should allow creation, provided mandatory clearing fields are completed.

9 – Duplicate Quotation Warning¶

Given a clearing file already exists for the selected quotation,
When I attempt to create another clearing file,
Then the system should display a warning before allowing continuation.

10 – Activity Log Created¶

Given the clearing file is successfully saved from a quotation,
When save is completed,
Then the system should record the action in the Activity Log section at the end of the clearing page.