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Transfer a quotation into an order

Select the context menu item Select quotation and search for a quotation.

The Mode is automatically pre-assigned depending on whether you are currently using a Seafreight, Airfreight or Road file. 

If entered in the file, the customer is also pre-assigned in the search mask.

Press F3 to start the search.
The result shows quotations that correspond to the entered address and mode.

Click Cancel to exit the search without accepting a quotation.

After you have accepted a quotation in to an order, the file is filled with data from the quotation such as port of loading and discharge or the corresponding airports, the delivery term and the goods description.
These data can be manually edited and saved at any time.

After the transfer, the file(s) is/are displayed on the File info tab in the quotation.

If a TMS quotation has been accepted into the order/the invoicing, the quotation number and ID are displayed on the Info tab of the order. Double click into the field to open the quotation.

Quotation transfer in Airfreight

Please note the following when accepting a quotation into an airfreight file:

Attention:

• When transferring a quotation into an export file, please note that the preallocation of the customer rate (marked in red below) and other charges is made with data from basic data AIRFREIGHT →Rates → Customer other charges, NOT with data from the quotation.

• The rate of the quotation is pre-assigned for the invoicing on the Invoicing tab.

The field CWeight is filled with the weight entered in the quotation.

In the lower section, select context menu → Add line to add lines for the entry of dimensions.

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Accept a quotation into the Invoicing

If a quotation has already been accepted into an order, this quotation is automatically pre-assigned upon voucher entry for the invoicing on the Voucher items tab.

This preallocation is made only once per quotation. If the quotation has already been accepted, it will not be pre-assigned for the invoicing again.

Select the context menu item Select quotation to open the search mask. The search is already pre-assigned with data from the quotation.
Address, Mode and the Quotation ID are pre-assigned. The transferred quotation is displayed in the result.

Confirm to aceppt the items from the quotation into the voucher items.

If the checkbox Quotation: Transfer per billing item in BASIC DATA → COMPANY → INVOICING → SETTINGS is activated, the search result offers all billing lines per quotation for selection. These can be selected and accepted one by one. You can also accept billing lines from different quotations. This enables the creation of a general quotation per address.

Exception airfreight export:

When transferring a quotation into the invoicing of an airfreight export file, please note that the transfer message of the quotation is displayed before the suggestion of the automatic cost preallocation.
If you have recorded rates in Basic data > Airfreight > Raten (Customer rates) and if the automatic cost preallocation is activated, this invoice suggestion appears after the preallocation of the quotation.

Exception airfreight import:

In airfreight import, the entered collect costs are automatically transferred into the outgoing invoicing as well.
The field Quantity is currently not filled automatically in case of billing codes with basis CWT.

If not all fields for the invoicing are filled in the quotation or in the order, the missing data must be entered.

If, for example, the weight or chargeable weight is not entered in the order and if these data are entered as basis in the billing code, the billing code is pre-assigned in the invoicing and the Quantity field is empty.

Quotation status ORDER after acceptance

After the acceptance of a quotation in the order or the outgoing invoice,

• the status of the quotation is set to order and

• the order date to the current date,

provided the status of the quotation was not order. The order date in the offer is only set if it was still empty.

Information messages upon transfer

1. The following message appears if you select a quotation that has already been transferred into an order:

2. The following message appears if the order data that have been entered manually differ from the data in the quotation. Click YES or NO.

3. If you accept a quotation with currency exchange rates and use it in the invoicing, please decide whether or not you would like to update the R.O.E.

• Click [Yes] to update the R.O.E. from the currency basic data for all items.

• Click [No] to use the R.O.E.s from the quotation. 

4. If the quantities on the Goods description tab in the quotation differ from the ones entered in the order, CargoSoft issues the following warning. The user can now decide whether or not to use the quotation as calculation base.
The message appears once, irrespective of the billing code and calculation base. The goods description in the order takes priority.

5. If the quantity is used as the calculation base and if there are differences between the shipment data in the order and the quantities in the quotation, CargoSoft issues the following warning.
This message appears per billing line which uses the quantity as calculation base. The quantity in the order takes priority.

6. If a quotation has already been invoiced and is to be transferred into the outgoing invoicing again, CargoSoft issues the following message:

7. If you transfer a quotation into an order in which the main/sub department or mode/sector does not correspond to the data from the quotation, CargoSoft issues the following warning. Click YES or NO.

Accept quotation into CEP

Factor of chargeable weight = 5

The factor for calculating the chargeable weight in TMS quotations is programmed - the factor 5 is pre-assigned as soon as you switch to CEP mode and the field for the factor is enabled for input.

• It is possible to enter values other than 5.

• After changing the factor, the chargeable weight is recalculated immediately.

If you enter a factor in CEP mode and then change the mode in the header data of the TMS offer to e.g. Seafreight, the Factor field is locked again and the previously entered lines remain. The pre-assignment according to mode then only takes effect again for new lines.  

Attention: 0 and empty are not permitted as a factor and the default value is 5.