Quotation
The Quotation templates are designed to serve two different purposes:
Tariff Quotation
Standard Quotation
Flexible Sections
The template includes flexible sections that you can show and hide based on your needs:
Tariff Information
Tariff Details
How to Use
You can easily control what appears in your PDF output:
For Tariff Quotation: Check the "Show Tariff in Quotation PDF" or "Include in Quotation PDF" box to display the tariff sections in your final document.
Checklist the Include in Quotation PDF in Tariff Info section to show it on print out
Checklist the Show Tariff in Quotation PDF in Tariff Details section to show it on print out
For Standard Quotation: Simply uncheck these boxes, and your PDF will only show the Cargo Details and Charges Details sections.
This flexibility allows you to use the same template for different business requirements while ensuring your quotation contains only the information you need to share with your customers.
Section Details
Shipment Details
Field | Description |
Prepared For | The client company receiving the quotation. Mapped to Customer in Freight Details section on the system. |
Attention of | The specific person the quotation is addressed to. Mapped to Contact Person in customer Partner’s Details. |
Submitted By | The representative who prepared the quotation. This is mapped to the person who printed the quotation. |
Port of Loading | The location where the cargo will be loaded onto the vessel. Mapped to Origin in Freight Details section on the system. |
Port of Discharge | The location where the cargo will be unloaded. Mapped to Destination in Freight Details on the system. |
Transit Time | The estimated duration of the shipment. Mapped to Transit Time in Freight Details section on the system. |
Quotation Date | When the quotation was issued. Mapped to created date of the quotation. |
Reference No | The unique identifier for the quotation. Mapped to the Quotation No. |
Rate Validity | The date until which the quoted rates remain valid. Mapped to Expiration Date in Freight Details on the system. |
Incoterm | The international commercial term defining the responsibilities between buyer and seller (EXW - Ex Works). Mapped to Incoterm in Freight Details on the system. |
Cargo Details
Field | Description |
Commodity Name | Name of the commodities (e.g. Wheat, Gold, etc) taken from Cargo Details section on the system. |
Qty | Qty of the commodity per commodity level taken from Cargo Details section on the system. |
UOM | Unit of Measurement of the commodities taken from Cargo Details section on the system. |
Gross Weight | The Gross Weight per commodity level is taken from Cargo Details section on the system. |
Chargeable Weight | The weight used for billing. Higher of gross weight or volume weight. Taken from Net Weight field in Cargo Details section on the system. |
Measurement | The Measurement per commodity level taken from Cargo Details section on the system. |
Tariff Information
Field | Description |
From | From is taken from the country name of the origin port. |
Origin Port | An origin port is the specific seaport where a shipment of goods begins its international journey. Taken from Origin field on the system. |
To | To is taken from the country name of the destination port. |
Destination Port | Destination Port is the port where a shipment completes its sea or air transport leg and is offloaded, marking the end of that part of the journey. Taken from Destination on the system. |
No of Packages | No of Packages is the total qty amount of the commodities. It’s including the {Amount} and {UoM}, for example 40 CAN. 40 is the amount of the package, meanwhile CAN is the UOM. |
GWT (KG) | GWT (KG) is the total amount of gross weight of all commodities. |
CBM | CBM is the total measurement of all commodites. |
Mode | Mode is the shipment mode for the shipment (e.g FCL or LCL) |
Incoterms | Incoterms are a set of internationally recognized rules which define the responsibilities of sellers and buyers in the export transaction (e.g EXW or FOB) |
Description of Goods | A description of goods is a detailed explanation of the commodites. Taken from Remarks field on the system. |
Consolidator (for LCL Only) | Consolidator is a logistics company or freight forwarder that combines individual, smaller shipments (Less than Container Load or LCL) from multiple different shippers into a single, full container shipment to be sent by sea. Taken from Broker field on the system and only available for LCL mode. |
Liners | The shipping companies/carriers handling the cargo. Taken from Master Loader field on the Tariff Info section. |
Routing | The path the shipment will take, showing origin and destination ports. Taken from Routing field on the Tariff Info section. |
T/Time | Transit Time - how long the shipment will take to reach its destination (1-2 Days depending on the carrier) |
Other Informations | Additional details relevant to each shipping option |
Tariff Details
Field | Description |
Description of Charges | Description of Charges lists the specific type of fee or charge being applied to the shipment. This field mapped to Description column on Tariff Details section. |
Curr | This stands for "Currency" and indicates the monetary unit in which the charges are denominated. |
Amount (Charges) | This column shows the actual cost amount for each service based on the shipment type. If ocean, the charges will be broken down based on Container Type, and for Air, it will be broken down based on Weight. The user can choose the Container Type or Weight they wanna show on the printout by clicking the Manage Container or Manage Weight on the top right section of each Tariff Group. |
Remarks | This column contains additional notes, comments, or clarifications related to each specific charge. |
Charges Detail
The Charges Details section includes a specific logic that can be customized based on your requirements:
Hidden Zero-Value Items: Any charge item with a Unit Price of zero (0) will automatically be hidden in the PDF output. This helps keep your quotation clean and focused on relevant charges only. This feature can be further customized upon request to meet your specific business needs.
Field | Description |
Description of Charges | This column lists the specific type of fee or charge being applied to the shipment. This field mapped to Charge Description column on Charges Detail section |
Curr | This stands for "Currency" and indicates the monetary unit in which the charges are denominated. |
Qty/Vol | This stands for "Quantity/Volume" and represents the number of units or volume measurement for which the charge applies. |
UOM | This stands for "Unit of Measure" and specifies the measurement unit used for the quantity (e.g., 20FL, 20FT, 20GP, etc). |
Minimum | This indicates the minimum charge amount that applies regardless of the quantity |
Rate | This is the per-unit price or rate charged for the service. |
Tax | This column shows the tax code applied to the charge. |
Tax Amt | This shows the amount of tax charged. |
ROE | This stands for "Rate of Exchange" and is used when converting between currencies. |
Total | This is the final amount charged for each line item, calculated as Rate × Quantity × ROE. |
Remarks | This column contains additional notes or clarifications related to each specific charge. |
Total Estimated Charges
The "Total Estimated Charges" section provides a comprehensive summary of all costs associated with this shipment quotation. This section serves as a final cost breakdown for the client. This section only appears in the quotation when there are charge details included in the document. If no charges are specified in the quotation, this summary section will not be displayed.
Field | Description |
Item | Lists the categories of charges that make up the total cost. If in 1 charge group contains more than 1 currency, it will be separated into 2 items. |
Amount | Shows the monetary value for each item category. If in 1 charge group contains more than 1 currency, it will be separated into 2 amounts. |
Terms and Conditions
The Terms and Conditions (TnC) section outlines the legal agreements, limitations, and responsibilities that govern the business relationship between the service provider and the client. This section is crucial as it establishes the legal framework for the quotation and subsequent service delivery. Each tenant (company or organization using the system) can customize their own Terms and Conditions to reflect their specific needs.