New Quote

1 Enter customer/contact/business name here, BoxTop should display existing names once 2 or 3 characters have been entered, select from the list and BoxTop will open full contact details so you can choose the correct record/contact person and use the Set button to add to Quotation

2 Ref – customer reference field (optional), if details entered will appear on Quotation and used in Find screens

3 Quote Type (mandatory) – choose from list

4 Mode (mandatory) – choose from list

5 Category (optional) – choose from list, please note authorised users can double click in this field and add/edit contents of list

6 Lead Source (optional) – choose from list, please note authorised users can double click in this field and add/edit contents of list

7 Equipment (optional) – choose from list, this list is linked to container types

8 Hazardous (mandatory) – tick box to indicate if goods are, or contain, hazardous material, if ticked option to choose hazard class appears, Yes/No field, default is No

9 Quote Ref (mandatory) – created automatically by BoxTop

10 Quote Date (mandatory) – created automatically by BoxTop

11 Follow Up (mandatory) – date completed automatically based on Contact Default Profile, once this date has been reached the Quote will appear in Follow Up screen – can override date if required (double clicking opens calendar feature), also can create a Sales Action by clicking on Follow Up button

12 Incoterms (optional) – choose from list, if selected can show and provide explanation on Quotation

13 Value (optional) – designed to show insurance value if insurance is requested, linked to Insurance button

14 Insurance (mandatory) – designed to indicate whether marine/transit insurance is requested, Yes/No field, default is No

15 DIMS (optional) – click DIMS button to enter measurements and BoxTop will calculate total NOP, Actual Weight, Chargeable, Cube and includes measurements in Description of Goods field (dimensions and weight can be entered in metric or imperial values)

16 NOP, Actual Weight, etc. (optional) – values can be entered directly in these fields if not using the DIMS feature

17 Description of Goods (optional) – choose from list or free type in this field, standard printed format should expand to contain all details entered, please note authorised users can double click in this field and add/edit contents of list

18 Opening statement (optional) – choose from list or free type in this field, standard printed format should expand to contain all details entered, please note authorised users can double click in this field and add/edit contents of list

19 Place or Receipt (optional) – choose from list (data from Cities & Ports list, found in Main Menu>Reference), can also free type in this field but, places in drop down list are usually linked to Countries so tax rules (found in Main Menu>Accounts>Tax Codes) can be calculated

20 Origin Port (optional) – choose from list (data from Cities & Ports list, found in Main Menu>Reference), can also free type in this field but not recommended as places in drop down list are usually linked to Countries so tax rules (found in Main Menu>Accounts>Tax Codes) can be calculated

21 Dest Port (optional) – choose from list (data from Cities & Ports list, found in Main Menu>Reference), can also free type in this field but not recommended as places in drop down list are usually linked to Countries so tax rules (found in Main Menu>Accounts>Tax Codes) can be calculated

22 Final Destination (optional) – choose from list (data from Cities & Ports list, found in Main Menu>Reference), can also free type in this field but, places in drop down list are usually linked to Countries so tax rules (found in Main Menu>Accounts>Tax Codes) can be calculated

23 Ship By (optional) – date field (double clicking opens calendar feature) used to indicate when goods should be shipped, perhaps to comply with a Letter of Credit, Customs processing, Order conditions, Customer request, etc.

24 Deliver By (optional) – date field (double clicking opens calendar feature) used to indicate when goods should be delivered to final destination/consignee, etc., perhaps to comply with a Letter of Credit, Customs processing, Order conditions, Customer request, etc.

25 Internal Remarks Only (optional) – ability to add notes that aren’t for publication but might be considered important for colleagues to review

26 Carrier (optional) – ability to show main carrier, list changes depending on Mode chosen and Contact Information identification (Airline, Shipping Line, Haulier, etc.)

27 Transit Time (optional) – choose from list or free type in this field, standard printed format should contain details entered, please note authorised users can double click in this field and add/edit contents of list

28 Frequency (optional) – choose from list or free type in this field, standard printed format should contain details entered, please note authorised users can double click in this field and add/edit contents of list

29 Quotation Validity (mandatory) – default value is based on Contact Default Profile but can be changed manually, only valid Quotations will appear automatically when creating a New Job

30 Additional Information (optional) – choose from list or free type in this field, standard printed format should expand to contain all details entered, please note authorised users can double click in this field and add/edit contents of list

31 Total Cost, Total Charge, etc. (read-only fields) – Total Cost is amount entered that you would pay your carriers/suppliers/subcontractors, etc., Total Charge is amount you are charging your customer, these fields should show values entered in the Charges screen, values will be converted to base currency using exchange rates stored in BoxTop (found in Main Menu>Accounts>Exchange Rates)

32 Charges (mandatory) – click here to add costs and charges to show on Quotation, cost/charge descriptions are usually linked to nominal codes used in your accounting system and are controlled and maintained by authorised users, found in Main Menu>Accounts>Charge Descriptions and Nominal Codes. Costs/charges can be entered in multiple currencies as long as the currency has been activated in BoxTop (found in Main Menu>Accounts>Exchange Rates). Selling Rates and Purchase Rates can be stored in BoxTop for use in Quotations (found in Main Menu>Sales>Sales Control>Rates)

33 Send (mandatory) – click to choose Quotation designs for printing to default printer or emailing directly from BoxTop (as pdf attachment)

34 Air Rates or Surface Rates, depending on Mode (optional) – click to access stored buy rates, found in Main Menu>Rates>Input Air Rates/Surface Rates

35 Convert (optional) – click to create a Job based on Quotation details, please note it’s also possible to see valid Quotations when creating a Job and then assign the Quotation details to the Job

36 Copy (optional) – ability to copy the Quotation and amend minor details without having to enter all details again

Charges

Once the header is complete click the Charges button at the top to add the charges to this quote.

Click on the clear line and select the charge Description.
Supplier - Select from a listing to help with Purchase invoices
Est Cost - Complete with Estimated costing to help with job profit
Tax Code - Codes will default and can be changed depending on the quotation.
Charge - Amount to show on the quote
Show - This can be ticked/un-ticked to show this line on the quote - can be useful when doing a quote for Door to Door and you wish to show the costing lines
Description - More info about the charge/cost
Comments - Details to show on the quote next to the charge line.

Profitability and margin ratios are automatically calculated (in base currency) and shown at the foot of the Quotation screen…

Quotations can be printed and/or emailed directly from BoxTop, it’s also possible to attach associated data from other sources, e.g. sub-contractors, worksheets, emails, etc., to a Quotation so all the information is easy to find and retrieve if necessary.

Then click "update" then you can Print or Send the quote by clicking on the Send button.

There are a number of different Quotation formats provided as standard in BoxTop but we’re also able to modify the printed documents to suit your own requirements, a couple of examples with data in virtually all fields are shown below…

Use this button at the top of the page to add attachments and any correspondence to the quote.

New Sector

This is used for a quote you wish to show with different options like different container options or Origin......

Click on New Sector and the quote is mirrored and you can change the information
Add new charges
Change any details about this option
Use the Arrows at the very bottom of the page (Left) to move between sectors
When completed select the option to print with Details if required.

Air Rates

Air Rates is used if your customer wishes to have a listing of the airlines that go to this destination so they can choose the best option for them.

Click on Air Rates at the top middle of the quote page
Enter the Different Airline options as shown below
This works best if you have rates already setup in BoxTop, then you could click the Lookup Rates and this will auto complete the page
Once you have finished adding the rates, closed and then print with the option "Air Rates Quote"

Google Sites

Report abuse