Settings e2cargo

Quotes

When a Customer needs work done e.g transporting from A to B, they would expect to receive a quotation from you. This quotation will incorporate freight prices, sender, consignee details and shipment details. A quotation, once accepted, effectively forms a contract between you and the Customer. Also the External User can also create a Quote and submit this direct to your Company.

e2cargo have provided a Quote functionality, that not only will you be able to populate data from Master Data already created, but will calculate the freight price, print the Quote, and send a notification email direct to the customer for them to see the details direct through e2cargo, or via e-mail to a non e2cargo customer.

When selecting the Quotes Tab the screen will display the Quotes Management view. This view will display all the quotes that you have created. To the right-hand side there is a button Create new quote.

To view Quotes in ascending/descending order:

Locate and click on the words Quote No. This will display all Quotes in ascending/descending order.

To create a new Quote

e2cargo have added a temporary save function. Once information has been entered into Quote Header and Sender/Consignee Address Details this information will be saved in the background.

Using the mouse click on the Create new quote button located to the right-hand side of the screen on the Quotes Management Heading Bar. The Create Quote screen will be displayed.

The screen will be split into five separate sections:

Quote Header
Sender/Consignee Address Details
Shipment Details
Additional Information
Freight Calculation

Note: Once all information has been entered in the five sections, select the Save Quote button.

Quote Header

The following fields will be displayed under Quote Header

Quote No	This will be automatically created by the program once the Quote is saved and taken from the Client Settings.
Shipm. No	This will be greyed out at this stage and will not be populated until a quote is released into a shipment order
Inv. No	This will be greyed out at this stage and will not be populated until an Invoice is created for a Shipment.
Your Ref	For you to put in your own unique Reference number for the Quote.
Ext Ref	Can be used to enter external Customer Reference number
Ref No	Can be used to enter any relating reference number.
Calc Date	This field will be populated on completion of freight calculation.
Quote Date	This is defaulted to the current date when you are creating the Quote.

To change the Quote Date

Using the mouse, click on the Calendar icon. The current calendar month box will be displayed and today's date will be highlighted.
Using the mouse, click on the date you require, this will be immediately changed in the Quote Date box. If you wish to change the month, use the arrows displayed along side the current month to advance to the required month.

Sender/Consignee Address Details

The Address details are split into two separate columns Sender and Consignee. At the top of each column you have the Shortcode field which provides a drop down list of Shortcodes relating to the Sender/Consignee address that have been set-up in Master Data under Address Book.

Using the mouse, click on the down arrow to display a list of Short Codes. Highlight and click with the mouse the required Short Code. The full address will automatically be populated into the Sender/Consignee fields.

e2cargo also appreciate that not all Sender/Consignee's will be held in the Address book, therefore you have the option to enter the details manually.

Shipment Details

The Shipment details provide more information on the type of cargo/goods, together with measurements, weight and volume. This information will help in providing the freight calculation. An external customer can also add these details themselves, once they receive the quote/shipment.

To add Shipment Details, click on the + Add new record icon, the Order Line Details screen will be displayed.
Once you have completed the Shipment Details, click on the Save Order Line button.

Below is an explanation of each field

Quantity	This is a mandatory field in the Shipment Details.
Load Equipment	A drop down list selection taken from the Master Data entries. You can also manually type in Load equipment.
Stackable	Tick box if you stack the loading equipment on top of each other.
Goods	A drop down list selection taken from the Master Data entries. You can also manually type in Goods.
Weight (kg)	Enter the overall weight of the cargo/goods. This is a mandatory field
Chg.Weight (kg)	The chargeable weight will be synchronized automatically with the weight entry. If the chargeable weight is higher, then you need to amend the chargeable weight field. e2cargo does not automatically calculate the chargeable weight from a volume.
LM	Enter the Loading Metre.
Length (cm)	Enter the Length in centimeter
Width (cm)	Enter the Width in centimeter
Height (cm)	Enter the Height in centimeter
Vol (cbm)	Volume in cbm will be calculated from the program automatically. The volume will also be multiplied with the quantity. If you have only the volume and not the dimensions, it is also possible to insert the volume direct into the field.

To add additional Shipment details

You will first need to select the Save Order Line button.
Once selected click on the + Add new record icon to add the additional item.
You will need to repeat these steps for each individual goods. You can also add the additional items when editing a Quote.
Each entry will then appear in the Shipment Grid View.

Additional Information

This allows you to enter any more information that helps with the Shipment of cargo/goods for both you and the Customer.

Info — This box is a free text field for you to enter information.

Delivery Terms — Preloaded with Incoterms 2000 and can be updated in Master Data - Delivery Terms. Using the mouse select the down arrow to select your choice.

Insurance to Cover — Using the mouse untick the box if there is no cover insurance.

Freight Calculation

This option allows you to quickly and automatically create freight cost calculations based on your shipment. It is easy, you just choose your freight type, lump sum, rate, surcharge, discount and insert your price. All this can be done whilst negotiating with your customer on the phone.

