> ## Documentation Index
> Fetch the complete documentation index at: https://docs.jadenet.id/llms.txt
> Use this file to discover all available pages before exploring further.

# Relationship Management

> Manage prospects, customers, sales activities, buying rates, and quotations using the standard JADE-ELS business workflow.

## 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.

## 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.

## 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.

```mermaid placement="top-right" theme={null}
%%{init: {'flowchart': {'defaultRenderer': 'elk'}}}%%
flowchart LR
    A([Prospect]) --> B[Qualify lead]
    B --> C[Record activities]
    C --> D[Review buying rates]
    D --> E[Prepare quotation]
    E --> F{Approved?}
    F -- No --> G[Revise quotation]
    G --> E
    F -- Yes --> H[Issue quotation]
    H --> I{Accepted?}
    I -- No --> J[Follow up or close]
    I -- Yes --> K[Create customer and shipment]

    classDef start fill:#714B67,stroke:#56364E,color:#FFFFFF;
    classDef work fill:#EFE6ED,stroke:#714B67,color:#2F2933;
    classDef approval fill:#F8E6A0,stroke:#B8860B,color:#3B2E00;
    classDef done fill:#D9EED8,stroke:#4F8A4C,color:#183817;
    classDef exception fill:#F5D8DC,stroke:#B54A59,color:#4A1720;
    class A start;
    class B,C,D,E,G,H work;
    class F,I approval;
    class K done;
    class J exception;
```

## Step-by-step

<Steps>
  <Step title="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.</Step>
  <Step title="Maintain sales activities">Record calls, meetings, visits, requests, commitments, outcomes, and the next follow-up.</Step>
  <Step title="Review buying rates">Select the applicable freight, container, or trucking rate. Verify provider, route, service, currency, validity, inclusions, exclusions, minimums, and surcharges.</Step>
  <Step title="Create the quotation">Choose the prospect/customer and add service, route, charge lines, selling amounts, currency, taxes, validity, payment terms, operational assumptions, and notes.</Step>
  <Step title="Review margin and completeness">Compare buying and selling data, confirm the intended margin, and check that all required charges and conditions are present.</Step>
  <Step title="Submit for approval">Use the configured approval action and confirm the quotation leaves Draft status.</Step>
  <Step title="Issue and follow up">Send only the approved version, record customer feedback, and revise through the controlled process when needed.</Step>
  <Step title="Handoff accepted business">Complete the customer master and use the approved commercial data when creating the shipment order.</Step>
</Steps>

## Screenshots

<Note>No sanitized current-version screenshots for this module are stored in the repository yet.</Note>

Recommended captures: Prospect/Lead list and detail; Buying Rate query; quotation charge lines/totals; quotation approval/status.

## Result

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

## 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.

## 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.

## Common Errors

| Error                       | Resolution                                                                    |
| --------------------------- | ----------------------------------------------------------------------------- |
| Duplicate prospect/customer | Search by legal name, tax identity, contact, and abbreviation before creation |
| Expired buying rate         | Select a valid rate or obtain authorized pricing                              |
| Missing surcharge           | Recheck route, service conditions, inclusions, exclusions, and local charges  |
| Wrong currency              | Correct it before approval                                                    |
| Draft quotation sent        | Complete approval and send only the approved version                          |
| Accepted quote not linked   | Use the approved customer and quotation reference during order creation       |

## Related Functions

* [Shipment lifecycle](/workflow/shipment-lifecycle)
* [Sea Freight](/modules/seafreight)
* [Air Freight](/modules/air-freight)
* [Land Freight](/modules/land-freight)
* [Approvals and posting](/workflow/approvals-and-posting)
* [Master data](/admin/master-data)