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Purpose

Use Relationship Management to control the commercial process from prospect identification through approved quotation and customer handoff. The module maintains prospects/leads, customers, customer groups, sales activities, buying rates, and quotations.

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Preconditions

  • The user has Relationship Management access for the correct office or branch.
  • Customer groups, currencies, charge codes, service modes, and locations are available.
  • Vendors/carriers and buying rates have been reviewed where required.
  • The quotation approval matrix, margin policy, and validity rules are known.
  • A duplicate search has been completed for the prospect or customer.

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Workflow

  1. Register and qualify the prospect.
  2. Record sales activities and required follow-ups.
  3. Review applicable buying rates.
  4. Prepare selling charges and quotation terms.
  5. Submit the quotation for approval.
  6. Issue the approved quotation and record the response.
  7. Convert or link the accepted business to the customer and shipment workflow.
The process map below shows the normal path and the revision loop when a quotation is not approved.

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Step-by-step

1

Create the prospect or lead

Enter the legal/company name, contacts, opportunity source, required freight service, expected route/volume, salesperson, next action, and target date.
2

Maintain sales activities

Record calls, meetings, visits, requests, commitments, outcomes, and the next follow-up.
3

Review buying rates

Select the applicable freight, container, or trucking rate. Verify provider, route, service, currency, validity, inclusions, exclusions, minimums, and surcharges.
4

Create the quotation

Choose the prospect/customer and add service, route, charge lines, selling amounts, currency, taxes, validity, payment terms, operational assumptions, and notes.
5

Review margin and completeness

Compare buying and selling data, confirm the intended margin, and check that all required charges and conditions are present.
6

Submit for approval

Use the configured approval action and confirm the quotation leaves Draft status.
7

Issue and follow up

Send only the approved version, record customer feedback, and revise through the controlled process when needed.
8

Handoff accepted business

Complete the customer master and use the approved commercial data when creating the shipment order.

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Screenshots

No sanitized current-version screenshots for this module are stored in the repository yet.
Recommended captures: Prospect/Lead list and detail; Buying Rate query; quotation charge lines/totals; quotation approval/status.

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Result

An approved, traceable quotation is available for customer communication and shipment handoff, with commercial assumptions, rates, validity, and follow-up history recorded.

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Approval

Quotation approval follows the configured matrix. Review customer, service, route, validity, buying/selling rates, margin, currency, taxes, payment terms, and special conditions. Returned quotations require a clear correction reason.

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Accounting Impact

A prospect, activity, buying rate, or quotation normally has no direct general-ledger impact. Approved commercial data can influence shipment estimates, invoice values, accrual monitoring, and later job profitability. Accounting impact begins when financial documents are posted.

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Common Errors

Last modified on August 14, 2026