Quotations
Master data
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Quotation to customers
0 Customers receive the quotation · each gets one e-mail with all of their products
1 Salesperson
Is remembered and restored the next time you open the tool.
2 Price basis
⚓ Port of shipment
Appears in every quotation as FOB
3 Products for this quotation
Click whatever goes out – as many as you like. The free text comes from the “Products” tab, you set the price below. In brackets: how many customers have this product assigned.
4 Shipment
Applies to the whole quotation and appears in every block.
5 Prices per country
One row per product, one column per country. At the top the surcharge per country – it applies to all products, a value in a cell overrides it. The Shipment belongs to the product; empty means the value from card 4 applies. The Incoterm is fixed and comes from “Countries & ports”.
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Preview & sending · customers
Who gets what at which price. Salutation and price can be changed per customer, single products are switched off with the small toggle, and with Active you take a customer out of the mailing entirely. The Incoterm comes from “Countries & ports”.
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Quotation to agents
0 Agents receive the quotation · each gets one e-mail with all of their destinations
1 Salesperson
Is remembered and restored the next time you open the tool.
2 Price basis
⚓ Port of shipment
Appears in every quotation as FOB
3 Products for this quotation
Click whatever goes out. Free text and payment terms come from the “Products” tab, you set the price below.
4 Shipment
Applies to the whole quotation and appears in every block.
Appears as
Shipment: End August foreseen. Leave empty and the line is dropped.5 Prices per destination
On the left the base price – it applies to the default payment term of the product and to all destinations. On the right, only enter where a country differs. The differences of the other payment terms come from the “Products” tab.
Both work in the country fields: the fixed price
1040 or a surcharge +40 on the base price. Once typed, the calculated price appears in the field.6 Payment terms in this quotation
Preset is whatever is stored in the “Products” tab. Here you switch, per product,
terms only for this quotation on or off – the master data stays untouched.
The default term is the reference point and cannot be switched off.
If you switch on a term that has no difference in the master data,
you enter it here by hand:
+25 oder -30 compared with the base price.7 Recipients
Toggle off = this agent gets nothing. Deselect single destinations by clicking the tag.
Der surcharge applies only to this agent and is added to each of their prices:
+20 turns 1000 into 1020. Negative values work too. It stays stored with the agent.| Agent | Destinations | Surcharge USD/mt | Included |
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0 agents receive this quotation.
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Products
Each product once is created once – the list applies to both modules, agents and customers. Name, free text for the e-mail, the default payment term and how much the others differ from it. Payment terms are used only by the agent quotation; for customers the price is per country. No price here – you set it in the quotation, because it changes every time. Stored in the browser.
Drag the product list here as Excel
Columns: Product · Free text · Default · Payment terms. Replaces the existing data.
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Preview & sending
What each agent gets, word for word. You can overwrite any text here – what stands here goes into the Excel.
€
Payment terms
The payment terms available in every quotation. They appear in the e-mail exactly as you write them here – that is, in English. You enter the price difference per term with the respective product.
Drag the payment terms here as Excel
One column: payment term. Replaces the existing data.
The order here is the order in the e-mail. If you rename a payment term, it is updated with all products.
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Agents
An agent looks after several countries and gets one e-mail with all of their destinations. They are addressed by first name. Stored in the browser.
If several people should read along, the addresses go into the e-mail field separated by a semicolon :
agent@example.com; assistant@example.com. Note: they all appear in the “To” field and see each other
– intended for one agent and their assistant, not for two different agents.Drag the agent list here as Excel
Columns: First name · Last name · E-mail · Countries. A single name column works too, it is split. Several countries in one cell (comma) or one row per country.
You click the countries directly in the agent’s row. What is offered is whatever is stored under “Countries & ports”.
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Simple quotation
Choose a product so it is clear who receives it – you write the text yourself. No prices, no building blocks: what stands here goes into the e-mail exactly like this.
1 Salesperson
2 Product – who receives the quotation
All customers who have this product assigned in the “Customers” tab are contacted.
3 Text of the e-mail
Salutation and closing come from the Word template. Here goes only what belongs in between.
4 Recipients
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Customers
Every customer is listed once here – with country and e-mail. Which products they get is clicked on the right in their row. Stored in the browser.
Drag the customer list here as Excel
Columns: Empresa · Nombre · Apellido · País · Email. If a column Producto is present too, it is read as an assignment – so the old file with one row per product still works.
You click the products directly in the customer’s row – what is offered is whatever stands in the “Products” tab. The Country is selected, not typed: only then does the quotation find the matching Incoterm from “Countries & ports”. A country from an Excel file that is missing there is marked yellow in the row.
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Countries & Incoterms
On the left is the code you use to select the destination – on the right the Incoterm, exactly as it appears in the quotation.
For two ports in the same country you create two codes: “Guatemala Quetzal” with “CIF Puerto Quetzal, Guatemala” and
“Guatemala City” with “CIF Guatemala City, Guatemala”. Stored in the browser.