To add Freight Calculation, click on the + Add new record icon, the Rate Details screen will be displayed. Before proceeding to enter your Rate Details, we advise you to read the Important Note further down on this page.

A drop down list selection for Rate Types has been provided. Depending on the Rate type additional fields are used. Each Rate Type description, how to enter and calculate has been provided below:

Rate Type

Lump Sum: Is a fixed total amount for a freight cost and their currency.

Fill in the Amount field and using the Ccy drop down list select the currency for the Lumpsum.
Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Rate Type + Amount + Ccy.
The description field is mandatory.

Rate per: Is a rate per unit. You are able to select the figure for "per" and also the unit (kg, volume, loadmeter, piece)

Fill in the Amount field and using the Ccy drop down list select the currency for Rate per.
From the Per drop down list select the per rate (per 1 - 1000).
From the Unit drop down list select your requirement.
Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Amount+Ccy+Per+Unit.
The description field is mandatory.

Discount on previous rate: Is a percentage which can be taken down from the rate which is listed directly above. The discount will only be taken from the amount of the previous rate result of the Freight Calculation Grid.

Enter the discount value in the "Percentage %" field.
Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Discount of XX% on previous rate..
The description field is mandatory.

Surcharge on previous rate: Is a percentage which will add up to the rate which is listed directly above. The surcharge will only be added to the amount of the previous rate result of the Freight Calculation Grid.

Enter the surcharge percentage in the "Percentage %" field.
Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Surchage of XX% on previous rate.
The description field is mandatory.

Discount on all previous rates: Is a percentage which will be taken down from all previous calculated rates. The discount will be taken from all amounts from previous rates of the Freight Calculation Grid. All rates inserted after will not be deduced.

Enter the discount percentage in the "Percentage %" field.
Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Discount of XX% on all previous rates.
The description field is mandatory.

Surcharge on all previous rates: Is a percentage which will be added up to all previous calculated rates. The surcharge will be added to all the amount of the previous rate result of the Freight Calculation Grid. All rates inserted after will not be added.

Enter the surcharge percentage in the "Percentage %" field.
Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Surcharge of XX% on all previous rates.
The description field is mandatory.

See Example below

Important Note:

When using the Calculate button, e2cargo enters standard text of the Rate type in the Description field. It is an easy, quick and convenient way to create Rate text. If you don't want to use the standard rating text of e2cargo, then don't click on the Calculate button or overwrite the text.

After selecting your Rate Type, Amount, Currency and selecting the Calculate button, you will see displayed the Exchange Rate, Result in Rate Currency and Result in (the result will be based on your base currency eg. Euro, GBP, or US Dollar)

If a rate is in a different currency to the base rate of the client, e2cargo will automatically convert the result into the basis currency and will be shown in the Exchange Rate field. However you are able to manually change the Exchange Rate to your requirement or preference rate.

To Edit a Quote Entry

Using the mouse click on the relevant Quote entry row and a green dotted circle will briefly appear. The Quote Entry will then be displayed on screen.
Change the relevant details or add additional shipment item details.
Once the details have been changed, select the Save Quote button located at bottom far right-hand side of the screen.

A message will be displayed that the changes have been successfully updated.

To release a Quote to Shipment

Using the mouse click on the relevant Quote entry row. The Edit Quote Entry will be displayed on the screen .
Using the mouse click on the Release to Shipment button. e2cargo software will then perform the following:

Change the Quote to a Shipment Order
Show the flow status as Shipment
Generate from your settings a Shipment Number
Display the new converted Shipment Order in Edit mode.

To Print a new Quote

Once you have saved your Quote, e2cargo have provided the facility to be able to Print, View, Export and Mail the Quote.

The Quote preview menu allows you to print by selecting the print icon, or select an export format to export your Quote.

Using the mouse, locate and click on the Print and Email reports button located to the left hand side of the Quote Management Screen. The word Quote will be displayed below. Using the mouse click on the word Quote. The Quote Preview screen will be displayed.
Select the Print Icon button to print the Quote. This is located next to the the two green arrows on the bar above the Company Name.

To Export a new Quote

You may wish to export the quote into a different format for use later in another system or filing.

On the Print Quote menu bar, locate the field Export to the Selected Format, click on the arrow and select from the drop down list.
Using the mouse click on the Export button. A File Download dialogue box will be displayed.
Select the Save button, and specify where you want the Quote to be saved.

To Email a new Quote

If you wish to email the quote to the Customer please follow the steps below.

Using the mouse, locate and click on the Send by mail button. A Send Mail box will be displayed above the Quote View Bar.
Mail To will be defaulted with the email address of the Sender. You have the option to change this.
Subject will display the Quote No.
Mail Text will display the text you entered in the Report Settings. You have the option to change this text.
Select the Send button. A message will be displayed towards the top of the screen Mail successfully sent.

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